The ZEP app is a convenient solution for recording project times, travel expenses, and absences on the go. It is intended for users of ZEP Compact or ZEP Professional instances.

Anytime and anywhere, you can record your working and travel times, as well as expense receipts in ZEP, giving you maximum flexibility in your daily work. You can also manage absence requests via the ZEP app. The app’s dashboard provides a clear and simple overview of your most important information.

The management of projects, employees, and customers, as well as standardized reports, is carried out via the ZEP web frontend.

The ZEP app is available for iOS and Android users and can be downloaded from the Apple Store or the Google Play Store

To log in to the ZEP app, you need your ZEP URL, username, and password.

You also have the option to log in via quick login using a QR code. You can find this in ZEP under the following path: Profile -> Interfaces > Mobile Apps. By scanning the available QR code, you can log in directly.

Once you have successfully logged into the ZEP app, the "Times" tab will open.

In the "Times" tab, you will find the clock button. The clock button for recording your attendance is located at the bottom right of the screen. Using the clock button, the user can choose between "Record project time" and "End attendance".

Using the "Times" tab, users can record their project time with the presets from ZEP.

To record time, click on the "+" icon in the upper right corner to open the time entry form. You can then select the date and time for the entry. To ensure the time is fully saved, you must also select the desired project, task, and activity. If you would like to add anything to the entry, you can enter free text in the comment field.

Calendars from Outlook, Google, and Apple can also be synchronized. Setup is done under More > Calendar synchronization.
After linking, all calendar appointments are displayed directly in ZEP. Clicking on an appointment automatically transfers the time into time tracking and writes the appointment title into the comment field.

Recurring time entries can be saved as favorites for quick reuse. To do this, simply create a new time entry and click on Favorite at the top. The saved favorites are then available for selection during time tracking, allowing for faster entries without re-entering the information.
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In the dashboard, each user has the ability to get an overview of their own data:

Overview comparing actual hours and target hours across weeks, months, and years.

Working Hours

This widget provides an overview of working hours for the current week. By swiping, the last three weeks can be viewed.

Vacation

Two vacation widgets are available. The first shows the remaining vacation days for the current year at a glance. The second widget provides a more detailed breakdown and displays the total entitlement as well as the requested, approved, and planned vacation days.

Overtime Balance

Another widget displays the current overtime balance, providing a quick overview of accumulated overtime hours.
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In the "Receipts" tab, each user can record receipts for travel and other incurred expenses. To do this, click on the "+" in the top right corner to enter the receipt data. After the optional file selection, the user is guided through a structured process with 7 steps.

In the "Attachment" section, you can take a photo of the receipt directly using your phone camera and upload it. In the next step, it can then be assigned to a project including a task.

The payment type distinguishes between "Company" and "Private", where you as the user indicate whether the entered amount is included in the expense report.

Uploaded receipts are automatically analyzed by an AI. The following fields can be extracted: date, receipt type, VAT, amount, payment type, currency, amount type, and comment. All fields recognized by the AI are marked with an asterisk, making it easy to see which entries were filled automatically. The AI analysis can be deactivated under More if required.

When recording a receipt, you can capture the total travel expenses and assign them to a project so that the costs can be billed through the project.

First, go to the "Times" tab and record your project time there using the "Travel activity". Once the travel has been entered, even if it is only the outbound or return journey, you can already assign and record a receipt.

After entering the time, click on the "three dots" next to the time entry and select "Record receipt for project", or click directly on the project time and then on "Receipt".

Absences such as vacation or illness can be entered for each user in the "Absences" tab.

First, click on the "+" icon and then enter the period using "from" and "to". Select the reason for the absence and, if necessary, add a comment.

Depending on the configuration of the absence reasons, an approval process may be triggered and the administrator will be informed of the request, or the absence will be entered directly.

Once an absence has been saved, it appears in the overview. Using the filters "Planned", "Requested", and "Approved", you can display absences according to their status.

Via the "...More" tab, you can access the ZEP app settings as well as help options. You can also log out of the ZEP app via this tab.

Receipt Capture

Here, the option "Use AI for receipt capture" can be enabled or disabled, depending on whether the automatic AI analysis of receipts should be used.

Device-Specific Settings

Depending on the device used, additional settings are available:

Calendar Synchronization:

The ZEP app can be synchronized with the calendar available on the device. Options include Outlook, Google, and Apple. After selection, a wizard opens automatically in a separate window to guide you through the connection process.

Language:

The display language of the ZEP app can be individually set to German or English.