The master data for the Revenue & Costs module is found under Administration > Prices & Receipts. It forms the foundation for all billing and reports in the module.

Define a basic price table for your company.

The basic price table applies to all projects that have neither a project-specific price table nor a customer price table. It also serves as a copy template for customer price lists.

You specify the date from which the price table is valid. Create a new basic price table with a new validity start date whenever prices change.

Each price table consists of four parts:

Price groups categorize employees in a project into differently priced billing tiers. At least one price group is required.

Each employee is assigned a default price group in employee management. This is pre-selected during project assignment but can be changed individually.

Price groups can be stored in multiple languages (German, English, French). The appropriate label is shown based on the employee's or project's language setting.

Price groups cannot be deleted as this would affect historical reports. To remove no longer needed price groups from the display, mark them as inactive: Open the price group for editing and check the inactive checkbox.

In existing price tables, inactive price groups are displayed with an „inactive“ note for as long as values are still assigned. Once all values are set to „0“, the group is hidden.

Daily rate shares define what proportion of the daily rate is charged for a given number of hours worked. They apply to all projects billed „at cost by daily rate“.

The definition set in Administration applies to all projects without their own definition.

The from hours and to hours fields accept up to 4 decimal places (2 decimal places suffice for a 15-minute time grid). Daily rate shares can be specified with up to 8 decimal places.

Project-specific daily rate shares fully override the general master data definition for the project in question.

If a project should deviate from the general definition, project-specific daily rate shares can be stored. All daily rate shares must then be defined without gaps.

To revert to the general definition, delete all project-specific daily rate shares.

Payment methods are specified during receipt entry. The standard options are „private“ (employee paid personally, reimbursement follows) and „company“ (company paid). You can define additional payment methods, e.g., for different company credit cards.

Payment methods can be stored in multiple languages (German, English, French, Spanish).

Receipt reimbursement: If an employee specifies the reimbursement payment method, the amount appears in their cost accounting report. Via Change reimbursement you can define which payment method triggers a reimbursement in the cost accounting report.

Tax rates are available for selection during receipt entry. Define here the rates relevant for your receipts.

When entering receipts, employees specify the amount and tax rate. Outdated tax rates can be set to inactive – they will no longer appear for selection but remain visible for existing receipts.

Here you enter currencies and exchange rates. One currency is set as the base currency; all other rates are relative to it.

In reports, monetary amounts are rounded to two decimal places (exception: CHF is rounded to 5 centimes if this option is enabled under Administration > Project Times & Receipts).

Exchange rates can be maintained manually or updated automatically via the ZEP Scheduler under Administration > System > Tasks (Update exchange rates). Rates are sourced from Fixer.io. Ensure the correct currency code is used.

A validity period can be specified per rate in the valid until column. The conversion rate used depends on the date of the transaction:

The base currency serves the following functions in ZEP:

The base currency can be changed via Change base currency.

Receipt types categorize recorded receipts (e.g., hotel, train, taxi, meals). Some typical receipt types are pre-installed in ZEP.

During receipt entry, each receipt can be assigned a receipt type. Receipt types can be stored in multiple languages. The short form of a receipt type can be renamed at any time.

Default values by receipt type: Default values can be stored for each receipt type, which are pre-filled when entering new receipts:

If no defaults are defined, the values from the most recently entered receipt are used.

When the Service date may differ pre-fill is activated for a receipt type, an additional checkbox appears during receipt entry. If the employee checks it, they can enter a second date that differs from the booking date. This service date determines when the receipt is charged to the project. The booking date continues to be used for internal cost calculations.

ZEP provides the option to send emails at various points. Under Mail Templates you customize the standard text for the receipt mail template. Placeholders can be used to include specific information about the receipt and employee.

All mail templates can be sent as a test email to your own address – in the desired language (German, English, French). Files can optionally be attached (max. 5 × 20 MB, total max. 50 MB).

The Receipt Details mail template is sent when an email link behind an employee name is clicked in a receipt table (e.g., Reports > Employees > Receipt Report).

In addition to the administrative master data, specific pricing can be defined for individual customers and projects.

Under Billing Settings for a customer, customer-specific price tables and price groups can be stored. These are inherited by all projects of that customer, provided the project has no specific settings of its own.

In a project, additional settings can be configured under Billing Settings: