With the Invoicing module you can plan, create and manage invoices directly in ZEP – from invoice items to payment documentation.
Product Line Availability
Note: The Invoicing module is exclusively available in ZEP Professional.
Permissions
Tasks in the invoicing process are divided by role:
Project managers: Plan invoice items and release them for billing.
Administrators and Controller (with the Locations & Departments module also Department managers): Create invoices, make corrections and handle payment documentation.
Additional Menu Items
The module provides the following additional menu items in ZEP.
Billing
The central menu item for Administrators and Controller. The following sub-items are available:
Invoice Items: ZEP-wide overview of all invoice items with bulk actions (Release, Remove Release, Edit).
Invoices: Overview of all invoices across ZEP.
Automated Invoicing: Automated process for mass-creating invoices for customers with automated invoicing enabled.
Project > Billing
In the menu of a project, the sub-menu item Billing appears. It is only shown for customer projects and contains the following areas:
Invoice Items: Creation, release and management of the project's invoice items.
Invoices: Overview of all invoices for the project.
Open Items: Outstanding payments for project invoices (only when Incoming Payments is enabled).
Revenue Report: List of all billed invoice items with revenue per customer and project in a selected period.
Sales Forecast: Forecast of project sales volume based on invoice items.
Project Additional Fields: Freely definable fields for the project's invoice attachment.
Project > Account Settings
Under Project > [Project Name] > Account Settings you control the format and content of the invoice attachment as well as the price tables and receipt settings per project.
Customer > Billing
In the menu of a customer, the sub-menu item Billing appears with the following areas:
Invoice Items: Overview of all invoice items across all projects for this customer.
Missing Invoice Items: Periods with billable workload but no planned invoice item.
Invoices: Overview of all invoices for the customer.
Open Items: Outstanding payments (only when Incoming Payments is enabled).
Incoming Payments: Recorded payments for customer invoices (only when Incoming Payments is enabled).
Sales Forecast: Forecast of customer sales volume across all projects.
Customer Additional Fields: Freely definable fields that appear on the customer's invoices.
Administration > Billing
This tile in the Administration contains the master data and settings of the module:
Settings: Basic configuration of the module, including introduction date and invoice number format.
Articles: Management of articles as invoice items.
Customer Additional Fields: Freely definable fields that appear on the invoice.
Project Additional Fields: Additional fields at project level for the invoice text.
Dunning Levels: Definition of dunning levels for the dunning process.
Text Modules: Predefined texts for invoice items, additional fields and dunning notices.
Mail Templates: Templates for invoice and dunning notice emails.
Revenue Accounts: Account assignments for the accounting export (with the Export for Accounting module).
Additional Evaluations
The module adds its own tab to the evaluations as well as additional evaluations in projects and customers.
Reports > Billing
Under Reports > Billing the following evaluations are available for Administrators, Controller and project managers with budget responsibility:
Missing Invoice Items: Periods with billable workload but no planned invoice item.
Sales Forecast: Forecast of revenue for upcoming months based on planned invoice items.
Open Items: Overview of all unpaid invoices.
Incoming Payments: Overview of all recorded incoming payments within a period.
Reports > Projects and Customers
Under Reports > Projects and Reports > Customers the following evaluation is added:
Overall State Invoicing: Cross-project and cross-customer overview of billed services, billing amounts and optional incoming payments within the evaluation period.
Dashboard Extensions
The module adds an Invoice Items widget to both the project and customer dashboards. It provides an overview of open and billed invoice items for the respective project or customer.
Distinction from other modules
Note: Invoicing draws on several other ZEP modules: Receipts from the Revenue & Costs module and travel expenses from the Travel Expense Management module can be passed through to customer invoices or billed with a markup. From the Proposals module, proposals are automatically transferred into invoice items when reaching the Billed status. Planned hours from the Project Planning module serve as the basis for flat-rate invoices. Via the Accounting Export module, completed invoices can be transferred to DATEV, Lexware, or a generic format.