17. Questions and shortcuts
Where do I find …?
| I want to … | Go to |
|---|---|
| open this handbook | bottom of the sidebar (Handbook), the profile menu, or ? in the top bar |
| see which customer brings the most revenue | Reports → Revenue → by customer |
| see who pays late | Reports → Payment behaviour |
| produce a BWA for the tax adviser | Reports → Business analysis → PDF |
| check the trial balance | Reports → Trial balance |
| write an invoice | Invoices → + New invoice |
| write a quotation | Quotations → + New, type Quotation |
| turn a quotation into an invoice | Quotations → row → Convert to invoice |
| see the next invoice number | Rules → Numbering |
| change the number format | Rules → Numbering |
| produce an XRechnung | invoice page → Export e-invoice |
| check someone else's e-invoice | E-Invoice → Validate |
| send an invoice by e-mail | invoice page → Send by e-mail |
| send an invoice as a letter | invoice page → Send by letter (extra) |
| send to a public authority | produce the XRechnung, then Send via PEPPOL (extra) |
| see whether the customer opened the invoice | invoice page → History → Viewed |
| find the PDF that was issued | invoice page → Archive |
| import a bank statement | Banking → Import |
| connect my bank account | Banking → Bank connection |
| match a payment to an invoice | Banking → row → Assign, then Confirm |
| see the VAT return | Bookkeeping → UStVA |
| see the open items | Bookkeeping → Open items |
| produce data for my tax adviser | Bookkeeping → DATEV export |
| correct a journal entry | Bookkeeping → row → Reverse |
| photograph and capture a receipt | Scan |
| invite a colleague | User Management → Invite by e-mail |
| change someone's access level | User Management → row → Edit |
| give or take a single permission | User Management → row → Permissions |
| hand the company over | User Management → row → Make owner |
| see who changed what | Audit Logs |
| change the company address, VAT id or IBAN | Companies → Edit |
| change the logo | Companies → Edit |
| create a second company | Companies → + New |
| switch between companies | company switcher, top right |
| change the plan | Billing |
| change the card for the subscription | Billing → Manage subscription |
| offer card payment on my invoices | Billing → Card payments |
| change my invoice layout | Designer (from Business) |
| switch the language | language switch, top right |
Frequent questions
I did not receive a password. Check the spam folder. The activation link is valid for seven days; after that, or if it is lost, your administration can send it again — in User Management through Edit on your row. For the owner themselves, support does it.
A module is missing from my sidebar. Two possible reasons: your plan does not include it (see Module reference), or your access level does not allow it. Your company's owner sees what is unlocked under Billing, and your level in User Management.
Can I still change an invoice that has been issued? Small things such as a note, yes. Amounts and line items should not be touched after dispatch — write a corrected or cancellation invoice instead. Anything already posted is reversed in the bookkeeping, not deleted.
Can I reuse an invoice number? No. A number is issued exactly once within your company — that is § 14 UStG. Deleted invoices do not return their number.
How do I write an invoice without VAT? As a small business: Companies → Edit → Small business under § 19 UStG. For an individual case (an intra-Community supply, say) choose the matching tax category and set the line items' rate to 0 %.
The customer says the e-invoice was rejected. Look at the validation report from the export. With authorities the most common cause is a missing Leitweg-ID in the Buyer reference field, followed by a missing due date.
My payment was not matched automatically. Automatic matching needs the amount and the invoice number in the reference. If one is missing, the transaction appears as a suggestion or unmatched — assign it yourself with Assign. A tip for your customers: put the invoice number in the transfer reference.
Why does "Paid" show a different date from today? It is the bank's value date, the day the money became effective — not the day you confirmed the match. For the bookkeeping that is the correct day.
Can several people write invoices at the same time? Yes. Number assignment is protected against concurrency: each gets their own number, and no duplicates or gaps appear.
Can a member see my other company's data? No. Each person sees only companies they are a member of, and only their data.
Who can read the audit log? The owner, company admins and auditors. It can be filtered and exported as CSV.
Where are my documents stored? On our own infrastructure in Germany, not with a cloud provider. Sending by letter or over PEPPOL hands the file to the respective service — that handover is the dispatch itself.
What happens to my data if I cancel? It stays. What switches off are the modules the plan granted. A new subscription unlocks them again.
And if something does not work
Note three things and it will be sorted quickly:
- your company name and the document number concerned
- the time of the incident
- the exact message you saw
With those, support can find the event in the audit log and the system records.
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