Invoicing, Payments & Accounting Export
Invoices are created from order, delivery or work completed – with customer, project and line items from the same single source of truth. secondFactory checks the data, makes it complete and consistent and passes it to your accounting via export, e.g. DATEV or lexoffice. Taxes continue to be handled by your accounting department or tax advisor.
- Order & deliveryevery line item with its origin
- InvoicePDF and e-invoice (XRechnung, ZUGFeRD)
- PaymentReconciliation with a reasoned suggestion
- Project costsPlanned vs. actual from time, material and machine
- Exporte.g. DATEV, lexoffice, CSV, Excel
Taxes, general ledger and annual financial statements stay with your accounting department.
Today, data is retyped between order and accounting.
Delivered quantities, prices and project references are gathered again for the invoice. Payments are checked off by hand, supporting documents for the tax advisor collected one by one.
- Retyping invoice data from order and delivery note
- Tracking progress payments and amounts already invoiced in lists
- Matching incoming payments to invoices by hand
- Checking incoming invoices without reference to purchase order and project
- Compiling supporting documents and data for the tax advisor one by one
What the module covers.
Invoice from order & delivery
Customer, project, line items and delivered quantities are carried over – no re-entry. Every invoice line item knows its origin.
Progress, partial & final invoices
Progress, partial and final invoices with amounts already invoiced clearly shown; double invoicing is prevented.
PDF & e-invoice
Invoice PDF and structured e-invoice (XRechnung, ZUGFeRD) from the same version – checked against schema and rules before sending.
Payments & open items
Import bank transactions (e.g. CSV, MT940, CAMT), assign payments with a reasoned suggestion, manage open items and dunning levels.
Incoming invoices & purchasing
Recognize incoming invoices, check them against purchase order and goods receipt, and approve them – the costs end up in the right project.
Accounting export
Export package with outgoing and incoming invoices, payments, supporting documents and account assignment suggestions – e.g. DATEV-compatible, for lexoffice, as CSV or Excel.
From delivery to accounting export.
This is where your team reviews and decides.
secondFactory prepares. At these points, a person confirms, corrects or deliberately approves – nothing slips through unnoticed.
Approve invoice
The invoice is reviewed as a preview and finalized only after deliberate approval – after that it is never silently changed, only canceled or corrected.
Confirm payment
Reconciliation suggests and gives reasons – uncertain payments are not assigned automatically.
Trigger export
Select period, document type and format, review the preview, then export – every export run is labeled.
What improves day to day.
One single source of truth
Invoice, payment and costs are linked to the same order – nothing is entered twice.
Complete and consistent
Mandatory information, totals, references and duplicates are checked before handover.
Not tax software
Advance VAT return, general ledger and annual financial statements stay with your accounting department or tax advisor.
What goes in. What comes out.
Input sources
- Orders, line items and prices
- Deliveries and delivery notes
- Work completed, progress payments and change orders
- Bank transactions (e.g. CSV, MT940, CAMT)
- Incoming invoices as PDF or e-invoice
- Project times, material and machine times
Results
- Invoices as PDF and e-invoice (XRechnung, ZUGFeRD)
- Open items and dunning levels
- Assigned payments with reasons
- Project costs: planned vs. actual and contribution margin, where data is available
- Export package for accounting and tax advisor (e.g. DATEV, lexoffice, CSV, Excel)
Handovers without re-entry.
Delivery and order
Completed deliveries and recorded progress provide line items and quantities for the invoice.
Invoicing, Payments & Accounting Export
Orders and deliveries become reviewed invoices, payments and export data.
Accounting & tax advisor
Your existing accounting imports the prepared data and supporting documents – taxes stay there.
Test invoicing & export against your real workflow.
In a process analysis, we walk through your path from delivery to accounting: which data secondFactory takes over, what is checked and in which format your accounting receives the data.