Calculation program
An invoice program is software that enables the user to write and save invoices electronically. The accounting program is not a complete bookkeeping program. Rather, it has applications for invoicing and dunning as well as a range of applications for central accounting functions.
Different uses of invoicing programs
Invoicing programs can be available as online or offline solutions. Online solutions are mostly offered as software for download or they can be operated via the browser. Offline solutions, however, are installed on the computer. While the online billing program automatically provides updates, offline software has to be purchased and installed again, for example after changes in legal requirements. Online software offers location-independent access to documents, while offline software can only be used locally.
Basic workflow in the invoice program
In addition to other functions, an invoice program can be used to create invoices, offers and reminders. After the delivery or the order has been processed, an invoice can be created based on the offer. The data is automatically transferred by the invoice program. In the event of default in payment, a reminder can finally be created and sent from the invoice. In addition to the possibility of saving and printing out documents created by them, modern invoicing programs also provide the immediate dispatch of the offer, the invoice or the payment reminder to the addressee via e-mail.
Basic functions of invoice programs
Professional invoice programs provide the following application options as central functions:
- Preparation of invoices
- Creation of offers
- Preparation of receipts
- Collection and storage of documents
- Financial overview
- Online banking
- Income surplus calculation EÜR
- Interfaces
Preparation of invoices
Professional invoicing programs follow the mandatory information required by law for invoices in accordance with the Sales Tax Act § 14 UStG. The program therefore creates a separate document for each new invoice. The data of the addressee is automatically linked in common programs with an address book or with other contacts. The legally required mandatory information on an invoice is standardized. After the entry, a preview of the calculation program enables the final control. For further processing, an invoice program offers the option of printing out, archiving in the folder system and sending it directly by e-mail.
Creation of offers
A separate menu item in the invoice program leads to the creation of an offer. The required information, such as customer number, offer number, contact details as well as the offer date and calendar date of expiry, are entered in the input mask. In addition, an invoice program enables the product or service to be entered and a corresponding detailed description of this. Quantity specifications and different units of measurement, together with unit price amounts, tax type and discount settings, enable the offer amount to be calculated automatically.
Preparation of receipts
Modern invoice programs offer instruments for recording and storing receipts. Scans can be used to capture documents in order to archive them in a legally compliant second step.
Collection and storage of documents
A professional invoicing program follows the legal requirements of the GoB and GoBD when recording and storing company documents .
Financial overview
A continuously accessible and up-to-date financial overview is available in modern invoice programs via a corresponding function. The billing program provides a list with chronologically arranged data on current and past sales. The sales are clearly marked. The date, invoice number, customer name, amounts and payment status of the associated booking are listed next to each booking.
Online banking
Billing programs have a connection to the company account. The online banking of the billing programs provides an up-to-date overview of current and past account transactions and also enables payments.
Income surplus calculation (EÜR)
As a required part of the tax return , every company that is not required to keep double-entry accounts must prepare an income surplus calculation (EÜR) at the end of the calendar year . Professional invoicing programs check the data created during the year. In the course of the creation of the EÜR, the program automatically records receipts and expenses, compares account movements, checks the cash balance and records company purchases. After recording the individual components, the program subtracts the operating expenses from the operating income to determine the company's profit. In the last step, the EÜR data from the invoice program is either transferred to the official form of the tax return attachment EÜR or forwarded directly to the tax office or tax advisor via a separate interface.
Interfaces
A sophisticated invoicing program offers the option of sending the created documents, such as invoices, offers or reminders, directly to the customer via e-mail. Professional invoice programs provide a DATEV interface for communication with tax advisors . If documents are sent in this way, the program sends a confirmation email to the sender.
Additional functions
Specific functions expand the range of invoicing programs to meet industry-specific needs:
- Cash book
- Time tracking
- Inventory management
Cash book
Numerous programs for invoicing offer a cash book as an additional function . All cash movements are recorded in this. The cash book must be kept in accordance with legal requirements. The input mask enables the usual cash book entries. This includes input options for the daily date, the amount of income or expenditure as well as the description of the type of input or output. In addition, the cash book enables information on the tax amount and its amount as well as additional comments on the associated receipt. The initial stock of the cash register is continuously transferred daily and the current stock is calculated automatically.
Time tracking
The additional time recording function, which is provided by numerous billing programs, enables the user to record and transmit the time spent on different tasks. In this way, the company has a valuable instrument for controlling and optimizing company structures.
Inventory management
Especially for retail companies, the additional inventory management function , which provides special invoicing programs, is an indispensable tool for their warehouse organization . The inventory management enables the inventory to be recorded and provides an overview of the current assets in the warehouse.
Legal requirements for bookkeeping and the accounting program
A professional invoicing program takes into account the legal requirements for accounting. These are formulated in the principles of GoB and GoBD .
GoB- and GoBD-compliant invoice program
In order to meet the legal requirements for accounting, which are required by the principles of proper bookkeeping (GoB) and the principles for the proper management and storage of books, records and documents in electronic form as well as for data protection (GoBD) of every accounting, modern accounting programs must be appropriate Bring requirements. It is therefore fundamentally necessary that newly created invoices, receipts or offers are not issued on the basis of a template. Rather, each document must be specially created. In addition, the nature of the documents and their filing must also meet the requirements of the GoB and GoBD. The following principles must be observed:
Correctness and truth
The business activities must be truthfully reflected in the accounting documents.
Clarity and clarity
The invoicing program has to execute and organize its documents clearly and clearly. An expert third party must be able to understand both the content of the documents and the structure of the filing within a short period of time.
Completeness and immutability
The order structure of the invoice program must ensure that all documents are complete and complete. Documents that were created by the invoice program must be unchangeable. They must be filed in a format that does not permit reworking.
Regularity and uniqueness
All business transactions must be recorded and filed chronologically and promptly for the associated event. Each business transaction must also be recorded and saved individually. Each booking has its own receipt.
Security and Documentation
The archiving of documents must guarantee absolute security against theft, alteration and loss. The order structure must be documented as well as the procedure for recording.
Use of an accounting program
Entrepreneurs and young companies as well as small to medium-sized companies (SMEs) in particular have a need for invoicing programs. The software has the central functions that adequately cover the requirements of clear business activities. Invoice programs do not have the complex features of accounting programs.
Cost comparison
Invoice programs are much cheaper on the market than comparatively complex accounting programs or ERP programs. Invoice programs are often modular and can therefore be individually expanded. An accounting program with the basic basic functions can be purchased at a reasonable price for setting up a company. As the company grows, the invoicing program can be expanded with appropriate modules as required.
Usability
The ease of use of invoice programs not only provides SMEs with measurable time savings. The reduced requirement of the programs enables them to be operated by people who are not specially trained in bookkeeping. Since the program adopts existing input data in the basic functions, such as from the offer to the invoice to the reminder, the susceptibility to errors during input is minimized.
Legal certainty
Professional invoicing programs are adjusted to the legal requirements and offer legal security with regard to compliance with the requirements for proper bookkeeping .