Documents straight from the case
Workspace inserts customer, line items, prices and addresses into the right template. You see the preview before sending.
Features · Order processing
Professional documents straight from the order
Quotation, order confirmation, delivery note, invoice: Workspace creates your documents from the data already on the case. With your logo, in German or English. Every document goes to the right contact person at your customer, and you can see later what went to whom and when.
What your documents gain
With the right contact person
Workspace chooses the recipient according to the document’s purpose: the invoice goes to your customer’s accounts department, the delivery note to their warehouse.
Every version traceable
Which document went to whom and when is recorded in the dispatch history on the case. Outdated order confirmations are marked.
Neat right down to the total
Before the PDF is created, Workspace measures every page. Long lists of line items run across several pages with carry-forward and a totals block.
How a document is created
Customer, line items, prices and addresses are already on the case, and Workspace inserts them into the right template without anyone having to retype anything.
You review the preview.
Before finalising, Workspace checks that sender, recipient and template are complete. If anything is missing, the notice takes you straight to the right setting.
The finished document goes as a PDF by email to the responsible contact person and appears in the dispatch history.
What Workspace does for your documents
Ten document types from day one
From day one, templates and texts for ten document types are ready, in German and English. They include quotation, order confirmation, delivery note, invoice, credit note and return documents.
Your brand on every document
You store your logo for each document group and write the footer, greeting and payment notes yourself. You can adapt the placeholder names to your own terminology.
The right text for each document
In a quotation, a product may be promoted; on the delivery note it should be short and unambiguous so the warehouse recognises it immediately. That is why you maintain your own line item texts for each document type and language.
Documents you can rely on
Every document records prices, discounts and tax rates. If you change a price list later, the old document stays as it was.
Delivery notes receive a sequential, easy-to-read number that stays the same even when regenerated. Your warehouse can rely on it.
Your customer’s order number appears on every document. If they use their own item numbers and descriptions, these also appear on their documents.
If an order changes after confirmation, Workspace marks the old version as outdated.
If required, you create a validated XRechnung alongside the PDF invoice.
You maintain the texts for further languages centrally. As soon as all texts for a language are in place, documents can also be created in that language.
Works together with
Order handling
Order confirmation and delivery note are created directly from the order.
View order handlingPrices and quotations
Quotations take the prices from your customer’s price list.
View prices and quotationsInvoicing and billing
The invoice takes line items and service period from the order and goods issue.
View invoicing and billingFrequently asked questions
Can I use my own templates?
Yes. You start with the supplied templates and add your logo and texts. We implement a custom layout together with you during implementation.
In which languages are documents created?
In German and English, with supplied texts. For further languages, you maintain the texts once, centrally.
How do I send a document?
By email as a PDF, directly from the case. It then appears in the dispatch history.
Does Workspace support e-invoices?
Yes. You can also create invoices as XRechnung, and Workspace validates incoming e-invoices in XML format.
Who sets up the documents?
We do. During implementation, we store sender details, logo and dispatch settings and check the first documents with you.
Which document should improve first?
Send us a quotation or an invoice as you send it today. In a demo, we show you how the same document is created in Workspace from the order data.