Write and calculate quotations

SAP Business One Cloud for service companies includes various features that make the calculation and the creation of quotations much more professional and easier. In SAP Business One, the quotation can include services in the form of items, but also in the form of so-called service items (with descriptive text). The quotation calculation allows a gross profit to be determined, provided that the corresponding items or services are purchased from suppliers. SAP Business One includes framework agreements for contract management. In these blanked agreements, purchase quantities are recorded for specific business partners. Individual invoices can always refer to the agreed framework contract. The corresponding service calls are recorded in the background.

Record and invoice working hours

Service providers regularly invoice services rendered according to expenditure (“time and material”). For this reason, they usually need a working time record. Various providers for the topic of timekeeping have already established on the market. It is optimal if the data from the existing application for recording working hours is automatically transferred to SAP. There is a solution for this:

SAP Business One Cloud has a cloud adapter that can be easily connected to an existing timesheet. Working times can be transferred to SAP Business One time sheets via a cloud-to-cloud connection and invoices as drafts can even be generated in SAP. These interfaces reduce the time taken to take over working hours and invoicing, while at the same time increasing quality by avoiding manual transfer errors. The following solutions are already connected to the SAP Business One Cloud and can be used immediately: www.timebutler.de and www.clockodo.com.

The service provided is often documented by service providers in a service description. This description is usually attached to an invoice so that the customer can understand which expenses were incurred for which services. SAP Business One has templates for invoice printing and for service descriptions, which can be adapted to customer-specific requirements if necessary. If an application is used to record working hours, the service description can be taken directly from this solution and attached to the invoice.

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Simplify invoicing and keep receivables transparent

Service companies usually do not issue invoices on the same day the service is rendered. In most cases, the services of the past service period are billed on a specific key date. With SAP Business One, invoices can be easily generated either by copying a new invoice from a previous document (e.g. sales order) or by referring to a blanked agreement. Invoices can also be easily generated from time sheets.

The SAP Business One Mailer generates PDFs from invoices and automatically attaches them to a corresponding email. A description of the services provided can also be easily included in the appendix. The invoice can be sent either manually or automatically,

In addition to intuitive billing, SAP Business One has bank statement processing that allows incoming and outgoing payments to be read automatically. In a system-side reconciliation process, previously issued outgoing invoices are assigned to the respective incoming payments or incoming invoices to the respective outgoing payments. After a successful assignment, paid invoices are closed and removed from the list of open items.

Outgoing invoices that are not paid remain in the open item list, so that there is always a high degree of transparency about the receivables. The dunning assistant evaluates this list and creates corresponding dunning suggestions for different dunning levels.