Finance

Finance connects Enclessa to your Lexware Office account. It is where you write quotations, run an engagement from the first question to the archive, turn booked hours into invoice drafts, and see what is owed, paid and overdue. Lexware remains the ledger. It assigns every number, renders every PDF and e-invoice, and keeps the archive. Enclessa prepares drafts and mirrors back what Lexware holds. Finance never finalises or sends a document by itself. A person always does that in Lexware.

Where to find itCopy Anchor Link

Open Finance from the module strip. The module is available only when an administrator has switched on both Finance and Customers in the marketplace. A person also needs a Finance role. Without one, the page says "You do not have access to Finance".

The Finance sidebar is grouped as follows. The Sales, Bookkeeping and Setup groups can be folded.

Every quotation, engagement and document page has a breadcrumb at the top: Finance › Quotations / Engagements / Documents › <record>.

You can also reach Finance from other modules:

• Customer › Finance tab: the customer's figures, their link to Lexware, their documents, "What this customer already has", and their engagements. From this tab you can start a New quotation or a New engagement.
• Contract › Finance panel: the documents booked against the contract, its recurring invoice and its included hours.
• Project › Finance tab: open, overdue and billed amounts for documents bound to the project, plus its budget.
• Customer › Files: Send to Lexware sends a single file to the ledger.

Main workflowsCopy Anchor Link

From customer to invoice: the end-to-end journeyCopy Anchor Link

A typical sale goes customer → quotation → contract → signature → invoice. Finance covers the quotation and the invoice, and the engagement keeps track of every step in between.

1. Create the customer in Customers (see Customers). Then link the customer to Lexware from Customer › Finance › Send to Lexware, or link an existing Lexware contact under Import.
2. Write the quotation in Finance and send it to Lexware as a draft (next workflow).
3. Have the quotation accepted. You can do this in Lexware. You can also do it in the Customer Center: add the quotation to a document packet so that a business customer can Accept the quotation there (see Customer Center).
4. On the accepted quotation's page (Finance › Quotations or its document under Documents), choose Draft a contract. The contract is filed under the same customer. Review it and send it for signature in Contracts (see Contracts and Signing).
5. Invoice in one of three ways: bill booked hours under Billing, link a Lexware recurring invoice to the contract under Recurring, or create a follow-on document from Documents. Payments are mirrored back from Lexware.
6. Use an Engagement to track the legal steps along the way: the terms, the withdrawal notice, the acceptance, the data processing agreement (DPA), the handover and the archive.

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1. 1FinanceThe customer’s Finance tab: what they owe and the documents Lexware holds for them.
2. 2Send to LexwareLinks the customer to a Lexware contact, so their documents can be addressed to them.
3. 3New quotationDrafts a quotation for this customer and opens the quotation editor.
4. 4New engagementStarts an engagement that tracks the legal steps from quotation to archive.

Write and send a quotationCopy Anchor Link

1. Go to Finance › Quotations and choose New quotation. You can also choose New quotation on the customer's Finance tab, which fills in that customer for you.
2. Fill in Customer, Valid until and Title. Lexware accepts titles of up to 25 characters. Optionally add an Introduction and a Closing note.
3. Under Line items, use Add line or Add heading. For each line, choose an Article or describe What is offered. Then set the Quantity, Unit, Unit price, net and VAT.
4. Choose Save. Use Show preview to see a draft layout. Lexware lays out the final document in its own design.
5. Work through the readiness findings until the quotation shows Ready to send.
6. Choose Send to Lexware and confirm. The state changes from Sending to Sent.
7. Lexware does not allow a sent quotation to be changed. To make changes, choose Create new version. The earlier version is then marked Replaced. To see replaced versions in the list, turn on Show replaced.

The list's state chips (Draft, Queued, Sent, Failed) narrow it to one state. If no quotation is in that state, Clear filters shows them all again.

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1. 1CustomerWho the quotation is for; Valid until and Title sit beside it.
2. 2TitleLexware accepts titles of up to 25 characters.
3. 3Add lineAdds a line item; Add heading beside it groups the lines.
4. 4Readiness findingsThe totals and what is still missing before the quotation is ready to send.
5. 5Send to LexwareSends the finished quotation to Lexware; after that it can only get a new version.

Follow up an accepted quotationCopy Anchor Link

1. In Finance › Quotations, a sent quotation shows Lexware's answer once there is one: Accepted, Rejected or Voided. Open it there, or its document under Finance › Documents (the subtitle links to its customer). Both pages show the same follow-up once it is accepted.
2. If the customer accepted it in the Customer Center, the page shows "Accepted in the Customer Center by … — not yet in Lexware". Use Mark it accepted in Lexware to record the acceptance there.
3. Once the quotation is accepted, choose the next step. Each one runs only when you press its button:
   • Create an order confirmation: creates a draft in Lexware.
   • Draft a contract: opens a contract draft for the quotation's customer, built from its lines. If a contract already exists for this quotation, that contract opens instead of a second one.
   • Start a project: opens the project form prefilled with the customer, a name and the net total as budget.
4. If the quotation was accepted in the Customer Center but was rejected or voided in Lexware, the page shows a warning and offers no follow-up.

Run an engagementCopy Anchor Link

1. Under Finance › Engagements, choose New engagement. Enter a Name, choose a Customer and set the Customer type (Business or Consumer). Then choose Open engagement. You can also start an engagement from the customer's Finance tab.
2. The engagement page lists its steps, for example "Write the quotation and send it", "Send the withdrawal instruction", "Record the customer's acceptance", "Check whether a DPA is needed" and "Raise the invoice". Each step shows a hint.
3. Attach evidence to a step with Attach (a file, an email, a contract or a voucher) or with Note as evidence. Some steps, such as acceptance, need a reference to something that exists. A note is not enough for them.
4. Choose Mark as done. Alternatively, choose Skip and enter a Reason. Reopen undoes either.
5. A step marked Required is blocked until what it needs is on file. In that case the page says "Deal with what is missing above first."
6. For a consumer, the page shows the withdrawal period counting down.
7. Open customer goes to the customer's Finance tab.

The list opens on Open engagements; switch to All in the bar under the title to see closed ones too. If nothing is open, the page says so and offers Show all engagements.

New quotation and New engagement are shown only to people who may use them (see the roles below); with an empty list they also sit in the middle of the page.

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1. 1Steps settledHow many of the engagement’s steps are done or skipped.
2. 2A stepEach step shows a hint; Required steps are blocked until what they need is on file.
3. 3Note as evidenceAttach a file, an email, a contract, a voucher or a note to the step.
4. 4Mark as doneSettles the step; Skip beside it asks for a reason, and Reopen undoes either.
5. 5Open customerGoes to the customer’s Finance tab.

Bill booked hoursCopy Anchor Link

1. Under Finance › Billing, pick a Period and choose Prepare invoice drafts.
2. Each invoice draft shows its gross total and lists its lines (work, hours, rate, net). Use Show lines to see them, and Take off the draft to remove a line.
3. Check the readiness findings, such as a missing service period, a missing billing address or a required XRechnung.
4. Choose Send to Lexware as a draft. You can also choose Discard, which frees the hours again. The final number, PDF and sending happen in Lexware.
5. Optional: under Prepare invoice drafts automatically, choose Monthly or At month end. Invoice drafts are then prepared on that schedule and wait for review.
6. Export CSV downloads the invoice drafts. Earlier billing runs reopens past runs.

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1. 1PeriodThe span of booked hours to bill.
2. 2Prepare invoice draftsTurns the period’s billable hours into one invoice draft per customer.
3. 3LinesWork, hours, rate and net of each line; Take off the draft removes one.
4. 4Send to Lexware as a draftHands the draft to Lexware, where the number, PDF and sending happen. Discard frees the hours.
5. 5Prepare automaticallyMonthly or At month end prepares the drafts on a schedule for review.

Work with documents, recurring invoices and the overviewCopy Anchor Link

1. Overview shows the receivables by age, revenue per month, VAT per quarter and "Worked, not billed". Overdue invoices, disagreements and stuck transfers appear under "This wants attention"; the overdue chip opens Documents narrowed to the open ones (Clear filters there, or Documents in the sidebar, shows everything again). The overview also contains the DATEV export.
2. Documents lists everything Lexware holds. Use the Follow on menu to raise a quotation, an order confirmation, a delivery note or a credit note as a Lexware draft. Edit here copies the document's lines into a new quotation.
3. On a document page you can open its PDF, its XML or Open in Lexware. You can also Bind to a contract or Bind to a project.
4. Recurring lists the recurring invoices Lexware runs. They are read-only here. Use Link a contract to compare the template with its contract. "This needs a person in Lexware" lists the changes that must be made there.

Keep customers in step with LexwareCopy Anchor Link

1. Under Import, each Lexware contact is shown as Linked, Suggestion or New. Choose Link, or use Assign to pick an existing customer. Refresh from Lexware reads the contacts again.
2. Disagreements shows fields where Enclessa and Lexware hold different values. For each field, choose Keep ours and send it or Take the value from Lexware. Neither side is overwritten automatically.

Set aside the tax reserveCopy Anchor Link

1. Under Tax reserve, check the amount shown as "Still to put aside". It is split into VAT and Income tax, and By month breaks it down further.
2. Copy the amount, IBAN and payment reference into your bank's app. Enclessa does not transfer any money.
3. Tick each contributing document once its share has reached the reserve account.

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1. 1Still to put asideThe amount to move to the reserve account; nothing yet while no payment is mirrored from Lexware.
2. 2VAT and Income taxHow the amount splits into VAT and income tax, beside the reserve and what was transferred.
3. 3Your bank does the transferEnclessa transfers no money; copy the amount into your bank’s app.

Roles and permissionsCopy Anchor Link

Each Finance permission is held across the whole organisation. A system administrator passes every check. No one gets Finance access by default.

Buttons for actions you do not hold are not shown: New quotation on a customer's Finance tab needs finance.invoice.propose, New engagement needs finance.engagement.manage, the Import entry needs finance.customer.sync, and without finance.connection.manage Articles is a read-only list.

The preset roles (internal names) are:

• viewer: reads Finance and engagements.
• member: also proposes invoices and runs engagements, but does not send anything to Lexware.
• manager: everything except finance.admin and finance.tax_reserve.manage.
• administrator: everything.

Draft a contract also needs access to the Contracts module, with contract.create, contract.manage and contract.financial.read. Start a project needs project.create.

Administration and settingsCopy Anchor Link

• Lexware credential: in the system console, go to Marketplace › Finance and open the panel "The link to Lexware Office". Paste the API key and choose Connect. In Lexware, the key is under Add-ons → Public API. Once stored, the key is never shown again. Check again re-tests the connection. "Compare the statutory particulars" checks that your legal details match Lexware's. Disconnect removes the key but keeps the mirrored documents.
• Finance › Connection ("The connection to the ledger"): set the Direction for each feature (Off, Import, Send, Both). You can also turn on Sync automatically, use Import now, check The queue (Try again or Close stopped operations) and read the Sync history. This page also holds the Notifications setting "Report unbilled hours after" (changing it needs finance.admin) and the tax reserve settings: rate, basis, target account and reminders.
• Articles: Add an article, or edit one and choose Save the change. Nothing reaches Lexware until you choose Send to Lexware or Send the change. Adding, editing and sending need finance.connection.manage; everyone else with Finance access sees the list only.
• Terms and statutory particulars: these live in the system console under Settings, not in Finance. An engagement records which edition of the terms was sent.
• Roles: grant Finance roles in the system console under Access › Roles.

TipsCopy Anchor Link

• A quotation can be sent only once. Check the preview before you send it. Afterwards, any change needs a new version.
• Link a customer to Lexware before you bill them. Until you do, their documents cannot be attributed to them.
• The overview's "Worked, not billed" figure comes only from Enclessa. Check it before the month closes.
• A consumer cannot accept a quotation in the Customer Center. Have consumers accept another way and record the evidence on the engagement.
• The readiness checks look for missing details. They are not legal or tax advice.
• ⌘K reaches every Finance page by name: type quot for Quotations, billing, tax for the Tax reserve or fin set for the connection settings.

RelatedCopy Anchor Link

• Customers
• Contracts
• Signing
• Customer Center
• Mail