PepperTools Office Cloud - Easy Invoice is online

Today sees the launch of Easy Invoice in the PepperTools Office Cloud. The application is aimed at self-employed people, freelancers, small and medium-sized companies who want to write, manage and send their receipts directly in the browser without installation - and who value clean master data, comprehensible analyses and a multilingual appearance.

In this article, we briefly present the most important functions and provide an overview of the topics of data protection and security.

What is the PepperTools Office Cloud?

The PepperTools Office Cloud is the platform on which our cloud applications run. Easy Invoice is the invoicing and order solution on this platform: write receipts, maintain customers and suppliers, manage products, send reminders, draw analyses, export data - all in the browser, without local installation, with automatic updates.

The software is operated on a subscription basis. Various packages cover different requirement levels, from entry-level for occasional invoice issuers to continuous day-to-day business with larger document volumes.

Switching from Easy Invoice Desktop - complete data transfer

Particularly relevant for our existing users: The data from the previous Easy Invoice Desktop software can be transferred to the cloud - not just extracts, but the entire database:

• Customers with all stored address, communication and condition data
• Articles/products** including prices and tax rates
• Documents** - quotations, order confirmations, invoices, delivery notes, etc. - including all items
• Payments on the documents**, so that outstanding receivables, instalments and invoices that have already been settled are correctly continued in the cloud

This allows you to continue working seamlessly in the cloud - with the same document history, the same master data and a correct picture of your current receivables status. A "new start from cut-off date" is not required, but can of course be selected if you prefer.

If you are currently using Easy Invoice Desktop and are planning to switch to the cloud: Feel free to contact us - we will accompany the import.

Multilingualism at the forefront - in 9 languages, including document language

With many cloud solutions, multilingualism is limited to the user interface. Easy Invoice goes one step further:

• User interface in 9 languages:** German, English, Spanish, French, Italian, Dutch, Polish, Russian and Turkish. Each user in the team can freely choose their working language.
• Document language per customer: For each customer, you can define the language in which the issued documents (quotation, order confirmation, invoice, delivery note, reminder, letter, ...) are to be generated. This means that Italian customers receive their quotation in Italian and Polish customers receive their invoice in Polish - without the processor having to change.
• Fully localised PDFs:** Designations, column headers, footer texts, reminder texts, letterhead salutations - the translated content is consistent throughout the entire PDF.

For anyone who works internationally or manages a multilingual customer portfolio, this is a feature that makes everyday work noticeably easier.

Android app - mobile access to master data and documents

In parallel to the cloud launch, we are launching an Android app that provides a mobile view of day-to-day business: master data, receipts and contact details are also available on the move - in the field, at the customer's premises, on the construction site. The first expansion stage focuses on read-only access, with further functions to follow in stages. An iOS version is on the roadmap.

Budget invoices and final invoice

A function that has been explicitly requested time and again - and is sorely lacking in many cloud solutions: Budget invoices with correctly calculated final invoice.

Easy Invoice supports the classic workflow:

• Budget invoices for partial services during project execution
• Final invoice**, in which the previous instalments are correctly offset and shown
• Clear visualisation of the remaining balance

The typical use case - ongoing construction projects, orders lasting several months, larger services with interim payments - is thus mapped in the same system without external tools.

Bank accounts, PayPal import and automatic payment allocation

Writing an invoice is one half of the business - the other half is receiving the money. To minimise the manual work involved in this step, Easy Invoice comes with an integrated workflow for bank accounts and payment allocation:

• PayPal account statement import: Movements from the PayPal account are read in directly. Daily copying of amounts or manual creation is no longer necessary.
• Import of bank account statements: Statements from common banking software such as StarMoney** and comparable applications can be imported and are immediately available for processing.
• Convenient allocation of payments:** Amounts received are allocated to the appropriate open invoices - if there are clear matches, the appropriate document is suggested directly so that the allocation usually only needs to be confirmed.
• Postings in the background:** The corresponding posting records are created automatically in the background. You do not have to enter any postings yourself - the system takes care of posting the bank transactions while you concentrate on the actual allocation.

The result is a well-maintained status of open items without a separate accounting step - and a clearer view of the payments that have actually been received.

Long-term archiving in Object Storage and integrated DMS

Business documents are subject to retention obligations - they must remain available over long periods of time and be traceable unchanged in retrospect. Easy Invoice has its own archiving and storage concept for this purpose:

• Archiving in S3-compatible Object Storage:** Relevant documents - invoices, credit notes, e-invoices and other outgoing business documents - are stored in Object Storage, where they are protected against subsequent changes. Once archived, they are retained in their original form.
• Integrated DMS: You can also use the integrated document management system to store your own documents** for a process - such as incoming invoices, contracts, delivery notes, receipts, certificates or business correspondence. This creates a shared storage location for everything related to a business transaction instead of scattered folders on local computers and in email inboxes.
• Structured retrievability:** Documents and stored files can be found in a structured manner and made available in a targeted manner if required - for example during a tax audit.

The result: a single, well-maintained storage location for your business documents that combines storage, retrievability and traceability - without you having to worry about the underlying storage infrastructure.

Letters and business mail directly from the cloud

In addition to the classic document types, Easy Invoice can also be used to write free letters - on the same designed stationery that is also used for invoices and quotations. Practical for cover letters, cancellations, supplier correspondence or correspondence in day-to-day business without having to open a second program.

Dunning

Open items can be tracked and dunned automatically in Easy Invoice:

• Reminders and multi-level reminders
• Customer-specific dunning texts (also in the customer's document language)
• Overview of overdue invoices
• Direct dispatch of the reminder as a PDF

This allows you to keep an eye on the cash flow without having to manually send reminders to defaulting customers.

Versatile analyses and exports

Data should not be "trapped" in the application - analysability and transfer to tax consultants or the tax office are key requirements:

• Document journals and lists by period, customer, document type
• Sales analyses** and overviews of open items
• Income/surplus statement** (EÜR) as an evaluation in the system
• Exports** to common table and transfer formats for further processing
• eInvoice in the German standard formats XRechnung and ZUGFeRD** for business transactions with the public sector and B2B partners who require structured invoice data

Further functions at a glance

• Master data:** Customers, suppliers, products, prices, tax rates
• Document types:** Quotation, order confirmation, delivery note, invoice, credit note, cancellation invoice, order, letter
• Document design customisation: Own logo, colour and style adjustments for a uniform appearance
• Accounting-Light:** SKR03/SKR04 chart of accounts, cash accounts, simple allocations, EÜR evaluation
• Multi-client architecture:** technically clean separation of data from different clients

Data protection and security

We adhere to the following principles when it comes to security:

• Hosting in Germany and processing DSGVO-compliant
• Encrypted data transport** between browser and server according to common standards
• Multi-level login** with optional two-factor authentication (2FA)
• Strict client separation** so that data from different customers is isolated from each other
• Regular backups** of the data
• Protection mechanisms against automated attacks** and misuse
• Traceable processes** through internal logging

We deliberately refrain from providing detailed technical information at this point - security depends on protective measures working together in multiple layers and not being discussed in detail in public. Please contact us directly for order processing agreements (AVV) and further information.

Flexible booking - no long-term commitment, multiple users possible

Easy Invoice can be customised to suit actual usage - both in terms of the contract term and the number of users:

• Cancellable at any time - up to one day before expiry of the currently booked period. No long minimum terms, no hidden renewal periods. If you only want to test or bridge a few months, you can use this in the same way as permanent use.
• Multiple users per client:** You are not limited to a single user. Employees, freelancers or the tax consultancy firm can work on the same database in parallel - with their own login.
• Variable booking options:** Additional user seats can be booked as required and adjusted again later - to suit the actual size of the team. This means there are no costs for workstations that are not currently needed.

The software adapts to the business - and not the other way round.

Start now

Easy Invoice in the PepperTools Office Cloud is now available. You can book the application in one of our packages and get started right away - without installation, without local setup, with data in Germany and a user interface that adapts to your language.

We welcome feedback, suggestions and feature requests - just write to us. Many of the functions that are included in the launch today are the result of such feedback.

**Welcome to the PepperTools Office Cloud.