Contents
How a job runs
- 1
Creating a project and a job
In the office, you create the project with customer and site, upload plans or the quotation and decide which documents employees can see. For each assignment, you create a work order with a date and employees.
- 2
On site
The fitter opens the job in the app, without a password, starts the navigation and photographs the condition. At the end of the assignment, they write the report: what was done, who was there from when to when, how many journeys were made and which materials were installed. Colleagues without their own app, such as the apprentice, are added by the fitter.
- 3
Signature
The customer sees the report without prices and signs with a finger. If nobody is there, the fitter closes the job without a signature and states the reason. The office receives an email.
- 4
Checking and invoicing
In the office, you see the new reports, add prices for materials entered by hand, hourly rates and items such as disposal, mark them as checked and export them for your invoicing software. After invoicing, you note the invoice number.
Materials from the wholesaler
Wholesalers for electrical, plumbing and heating usually provide their item data in the customer portal as DATANORM, as a ZIP with items, your prices and discount groups. You upload this to FleetCred: texts, units, price units such as “per 100 m”, EANs, list and purchase prices are imported. At the next import, FleetCred updates the prices and hides deleted items. FleetCred calculates the selling price from the list or purchase price plus your mark-up; for individual items, you set a fixed price.
| File | What FleetCred takes care of |
|---|---|
| DATANORM.001 (items) | Item number, short texts, unit, price unit, list price, discount group, product group, EAN |
| DATPREIS.001 (prices) | Your net prices or discounts per item |
| DATANORM.RAB (discounts) | Discount groups, from which the purchase price is derived |
| Excel or CSV | your own lists with item number, description, unit, prices and EAN; the columns are recognised by name |
Employees do not see any prices. They search by description, item number or EAN; the items most frequently installed in your business appear at the top.
FleetCred reads DATANORM 4.0. It does not read DATANORM 5, BMEcat or Open Masterdata. Ask your wholesaler for DATANORM 4.0 or use an Excel list.
Into your invoicing software
With the Invoicing add-on, you issue the invoice directly in FleetCred, as an e-invoice in ZUGFeRD format. There you import the customers from Jobs and job reports with one click. If you work with other invoicing software, FleetCred supplies the items for it. The export has one line per item: report, date, customer number, project, site, type (text, labour, journey, material), item number, description, quantity, unit, unit price and total price, net. You receive it as an Excel file or as a CSV with the separator and decimal character that your software expects. Each report is also available as a PDF, either without prices for the customer or with prices and photos for you.
Signature and proof
With the signature, the customer confirms working time and materials. FleetCred stores it encrypted with name, time and device, and seals the content of the report with a checksum. If anyone later changes hours, quantities or text, FleetCred shows this. Prices and items added by the office do not change the seal. If something has to be corrected afterwards, you cancel the signature and the customer signs again.
The signature on the phone is an electronic signature. Under Art. 25 of the eIDAS Regulation, it may not be denied legal effect and admissibility as evidence solely because it is in electronic form. How much weight it carries in a dispute is for the court to assess.
Hourly-rate slips under VOB/B
If VOB/B has been agreed, hourly-rate work must be notified in advance, and hourly-rate slips must be submitted daily or weekly on working days, depending on custom. The client returns them certified after six working days at the latest; anything not returned in time is deemed accepted (§ 15 para. 3 VOB/B). With the report in the app, the slip is available the same day, with date, times and materials. You send the PDF report to the client or have it signed on the spot.
Whether a signed report also constitutes acceptance of your work is governed by your contract. For acceptance, continue to use your acceptance record. This overview does not replace legal advice.
Photos and data protection
FleetCred stores photos encrypted with the job, with time and employee; the ones you select go into the PDF. On request, FleetCred deletes the photos a set period after the project is completed, which you define. Customer and site data are held on servers in Germany and are visible only to users in your company. Employees see only the jobs they are assigned to.
Frequently asked questions
Do employees need a password?
No. Everyone receives a personal link to the app by email or SMS and saves it on their phone. The app is available in seven languages, including Polish, Romanian and Turkish.
Does the app work without a network connection?
Saving, searching and signing require an internet connection. In a cellar with no reception, you finish writing the report where the phone has a signal.
Can several employees work on one job?
Yes. All assigned employees see the job, the photos and the reports. One person writes the report for the day and enters the colleagues with their times.
Is it possible without a materials catalogue?
Yes. Without a catalogue, employees record materials by hand and the office adds the prices. You upload the catalogue when you are ready.
Who may do what
Company admins set up materials, hourly rate, mark-up and export. Reviewers create projects and jobs, check reports and export them. Users with read access see projects and reports but cannot change anything.
Set-up and price
The platform admin activates the package, after which “Projects” and “Reports” appear in the administration area and “Jobs” in the employees’ app. It is charged per active employee per month. Request a quote
Sources