Business Management
The business management functions of ManagerCloud form the financial core of a lean, highly efficient ERP system. It is not intended to be classic accounting software, but rather a specialized platform for the structured management of sales, costs, and payments, as well as for audit-proof GoBD archiving.
The actual accounting—including account assignment and tax assessment—remains where it belongs: in the hands of your tax advisor. ManagerCloud provides the perfect basis for this: all data and documents are fully prepared and made available in a complete transaction network.
Business Management
1. Comprehensive financial management
ManagerCloud offers specialized features for precise control of your finances:
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Transactions: A business transaction forms an economic unit that encompasses all associated framework agreements, offers, sales, reminders, credit notes, costs, and payments. The individual components within this transaction represent business transactions within the meaning of the GoBD (German General Principles of Accounting), each of which is based on an audit-proof archived document. A business transaction is considered complete as soon as the total invoiced sales (minus credit notes) have been fully offset by the payments received. The overview allows you to see immediately which transactions are still open or have outstanding payments. The “Transaction file” function also allows you to list all related documents in a bundle and download them with a single click.
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Revenue: Manage one-time and recurring sales and easily create related invoice corrections (credit notes). In a fully automated process, when a transaction is completed, an e-invoice is generated, linked to the transaction, sent by email, and archived in AWS cloud storage in accordance with GoBD requirements. This ensures that every transaction is assigned a legally compliant receipt at all times, as required by GoBD.
For maximum transparency, you can assign the underlying offer and the applicable framework agreement at the item level when creating the transaction. ManagerCloud automatically compiles this information in the transaction file , ensuring complete traceability between the contract, offer, and invoice. -
Costs: Efficient cost management: Here you can manage your operating expenses, including tax-compliant entertainment receipts, centrally in one place. When you upload a document, ManagerCloud automatically recognizes the format: whether it is a traditional PDF invoice, a hybrid e-invoice (ZUGFeRD standard), or a purely machine-readable XRechnung (XML) invoice.
Regardless of the format, every receipt is immediately archived in an audit-proof manner. While you are supported by assisted manual entry for standard PDFs, ManagerCloud reads electronic invoices fully automatically. The system creates the cost entry without manual typing and links it inseparably to the original receipt. -
Payments: Here you can manage your customers' payments. Each incoming transfer is directly linked to the corresponding transaction. This allows you to keep track of which orders have already been paid in full and which payments are still outstanding in your business transaction overview.
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ProfitCenter: Allocation of costs and revenues in whole or in part to profit centers. Mapping of individual business areas to the income statement and for the management of bonus and commission settlements.
2. Digital document exchange & e-invoicing
Seamless communication with business partners and authorities is a core element of modern workflows:
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Dispatch: Create and send legally compliant electronic invoices (e.g., ZUGFeRD, XRechnung). Automatic compliance with GoBD: Invoice archiving with Amazon Web Services in the background.
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Reception: Efficient processing of incoming e-invoices and automatic creation of a new item in cost management to minimize manual data entry. Automatic compliance with GoBD: archiving of the original at Amazon Web Services in the background.
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Tax Advisor: Electronic transmission of incoming and outgoing invoices to the tax advisor with a single click
3. Analysis and reporting
Maintain control over your financial situation with real-time evaluations:
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BA: Monthly overview of your earnings situation in a simple BA (business analysis)
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Cash Flow: Transparent presentation of your liquidity and cash flows.
With ManagerCloud, you don't just manage data—you control your entire business professionally, legally compliant, and future-proof.
Our Process for Revenue
Recording Revenue
Create sales by selecting the relevant business partner, business transaction, billing address, contact person, service period, and billing date in the form, and then entering the item. Assign the sale to a sales category.
Recording the items
Enter the individual sales items by entering the description, quantity, unit price, and tax rate. Optionally, you can assign the applicable framework agreement.
Check, finalize, and send
Download the e-invoice (PDF with embedded xRechnung) for review and check the embedded xRechnung in an XRechnung viewer. Close the invoice. Once closed, it will automatically be archived in accordance with GoBD and sent to the customer by email.
Invoice Corrections (Credit Notes)
Click on the “Correction” button in the invoice details and enter the corresponding credit amount for the items displayed. Download the credit note for verification and send it electronically.
Reminders
The “Reminders” button in the invoice details allows you to keep track of all previous payment reminders for a transaction. With the “New” function, ManagerCloud automatically creates a reminder with a direct reference to the original invoice. The system assigns the correct priority (1st, 2nd, or 3rd reminder) in the subject line. You have complete flexibility before sending: both the message text and the recipient can be customized as needed.
Our Process for Costs
Receive and upload
After uploading, ManagerCloud automatically checks the format of your invoice (standard PDF, e-invoice according to ZUGFeRD standard, or XRechnung).
Electronic invoices: The data is read immediately and fully automatically.
Standard PDFs: The system prepares the manual data entry for you.
In both cases, a draft is created in your cost management system, which is ready for final approval.
Check and archive
You check the created data record and the created invoice items
in a form and adjust the data if necessary.
The process is completed when you save:
1. GoBD archiving: The original invoice is archived in Amazon AWS in an audit-proof manner.
2. Document linking: The data record and document are inextricably linked.
This ensures that every entry has an original document and that no document remains in the system without a corresponding cost entry as requested by GoBD
Our process for Hospitalities
Creating the Hospitality
Create a new entertainment expense in the “Entertainment expenses” section by selecting the restaurant, host, entertainment date, and entering the occasion, amount, sales tax included, and tip included. Select the scanned receipt and submit the form. The receipt is automatically archived by ManagerCloud in Amazon AWS. Optionally, you can assign the entertainment expenses in full or in part to a profit center.
Assignment of guests
In the list of hospitality events, click on the “Guests” button for the relevant event and assign any number of guests to the event. In the hospitality list, you can download the receipt again at any time by clicking on the “Receipt” button.