Master Data: Kostenträger

Under Kostenträger (cost bearer), you define who receives the invoice, where it goes, how it's calculated, and how it looks.

Who is a "Kostenträger"?

Whoever ultimately pays: a health insurance fund, an Integrationsamt (integration office), a court, a government agency, or a company. This is rarely the same person you interpret for – you interpret for a private individual, but their Kostenträger picks up the invoice.

Understanding the Connections

The Kostenträger is the hub between the job and the finished invoice. Almost everything that makes up an invoice depends on it.

The list of your Kostenträger

1. Neuer Kostenträger creates a new entry.
2. Clicking a row opens it for editing.

The Fields in Detail

The form is divided into three sections.

Stammdaten

These are the basic details (Stammdaten) that determine what appears in the invoice's address field.

The “Stammdaten” section

Feld	Erklärung
1 Bezeichnung	The internal short name. It appears in selection lists and is the name you can write in your calendar. Short and unambiguous, e.g. LWV (Kassel). It does not appear on the invoice.
2 Name (Organisation)	The official name that appears on the invoice, e.g. Landeswohlfahrtsverband Hessen.
RE Zusatz 1 / 2	Optional extra lines above the address – department, unit, P.O. box.
3 Adresse	The complete postal address.
USt-IdNr. / Steuernummer	Optional. Needed if the Kostenträger expects it on the invoice.

warning

Keep the Bezeichnung unique. If you have several entries with the same name, distinguish them – LWV (Kassel) and LWV (Gießen). The calendar import searches for this exact Bezeichnung (and, if necessary, falls back to a fuzzy search on the Name).

Kontakt

Feld	Erklärung
Ansprechpartner	Optional. The person the invoice is addressed to.
Anrede	The salutation line, available as a placeholder in the Rechnungsvorlage (invoice template), e.g. Sehr geehrte Frau Müller,.
E-Mail	The address invoices and Mahnungen (reminders) are sent to.
CC-Mail	Optional. An address to CC.

No Email, No Sending

The email address doubles as the recipient address for the E-Rechnung (e-invoice). If it's missing, you can still create and download the invoice, but you can't send it from within DolmiDesk™ – and the “Erstellen & senden” (create & send) automation won't be available.

Abrechnung

In this Abrechnung (billing) section, you link the Kostenträger to the rules and texts from the other areas.

The “Abrechnung” section

Feld	Erklärung
1 Abrechnungsmodell	The pricing model from Abrechnungsmodelle (billing models). It determines the hourly rate, travel costs, and cancellation rules.
2 Rechnungsvorlage	Controls the line-item names, descriptions, and note texts on this Kostenträger's invoices. If none is selected, the standard layout applies.
3 Zahlungsziel	Days until the invoice is due. If no value is set here, the standard Zahlungsziel (payment term) from Settings applies.
Leitweg-ID (B2G)	Only for invoices to public-sector contracting authorities that require a Leitweg-ID. It's included in the E-Rechnung.
4 E-Mail-Vorlage	Subject and body of the outgoing email (see E-Mail Vorlagen).
E-Mail-Vorlage für Mahnungen	Optionally, a separate template for payment reminders. If none is selected, the regular E-Mail-Vorlage is used.

Missing an Entry?

Under every selection field there's a Jetzt anlegen button. Use it to create the missing Abrechnungsmodell or template directly from this form, without losing what you've already entered.

Automatisierung

Two switches in this Automatisierung (automation) section decide how much DolmiDesk™ handles on its own for this Kostenträger.

Rechnungs-Automatisierung and automatic Mahnungen

1 Rechnungs-Automatisierung (invoice automation) – three stages:

Stufe	Wirkung
Aus	Nothing happens automatically. You create and send every invoice yourself.
Erstellen, nicht senden	As soon as a job imported from the calendar is fully documented, the invoice is created automatically – but it's held for review.
Erstellen & senden	The invoice is created automatically and sent by email. Requires a stored email address.

2 Automatische Mahnungen (automatic reminders) – overdue invoices from this Kostenträger are dunned automatically: the next Mahnstufe (reminder stage) is generated once Zahlungsziel + Karenzzeit (grace period) have elapsed, and goes out right away. This runs independently of the Rechnungs-Automatisierung.

You Stay Informed

DolmiDesk™ summarizes what the automation has done in the daily summary email. You choose which events show up in it under Settings → Email.

Guide: Creating a New Kostenträger

Let's say a new payer comes on board: “Muster-Krankenkasse”.

Enter the Stammdaten

Click Neuer Kostenträger and fill in the required fields:

Bezeichnung	Name (Organisation)	Adresse
MK	Muster-Krankenkasse	Kassenweg 5, 12345 Musterstadt

Add the Kontakt

Anrede	E-Mail	CC-Mail
Sehr geehrte Damen und Herren,	rechnung@musterkasse.beispiel.de

Link the Abrechnung

Choose the appropriate Abrechnungsmodell and templates. For a health insurance fund, for example:

Abrechnungsmodell	Rechnungsvorlage	Zahlungsziel	E-Mail-Vorlage
JVEG	Krankenkasse	30 Tage	Standard

Decide on the Automatisierung

For a Kostenträger you know well and that always bills the same way, Erstellen, nicht senden is worth it – the invoice is ready by the time you review it. For anything new, leave the automation set to Aus for now.

Save

Done. From now on, you can assign this Kostenträger to a client as their default, select it directly on a job, or name it in the calendar entry with Kostenträger: MK.

Editing and Deleting

Master data changes over time – addresses change, caseworkers move on. Two rules make sure that doesn't throw your bookkeeping into disarray:

• A Kostenträger already linked to a job cannot be deleted. But you can edit it at any time.
• Invoices already issued keep their own copy of the data. So a new address doesn't retroactively appear on old invoices – it applies to everything created afterward (and to any later correction invoice).

Next Step

Now all that's missing is the person you interpret for: Clients.