Your workflow: from phone call to payment

This manual has explained many features individually. Now let's bring it all together into one real working day. We'll follow interpreter Maria through a typical assignment.

The scenario

Maria gets a call: her client Maximina Musterfrau needs an interpreter for a doctor's appointment on Thursday, November 13 from 1:00 PM to 3:00 PM at Gerichtsstraße 2 in Frankfurt am Main. It's paid for by the health insurance provider.

Maria agrees – and enters the appointment in her calendar. That's all she does that day.

Prerequisite

Maria's master data is set up: her calendar is connected, and DolmiDesk™ already has the client Maximina Musterfrau with the default Kostenträger (funding body) Muster-Krankenkasse. This Kostenträger has the Abrechnungsmodell (billing model) JVEG and the invoice template Krankenkasse assigned to it. For how this is set up, see Getting started.

The calendar entry

Maria opens her Google Calendar and creates the appointment:

• Title: Arztbesuch (doctor's visit) – no prefix, it's a normal on-site appointment.
• Time: 1:00 PM – 3:00 PM.
• Location: Gerichtsstraße 2, 60313 Frankfurt am Main – DolmiDesk™ will later calculate the trip from this.
• Calendar and color: the calendar it's imported from, in the agreed appointment color.
• Description: a single line.

Kunde: Maximina Musterfrau

The finished calendar entry – nothing more is needed

Why is the client enough?

Because Maximina Musterfrau has Muster-Krankenkasse stored as her default Kostenträger – and that, in turn, has the Abrechnungsmodell and the templates. So one line already accounts for half the invoice. More on this under The import process.

After the appointment, Maria attaches the signed Einsatzbestätigung (assignment confirmation) to the calendar entry. That comes along automatically later, too.

The import

Maria doesn't have to do anything for this: she has automatic import switched on, so DolmiDesk™ reads the calendar on its own. (If you'd rather decide for yourself, click Importieren in the jobs list.)

Here's what happens:

• The appointment is created as an on-site job – date, times, purpose, and assignment address come straight from the calendar.
• The client is recognized, and along with her the Kostenträger, the Abrechnungsmodell, and the templates.
• The route is calculated: departure, arrival, and kilometers for the outbound and return trip, including buffer times.
• The Einsatzbestätigung from the calendar is taken over as an attachment.

The job is complete – status: Abrechenbar (billable)

The job shows Abrechenbar (billable), and the amount it will bring in is already shown on the right. If something were missing, it would instead say "2 more fields needed" – Maria would then open the job and fill in the highlighted fields.

Billing

At the end of the week, Maria does her bookkeeping. She opens the job and takes a look at the breakdown.

What will appear on the invoice – before billing

1. The breakdown shows two line items. The interpreting time is 3.0 hours, even though the appointment only lasted two hours: JVEG counts travel time as billable time too – one hour in this case. On top of that, there's €0.42 per kilometer driven.
2. Abrechnen (bill) generates the invoice.

Several at once

If Maria had five assignments to bill, she would select them in the list and click Rechnungen erstellen (create invoices). Assignments for the same Kostenträger would then automatically be combined into one consolidated invoice. See Creating invoices.

The finished invoice

A few seconds later, the document is ready.

The finished invoice – the document on the left, the actions on the right

What Maria sees there:

• Invoice number and due date – assigned according to her number format, due according to the health insurance provider's payment terms.
• The line items in the language of the "Krankenkasse" template – including the client's insurance number, which appears there as a placeholder.
• Details showing the versions of the Abrechnungsmodell and template that were used – so it stays traceable what was used to calculate it.
• The job behind it, one click away.

Sending

Maria clicks Per E-Mail senden (send by email). The dialog is already filled in: the health insurance provider's recipient address, subject and body text from her email template, the PDF with embedded e-invoice, and the Einsatzbestätigung as an attachment.

She skims it briefly, clicks E-Mail senden (send email) – done. Replies from the health insurance provider land in her own inbox.

This can happen automatically too

If invoice automation were set to Erstellen & senden (create & send) for Muster-Krankenkasse, the invoice would already be out before Maria had even looked at it. More on this under Sending by email.

Payment received

Two weeks later, the money has arrived. Maria opens the invoice and sets the payment status to Bezahlt (paid), with the date it came in. That removes it from the outstanding items.

If the payment hadn't arrived, the invoice would have appeared in the list as overdue once the deadline passed – and Maria would have created and sent the first reminder with two clicks.

What Maria did for this job

Step	Her effort
Enter appointment in calendar	about 1 minute
Attach Einsatzbestätigung	a few seconds
Assign Kostenträger and model	– (from the master data)
Determine travel time and kilometers	– (calculated automatically)
Create and check the job	– (imported automatically)
Create invoice, PDF and e-invoice	one click
Prepare email with attachments	– (from the template)
Send the invoice	one click
Filing and archiving	– (audit-proof, automatic)
Record payment received	one click

A calendar entry becomes a sent, archived invoice – and the only thing Maria really had to think about was the appointment itself.

And if something does go wrong?

If an appointment is missing from the import, an address is wrong, or an email doesn't arrive: the most common cases and their solutions are covered under Help & troubleshooting.