WEBVTT

NOTE
DolmiDesk tutorial – English subtitles. The narration is German;
labels of the app stay German, with the translation in brackets on first use.
Same cue timings in every language file of this version.

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Welcome to DolmiDesk.

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In this tutorial we'll go step by step
through the whole app –

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from your first invoice
to full automation.

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Before we write our first invoice,
we need a Kostenträger (cost bearer).

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Kostenträger are the offices or people
who receive and pay your invoices.

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Click “Neuer Kostenträger”
(New cost bearer) and enter a short name,

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the full name, the address
and the email address for invoices.

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Pick the Abrechnungsmodell (billing model).
It holds the rates for this Kostenträger –

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here the JVEG model for courts.

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And the email template: the text
your invoices are sent with.

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Further down you'll find
the automation.

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With “Erstellen, nicht senden”
(Create, don't send), DolmiDesk writes

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the invoice itself once a job is complete
and gives it to you to review.

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“Erstellen und senden” (Create and send)
also emails it to the Kostenträger.

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Both options are in the Pro package.

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For now, we'll leave them off.

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Automatic payment reminders send
the next level on their own

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when an invoice stays unpaid.
Available from the Standard package.

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The “Sozialträger” (social agency) switch
marks Kostenträger like a welfare office,

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a youth welfare office or a
health insurer. Why?

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That way you see how much of your
revenue comes from social agencies –

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which matters for a possible
VAT exemption.

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The switch itself doesn't change
the tax on your invoices.

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You can set it in every package,

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the analytics show the share
from the Standard package.

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Save – and the
Kostenträger is created.

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Next, you create your clients,
meaning the people

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you interpret for. A short name
and a name are enough.

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The default Kostenträger is the one
who usually pays for this person.

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DolmiDesk suggests it in every new job
and also uses it for the calendar import.

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Save.

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Now the first job.

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Under “Aufträge” (Jobs), click
“Neuer Auftrag” (New job) and enter

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the date, interpreting time and occasion.

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Select the client.

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Kostenträger and billing model
are filled in automatically.

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Enter the address of the assignment.

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One click on “Automatisch berechnen”
(Calculate automatically), and DolmiDesk

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enters departure, arrival and kilometers.

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Under “Abrechnung” (Billing), you see what
the job is worth – item by item.

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You can bill straight from here.

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“Rechnung vorschauen” (Preview invoice)
shows it exactly as it will be created.

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Click “Jetzt abrechnen” (Bill now).

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The invoice gets its number, and
DolmiDesk takes you to the invoices.

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Open it. On the left you see the finished
document, on the right the status.

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Click “Per E-Mail senden” (Send by email)
and check recipient and text.

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Send it. The invoice is
now marked as sent.

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For the next steps I've also created
a few clients, Kostenträger,

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jobs and invoices.

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Back on the jobs page, “Anzeigen” (Show)
takes you to everything billable.

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Select the jobs right in the list –
all at once, if you like –

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and click “Abrechnen” (Bill).

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DolmiDesk groups them for you:

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Jobs with the same client,
the same Kostenträger, the same

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job type and the same billing model
become one collective invoice.

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This online appointment has a different
job type and so gets

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its own invoice.

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You can preview every invoice first,
the collective ones too.

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“Rechnungen erstellen” (Create invoices) –
and all four are issued at once.

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A few invoices are overdue.
The filter at the top shows only those.

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Open one. Under “Mahnwesen”
(Dunning) you see

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that it's overdue and
hasn't had a reminder yet.

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Click “1. Mahnung erstellen”
(Create 1st reminder) and confirm.

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A reminder is final –
it can't be undone.

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The reminder appears with interest
and the new total.

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Send it by email,
just like an invoice.

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Now a mistake: on this invoice we billed
too many hours. Open it.

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An issued invoice can't be changed,
so we cancel it.

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Click “Stornieren” (Cancel) and confirm.

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DolmiDesk creates a cancellation invoice
with its own number and releases the job

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for correction.

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From the cancelled invoice,
open the job.

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Correct the interpreting time.

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Then you bill it again.

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DolmiDesk spots the cancelled invoice
and suggests a correction invoice

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that continues the document chain.

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There it is: the correction invoice,
linked to the cancellation.

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Now the analytics: on the invoices page,
click “Auswertung” (Analytics).

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At the top: expected revenue, received,
outstanding and overdue.

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Below that, revenue per month and the days
you issued invoices.

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Further down: where the money came from –
by client,

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or by Kostenträger.

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Then the share from social agencies.

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This is where the switch
from the Kostenträger shows:

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In this example, eighty-nine percent of
revenue comes from social agencies.

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And where your revenue stands:
received, open and overdue.

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With “Export” you download
the figures as a spreadsheet.

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Analytics are available
from the Standard package.

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There are analytics
for the jobs too:

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total jobs, what's still to be billed,
interpreting hours and travel hours.

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And further down: jobs
per month, your working days,

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who the work was for and your hours.

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Sometimes a Kostenträger wants
a cost estimate first.

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In “Kostenvoranschläge” (Cost estimates)
you create it just like a job.

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You can make it binding
and set how long it's valid.

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It's calculated with
the same billing model.

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Check the preview – and create it.

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From here you send it by email.

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Receipts. Upload what you've paid for:

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a ticket,
a parking ticket, a specialist book.

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DolmiDesk automatically reads
the amount, date and VAT.

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You choose the category and confirm.
Receipts are in the Pro package.

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The EÜR (income statement) adds it all up:
income from the payments received,

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expenses from your confirmed
receipts – and the result.

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Further down you see where the
expenses go, the VAT –

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that is, the tax in your income
minus the input tax from your receipts –

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and the lines of the Anlage EÜR tax form.

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With “Export” you get the
spreadsheet for your tax return

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or your tax advisor.

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Finally, the calendar.

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Open the account menu, “Einstellungen”
(Settings), “Konnektoren” (Connectors)

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“Mit Google verbinden” (Connect to Google)
links your calendar.

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Then you choose the calendar, the color
and how old appointments may be.

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In the Pro package you can also
set up the automatic import:

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daily, weekly or monthly.

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For everything to fill in automatically,
write your appointments like this:

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The title becomes the occasion.

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In the description, write “Kunde”
(client), a colon and the name –

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“Kostenträger” and “Transportmittel”
(mode of transport) work the same way.

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All these lines are optional:
if you only name the client,

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DolmiDesk takes the Kostenträger
stored for them in the master data.

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The job type goes in the title.
Without a prefix, the job is on site.

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Put “Online” in front
for an online appointment.

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“Ausfall” (No-show) means you came to the
appointment, and it fell through on site.

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“Absage” (Cancellation) means the
appointment was cancelled in advance.

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You'll find the import itself on the jobs
page, under “Importieren” (Import).

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“Neu synchronisieren” (Resync) gets
the appointments from your calendar.

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Here you see them, already filled in:

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For Anna Schulz, the Kostenträger comes
from the master data, and Online,

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Ausfall and Absage were recognized
by DolmiDesk from the title.

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“Termine importieren” (Import appointments)
turns them into jobs.

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Whatever is missing, you add in the job –
and bill as usual.

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That was the whole app.

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The more you automate, the more time you
save: with full automation,

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up to eighty percent of your invoices are
created, sent and chased up automatically.

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That saves you many hours
every month. Enjoy DolmiDesk!