# Finance: Invoices and receipts online > You capture receipts as a photo or PDF, and the AI reads amount, date and supplier. Add the path from quote through order confirmation and delivery note to invoice, e-invoicing, dunning in four levels, bank reconciliation by statement and the DATEV export for your accountant. - Page: https://www.ciro-noise.de/funktionen/buchhaltung - Deutsche Fassung: https://www.ciro-noise.de/funktionen/buchhaltung.md At month end you spend two evenings on invoices and receipts, and your accountant still bills you for rework. In the CIRO NOISE invoicing software you build quotes and invoices from chapters and send them out as e-invoices. You photograph receipts, and the AI reads the amount, date and supplier. The bank statement shows what has been paid, and for your accountant you export everything in DATEV format with one click. ## From quote to paid invoice You build quotes and invoices from chapters: cover letter, price table with items from your catalog, payment schedule and signature. Next to it you see the document exactly as it goes out, and every change shows up in the preview right away. One click turns the quote into an order confirmation and that into the invoice, the numbers have no gaps, and the invoice goes out as an e-invoice with a GiroCode. Receipts come in as a photo from a phone or as a PDF. The AI reads amount, date and supplier and proposes a cost center, and you check instead of typing. It recognizes a supplier from the second receipt on, because its details with IBAN, VAT ID and payment terms are stored once. Recurring items such as rent, licenses or insurance book themselves monthly or yearly. So no receipt is missing at year end that nobody expected. Cost centers organize everything the way you want to report on it later. In sales, every document grows out of the previous one: quote, order confirmation, delivery note, invoice and, if needed, credit note or cancellation invoice. The numbers have no gaps, and items come from your catalog. CIRO NOISE takes the customer details from the record, and on the document they stay as they were when it was issued. You invoice with standard VAT, as a small business under § 19, under § 13b, intra-community or for export. Part payments, early payment discounts and subscription invoices are included too. The invoice goes out as an e-invoice, as ZUGFeRD PDF or XRechnung XML. Before that, CIRO NOISE checks whether mandatory details are missing, and the invoice gets a GiroCode and a payment link. The customer accepts the quote in the customer portal. Money comes in through the bank statement. You import it and get proposals for which invoice or receipt matches which payment. As soon as you confirm, it is booked. Whatever stays open you dun in four levels, with fees, interest and a reminder letter as PDF, and you trigger each level yourself. You lock closed periods so nobody erases anything afterwards. Your accountant gets the DATEV export with all bookings, customer and supplier accounts and receipt images. The reports show unpaid invoices by age, revenue per customer, what comes in and goes out over the next 90 days and how many quotes get accepted. Finance hangs on the customer record. Quote and invoice are created from the record and stored in it afterwards, and an accepted quote marks the deal as won. Billable time on projects and tasks becomes invoice lines with an hourly rate. The AI answers questions about invoices with the source, and receipts can be exported at any time. Balance sheet, VAT return and payroll stay with your accountant, who can post from the export without follow-up questions. ## From receipt to DATEV export, without retyping anything Every step takes over what the previous one already holds. - **Photograph the receipt, done**: Upload a photo or PDF, and amount, date, supplier and cost center appear as a proposal in the form. You confirm or correct, and recurring items such as rent and licenses book themselves. - **Write quotes and invoices from the customer record**: Quote, order confirmation, delivery note, invoice, credit note: every document grows out of the previous one, with gapless numbers and the address from the record. You build quotes from chapters in the template library in your brand kit, and the customer accepts them in the customer portal. - **Send the invoice as an e-invoice, with a check**: The invoice goes out as ZUGFeRD PDF or XRechnung XML. Before that, CIRO NOISE checks whether a mandatory detail is missing, and the invoice carries a GiroCode and a payment link. You set the tax mode per document, such as § 19 for small businesses or § 13b, and the VAT ID is verified. - **See who has not paid yet, and chase in levels**: You import the bank statement and confirm the suggested matches. Open items show how long each invoice has been unpaid. Dunning runs in four levels with fees, interest and a reminder letter as PDF. - **Give your accountant what they need**: The DATEV export contains all bookings, customer and supplier accounts and receipt images. Closed periods are locked, and nothing arrives twice. Your accountant posts right away and has nothing to ask. ## Three moments when someone would otherwise be typing The receipt on the phone, the project through to payment and the month end. ### The electrician's invoice is on Pascal's phone, and Pascal is off sick Pascal photographed the invoice before he went home. The AI recognized €486.20, the date and the supplier and proposed the cost center “Office”, which fits the work on the invoice. The receipt sits where everyone finds it, and Ms. Roth, the accountant, gets it with the next export. - Photo or PDF from a phone - Amount, date, supplier as a proposal - Cost center proposed - Supplier known from the second receipt ### Closing the Brandt & Söhne project: from quote to payment In May Lena sent quote A-2026-031 with chapters for text, a price table and a payment schedule. Ms. Sommer accepted it in the customer portal, and the deal jumped to won. Now the invoice grows out of the order confirmation, with Pascal's billable hours as lines, and goes out as an e-invoice with a GiroCode. Three weeks later the bank statement import matches the payment to the invoice, and Lena confirms. - Accept the quote in the customer portal - Invoice from the previous document - Time as invoice lines - Payment matched by bank statement ### Month end: dunning run and the batch for your accountant One invoice is 14 days overdue. Kira triggers level 1, and the reminder letter is ready as PDF. The 90-day outlook shows what is coming in and what is going out. Then Kira exports the DATEV file with receipt images for Ms. Roth, locked and without duplicates, and the rework on the accountant's next bill disappears. - Four dunning levels with fees and interest - Open items by age - 90-day outlook - DATEV export with receipt images ## Finance in detail Receipts, invoices, e-invoicing, bank reconciliation and dunning at a glance. - **Write quotes and invoices**: Quote, order confirmation, delivery note, invoice, credit note and cancellation invoice with gapless numbers and item catalog. Customer details stay as they were when the document was issued. - **E-invoicing: ZUGFeRD and XRechnung**: ZUGFeRD PDF and XRechnung XML, checked for missing mandatory details first. GiroCode and payment link sit on the invoice. - **Small business and reverse charge**: Standard, § 19 small business, § 13b, intra-community and export. The VAT ID is verified. - **Customer portal with online acceptance**: A link on invoice and quote. There the customer sees the PDF and accepts the quote. - **Bill project hours**: Billable time from projects and tasks becomes invoice lines with an hourly rate, rounded up to the started quarter hour. - **Recurring invoices**: A template issues the invoice again at fixed intervals, with the line items and customer of the template. - **Payment terms**: Part payments and early payment discounts, with payment terms taken from the customer or supplier. - **Layout**: Four templates, letterhead to DIN 5008, your own stationery, signature and stamp. Quotes as chapters with a template library, the AI arranges the building blocks. - **Brand from the brand kit**: Logo, brand color and fonts come from your own brand kit, in all four templates, on quotes, invoices, reminders and in the customer portal. When you change the kit, new documents carry the new brand without you touching a template. - **Item catalog**: Services and products with unit, price and tax rate. A line item copies the values, and a later price change never alters an invoice already sent. - **Receipt capture by photo with AI**: Photo or PDF. The AI reads amount, date and supplier and proposes a cost center. Suppliers are stored with IBAN, VAT ID and payment terms. - **Bank reconciliation**: You import the bank statement and get proposals for which invoice or receipt matches. Confirming books it. - **Dunning with reminder letters**: Four levels with fees, interest and a reminder letter as PDF, triggered by you. - **DATEV export for your tax advisor**: Postings, customer and supplier accounts and receipt images in DATEV format, with SKR03 or SKR04, for your accountant. - **Recurring receipts**: You set up rent, licenses and insurance once, and after that the receipt is created monthly or yearly on its own. - **Reports and VAT**: Open items by age, revenue per customer, cash flow for 90 days, quote acceptance rate and VAT per quarter on an accrual or cash basis. - **Cost centers**: Every receipt gets a cost center, suggested by the AI to match the content. That way you can report by area later. - **Locking**: Once a period is closed, you lock it. After that nobody changes receipts or invoices in it. ## Tell Claude. CIRO NOISE records it. ### Write an invoice > Which invoices are overdue? And write Nordlicht Studio the invoice for yesterday's workshop. Two invoices are overdue, €4,120 in total: • IN-2026-118 to Café Linde for €1,134, 19 days. The first reminder would be next • IN-2026-0417 to Winter GmbH for €2,986, 8 days The invoice to Nordlicht Studio is ready as a draft: brand workshop on Oct 14, €1,200 net, payment terms 14 days. You issue it and send reminders under Finance. ### Quote from a model > Write Seitz Brewery a quote like the one for Café Brenner, just for three locations instead of one and with 10% off setup. Draft quote QU-2026-095 to Seitz Brewery takes Café Brenner's items for three locations: • Setup 3 × €1,200 with 10% off – €3,240 • Hardware bundle 3 × €1,850 – €5,550 • Training – €480 That's €9,270 net one-time. On top comes the license at 3 × €79 = €237 a month, because the volume price applies from three locations. You review and send it under Finance, and the follow-up reminds you on Friday. ### Review spending > What did we spend on software in Q3, compared with last year? And which receipts are still missing? Software cost €6,840 in Q3 2026, €1,920 more than the €4,920 a year earlier. Most of it comes from three extra design seats (+€1,440), plus pricier hosting (+€380). Four receipts are still open. Two of the invoices were attached to IT-31 instead of being in accounting, and Petra completes all four with FIN-27. The analysis is in the wiki under “Software costs Q3 2026”. ## Frequently asked questions ### Does CIRO NOISE replace my invoicing software? Yes. You write quotes, order confirmations, delivery notes, invoices and credit notes in CIRO NOISE, as a PDF or as an e-invoice in ZUGFeRD or XRechnung format, with dunning and bank reconciliation. It does not replace your accountant's bookkeeping: receipts and invoices go to them via DATEV export, and they keep booking there. ### How does a quote become an invoice? In a chain with no retyping: quote, order confirmation, delivery note, invoice and, if needed, credit note are created from one another. Chapters, blocks and your item catalog keep even long quotes clear. And your customer accepts the quote online in the customer portal. ### Are we ready for e-invoicing? Yes. Invoices go out as ZUGFeRD PDF or XRechnung. Their format is checked with the official KoSIT validation tool, and before sending CIRO NOISE shows whether a mandatory field is missing. Incoming e-invoices are read directly by the receipt upload. ### What does my tax advisor get? The DATEV export in EXTF 700 format, which DATEV reads in directly. It contains all bookings, the customer and supplier accounts and the receipt images. Balance sheet and VAT returns stay with them as usual, only the box of paper slips goes away. ### How do I reconcile my bank statement? You upload the statement as a file from your online banking, in CAMT, MT940 or CSV format. CIRO NOISE suggests the matching invoice or receipt for each payment. You confirm, and the open item is settled. ### How does my money come in faster? Every invoice carries a GiroCode the customer scans with her banking app. Open items show who is due, and you trigger dunning with four levels, fees, interest and a reminder PDF in one click. Recurring services you bill as a subscription invoice that is created on schedule by itself. ### Can Claude prepare quotes and invoices? Yes. Claude connects to your organization and creates quotes and invoices as drafts, from a note or a conversation, for example. Issuing and sending happen in Finance, after a look at the finished document. The groundwork is Claude's, the decision stays yours. ## CIRO NOISE at a glance - CIRO NOISE is a workspace for small businesses and teams of up to about 50 people: wiki, tasks, customer requests, finance with quotes and invoices, customers (CRM), meetings, knowledge with AI, social media, password vault, and time tracking behind one login. - Price: the first 2 seats are free, with every feature. Each additional seat costs €25 per month plus VAT. No credit card to start. - Privacy: servers and AI run in EU data centers, content never trains AI models, and permissions apply per person and feature. - AI connection: Claude and other AI assistants connect through MCP, the open standard for AI tools, with exactly the permissions of the person. - Provider: CIRO GmbH, Eching, Germany. Contact: hello@ciro.gmbh, phone +49 89 24 88 31 22.