Features
Features at a glance
projectxy brings together what a small business needs every day: invoices and receipts, rota and hours, calendar and routes. Full bookkeeping with annual accounts is deliberately not included.
Money
Invoices, receipts and bank
Write quotes, invoices and e-invoices, capture receipts, match payments and send reminders – and finally hand everything to your tax advisor.
InvoicesInvoices in minutes – with an invoice check before finalisingQuotesFrom quote to orderE-invoiceCreate and import XRechnung and ZUGFeRDReceipts & expensesCapture receipts by photo, receipt inbox or e-invoicePayments & bankSee what is paid – and what is notRemindersRemind kindly, dun consistentlyFor your tax advisorHand everything over without the paper chase
Sales
- Create quotes and convert them into invoices
- Invoices with consecutive numbers, each assigned only once
- Credit notes and invoice correction (cancellation + new invoice)
- Service period, due date, cash discount, discounts per item and overall
- Small business regulation (§ 19 UStG) with mandatory note
- Recurring invoices (monthly to annually)
- Products & services as templates with autocomplete
Sending & layout
- PDF creation with logo, three layouts and accent colour
- GiroCode (transfer QR code) on invoices
- E-mail delivery with PDF attachment directly from the application
- XRechnung (UBL 2.1, EN 16931) per invoice and credit note
- Print view and PDF download
- Sending status and e-mail history per document
- Documents in Deutsch, Türkçe, Русский, English, Polski, Română, Українська, Shqip, Italiano, Hrvatski, Български, ქართული – selectable per customer
Payments
- Match payments and part payments
- Open items list with quick entry
- Bank reconciliation via the CSV export of your bank (Sparkasse, Volksbank, ING, DKB, N26 and others)
- Automatic suggestions by invoice number and amount
- Incoming payments per year as a list and CSV
Dunning
- Three reminder levels with their own texts, deadlines and fees
- Configurable grace period and minimum interval
- Reminder run: all eligible invoices with one click
- Print the reminder as PDF or send it by e-mail
- Reminder history per invoice, latest reminder can be withdrawn
Receipts & expenses
- Supplier invoices and receipts with photo/PDF
- AI receipt recognition and receipt inbox for forwarded invoices
- Categories, input tax, due date and payment status
- Import e-invoices: XRechnung/UBL, CII, ZUGFeRD/Factur-X PDF
- Manage suppliers and assign receipts
Reports & exports
- Overview with revenue, open items, overdue items and result
- Monthly and quarterly overview with VAT payable (preparation of the advance return)
- Cash-basis profit statement (EÜR) by payment and VAT – a preparation for bookkeeping, not a tax return
- Top customers, expenses by category
- CSV exports for Excel (invoices, expenses, payments, contacts)
- Accountant package as ZIP with PDFs, receipts and XML
Planning & costing
- Quote costing per document: hours, hourly rate, material, subcontracting and target margin – internal only, never on the document
- Staff planning with employer contribution, on-costs and yearly projection
- Gross-to-net calculator for wages and salaries
Team
Rota, hours and contracts
Plan shifts, record working hours, approve leave and create employment contracts – with their own accounts for your staff.
Rota
Plan the week in two clicks – with a suggestion
- Grid for week and month: tapping a cell changes the shift – no form, no page reload.
- “Take over last week” or “Propose week”; with the AI assistant projectxy plans the week by your rules. The suggestion stays a draft until you apply it.
- Shift templates such as early, late or night with times and breaks.
- Leave and sickness show in the rota; notices on breaks, rest periods and maximum hours under the Working Hours Act appear on the shift.
- Publish with one click: your staff see their rota with their own account on the phone, plus as a PDF.
Time tracking & leave
Clocking, hours and leave accounts in one place
- Clock in with one tap: in, break, out – on phone, tablet or computer.
- Monthly overview with target, actual and balance per employee; additions only with a reason, marked and logged.
- Working Hours Act notices on breaks, rest periods and maximum daily hours – as a warning, not a block.
- Request leave and approve it with one click; the leave account tracks entitlement and remaining days.
- Assign hours to a customer and create an invoice draft from them.
HR documents & contracts
Employment contracts, certificates and letters from templates
- More than 20 templates: employment contracts (permanent, fixed-term, part-time, mini-job, temporary help), certificates, references, warning letter, dismissal, receipt and acceptance report.
- Data from company details and the staff file is filled in – you only check and add what is missing.
- NachwG check: the list shows which required terms under § 2 NachwG are present and which are missing.
- Your own templates with placeholders; every document as a PDF with signature fields – you attach the signed version as a file.
- The templates are samples and do not replace legal advice.
Organisation
Calendar, routes and AI assistant
All appointments and deadlines in one calendar, routes with a map for your drivers and an assistant that turns one sentence into a draft.
Calendar
Everything with a date in one place – also in your own calendar
- List, day, week and month views; the list shows the coming days at a glance.
- Due dates, payment terms, reminder deadlines, quote expiry, recurring invoices and tax deadlines appear automatically.
- Shifts, leave and routes come from the rota and route planning – no double entry.
- Your own appointments with customer, place, reminder and repetition; with the AI assistant one sentence is enough.
- Calendar subscription for Google Calendar, Outlook and Apple Calendar: your appointments are where you look anyway.
Route planning
Routes with map, best order and proof of delivery
- Stops from your customers, with time window and note; recurring routes as a template.
- Route map and “Suggest best order” – driving time and distance are calculated.
- Driver view “My routes”: next stop, calling and navigation with one tap.
- Proof of delivery with photo, signature and recipient’s name; the driver reports problems right at the stop.
- No GPS tracking: only the times of arrival and completion are stored.
AI assistant
Appointment, invoice or document from one sentence – you confirm
- Appointment, invoice, quote, document or route from one sentence – matched against your customers, items and staff.
- Receipt recognition: upload a photo or PDF or send it to the receipt inbox – supplier, date and amounts are read out.
- Proposed week for the rota based on weekly hours, working days, leave and your rules.
- Texts for sending and reminders in the tone you want; “Ask projectxy” answers questions about your figures and how to use the app.
- Only with the owner’s consent, can be switched off at any time; your data is not used for training.
Anywhere
In the browser, on your phone, in your language
projectxy runs in the browser on computer, tablet and phone – with roles for your team and an interface in 12 languages.
Mobile & app
In the browser on any device, Android app as a preview
- Built for the phone: large tap targets, a bar at the bottom, photograph receipts straight with the camera.
- Add it to your home screen: projectxy then opens like an app.
- Staff with their own account see only their rota, hours, leave and routes.
- Interface in 12 languages: Deutsch, Türkçe, Русский, English, Polski, Română, Українська, Shqip, Italiano, Hrvatski, Български, ქართული
- The Android app is in progress as a preview; the iOS app will follow. Your data is the same in the browser and in the app.
Collaboration & security
- Several users with roles (owner, staff, accounting)
- Up to three companies of your own per account, each with its own package
- Two-factor sign-in, sign-in lock, log of important actions
- Notifications about overdue items, due recurring invoices and access
- Explanations of technical terms directly in the application
- Interface in 12 languages: Deutsch, Türkçe, Русский, English, Polski, Română, Українська, Shqip, Italiano, Hrvatski, Български, ქართული
Get access
Request access or use an invitation – after a short review we activate your company, no payment details.