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Fill in the company profile first: name, address, tax number or VAT ID, phone and e-mail. They appear on every invoice and every e-invoice. The setup checklist on the dashboard shows what is missing. Then add customers, invite freelancers and create orders with projects and assignments (buy and sell rate).

Freelancers log their time and submit the month. You review and approve the timesheet, then the customer confirms it. The confirmed timesheet becomes the Leistungsnachweis, and that becomes the invoice.

When a freelancer uploads the Leistungsnachweis and the invoice, TitanBill reads both and compares hours, net amount, hourly rate and period. The result is a hint for your review — you decide. Whatever cannot be read shows as “unknown”.

For businesses ZUGFeRD is the usual format: a PDF with the invoice data embedded. Public authorities require XRechnung; for that the customer needs a Leitweg-ID (or, for businesses, a buyer reference). Before issuing, TitanBill checks every invoice against EN 16931 and, where set up, with the official KoSIT validator. A file with a format error is not issued; you are told what to add.

Record payments on the invoice, partial payments too; card payments through the Stripe payment link are recorded automatically. For an overdue invoice TitanBill checks every morning which reminder level is due and tells finance; you send the reminder with one click on the invoice. It only goes out by itself when you switch on “Send reminders automatically” under Settings → Dunning. No reminder goes out while dunning is paused for an invoice or its payment is disputed. Under Invoices you find the reconciliation with Stripe, which shows where the books and Stripe disagree.

Under Payouts you create a SEPA transfer file and upload it to your online banking. Instant Pay means the freelancer gets paid earlier and grants a discount you set.

The assistant answers questions about your data and prepares actions such as invoice drafts or e-mails. It carries out nothing before you confirm – automations neither: they read data, report and propose at most one action per run; the proposal waits under Automations → “Awaiting confirmation”. It proposes assigning freelancers to projects only once the operator has switched that on. Conversations are deleted after 90 days, the log of actions and the runs of automations after 12 months. Each agency has a daily allowance of AI requests; you see the usage in Settings under “AI usage”.

Every broadcast is either a service message about the work or advertising. Advertising only goes to freelancers and customers who consented by e-mail confirmation, and always carries an unsubscribe link. The proof of consent is under Communication → Consents.

As the owner you accept new versions of the terms and the DPA on the dashboard; the accepted versions are listed in Settings. Under Compliance you find the list of processors, deletion requests and the data breach register.

Owners manage everything, including the subscription and the legal texts. Project managers and finance work in their areas, viewers only read. Protect your account with two-factor sign-in or a passkey.

In an exchange pool agencies lend each other freelancers; you find it under System → Exchange pool (Professional or Enterprise plan). An owner of your agency creates a pool and invites other agencies by their handle – your agency's handle is under Settings. An agency becomes a member only when it accepts the invitation itself under Exchange pool → Invitations. The pool's owner appoints admins, who can invite too and suspend or remove members; the owner can also hand the pool over to another agency. A paused pool takes no new listings, requests or assignments, a closed one no new members. Under "Listings" you offer your own active freelancers and decide what the others see: the name, the rate (exact, as a range or not at all) and whether your agency is named. A listing becomes visible only once the freelancer agreed in their portal; they can revoke it at any time. Under "Browse" you ask for another agency's freelancer. That agency approves the request with its terms – the rate and the commission – or makes a counter offer, which you accept or decline; what it pays the freelancer only it sees. Once approved, you create the assignment on one of your own projects; it starts as soon as the freelancer agrees. They then book their hours on your project, you approve them and invoice your customer as usual – without a Gutschrift to the freelancer. The lending agency sees the approved months under "Settlement" and makes its invoice to you and the Gutschrift to the freelancer from them. Either side can pause or give notice; notice takes effect after the agreed period. Matching (Enterprise plan) ranks offers by fixed weights: skills, availability, rating, rate, performance, experience. The agencies agree the commission between themselves; TitanBill does not charge a commission.

Under Configuration → Import you upload your margin sheet as .xlsx (up to 20 MB, first sheet, up to 5,000 rows). The preview saves nothing; only "Continue to import" creates items. Freelancers and projects are matched by name, nothing new is created; margin and VAT (19 %) are worked out from the rates. In the Margin Review you approve or reject items, and "Generate invoices" turns all approved items into drafts — add the customer's address and the service period there before you issue them. Importing the same file again creates nothing twice. Bank statements (camt.053 as .xml or .zip) are uploaded by the owner and finance under Invoices → Bank import. For every incoming payment TitanBill proposes matching invoices (sure, likely, unsure); nothing is booked until you confirm — one by one or all sure ones at once. Outgoing payments are matched to an executed payout file; returned payments are corrected on the invoice.

Under Configuration → Automations there are two kinds. AI automations are instructions in your own words that the assistant carries out on a schedule (German time) or on an event, such as "invoice 14 days overdue". In the mode “Queue for review” they propose at most one action per run; it waits under “Awaiting confirmation” until somebody of your team confirms or discards it – it is carried out with that person's rights. In the mode “Report only” they only read. The result of every run arrives as a notification to whoever created it and is in the automation's history. They count towards your agency's daily budget for automatic AI runs. Rules ("Rules" tab) work without AI, as trigger → condition → action, such as "invoice overdue → payment reminder to the customer". Rules run by themselves every 15 minutes, without confirmation, once per case. Note: state triggers such as "invoice overdue" also act, as soon as the rule is created, on everything that already matches. "Check now" tests a rule at once.

TitanBill connects through webhooks, usually with n8n: Slack, WhatsApp, Gmail, calendars and custom webhooks. Under Configuration → Integrations you enter the webhook address and optionally a secret, and check it with "Test Connection". Every call is signed; the secret and the inbound token are stored encrypted and only shown shortened. Integrations are used by rules (Slack message, custom webhook) and by the AI assistant — there only after you confirm. What n8n reports back appears as a notification. Google Calendar, Cal.com and Stripe are in the list but nothing uses them yet; there is no accounting interface (such as DATEV). Create only one integration per service.

Each invoice has exactly one currency (euro by default); it is stated with every amount in the e-invoice. No invoice is converted. Reports count revenue per currency and never add across currencies; the euro is the reporting currency, other currencies are listed beside it. The page Configuration → Currency converts with fixed rates for orientation only — for VAT, the monthly conversion rates of the German Federal Ministry of Finance apply (§ 16 (6) UStG), and you work out the euro amount yourself. Payouts to freelancers, instant payments and the margin import work in euro only; the bank import only matches invoices in the statement's currency.

With instant pay your agency pays a freelancer's open Gutschrift early — from your own account, in the next SEPA payout file — and keeps a discount for it. It is not factoring: TitanBill advances no money. The freelancer requests it in their portal; it is accepted automatically when instant pay is switched on, the Gutschrift is open and in euro, at least €100 is open and the freelancer has entered their bank details. Whether it is offered and the discount (3 % by default, 0.5 to 5 % of the open amount including VAT) are set by the owner or finance under System → Instant Pay. It is paid through Payouts: the file holds the amount less the discount; once your bank has executed it, you book it there or through the bank import. TitanBill shows the VAT share of the discount for the correction under § 17 UStG. You can decline an accepted request with a reason as long as it is not in a payout file. Without instant pay the payday is the 15th of the month after the month worked.

Issued invoices cannot be changed: only drafts can be edited or deleted, a correction is a credit note (Stornorechnung), and every change to a draft is written to a log that cannot be altered afterwards. At the latest 15 minutes after issuing — or when first sent — the invoice is archived as a PDF with its checksum (as ZUGFeRD when it passed the check); from then on everybody gets exactly that file. Where the storage supports it, the file is locked until the end of the retention period. Once a month TitanBill reads every original back and reports anything missing or altered to the owner and finance. Retention follows § 147 AO: accounting records such as invoices 8 years, books and annual accounts 10 years, each from the end of the year. Under System → Compliance → GoBD you see number ranges, gaps and the archive status and download the data handover (Z3); under "Documents" the procedure documentation is generated. Nothing is deleted by itself when a period ends.

Anyone who wants to report illegal content — a public freelancer profile, for example — uses the form "Report illegal content", linked from the legal notice and from every public profile. Notices are decided by the operator of the platform, not by your agency; you do not need to do anything. If a profile is restricted, it is no longer public. The freelancer receives a statement of reasons with the ways to challenge it, the person who reported it the outcome; the account and other data are not affected. Decided notices are deleted after three years.

When a personal data breach concerns the platform itself – the servers, the database or a service TitanBill uses –, the operator records it and notifies the owners of every agency concerned by e-mail and in the app (Art. 33(2) GDPR). The message says what happened, which people and data are concerned, the likely consequences, the measures and a contact. As the controller you decide whether to notify the supervisory authority within 72 hours of becoming aware and the people concerned; record the incident in your register under System → Compliance → Data breaches for that. The notice also appears in your audit log.

As the owner you choose it yourself, under Settings → Company details → “After the end of the contract” (Art. 28(3)(g) GDPR). When the contract ends, your agency's access is locked; 30 days later we anonymise the people and delete everything no law requires. “Keep” (default): invoices, proofs of service, timesheets and contracts stay locked until their period runs out (§ 147 AO) and are then deleted after a notice. “Delete everything”: these records are deleted too – but only when you hold a complete export with all files made after the last change, because the duty to keep them stays yours. Originals in the unalterable GoBD archive follow as soon as their lock runs out. You receive a confirmation. After the end of the contract the operator records a change on your instruction.

Every figure on the dashboard and in the reports has an (i) with its exact definition. As a rule: revenue is money received on your customer invoices, less refunds — gross, net only in the profitability report —, without Gutschriften to freelancers, drafts and cancelled invoices, per currency and never added across currencies. A month counts the money that came in during that month. Margin uses the assignments' rates times approved hours, or days for daily rates. Overdue means a sent customer invoice with money still open after its due date. Some reports group invoices by the date they were created rather than the date they were paid — the (i) says so where it applies.