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What you quoted, installed and invoiced for each customer search TopKontor Handwerk.

Quotes, order confirmations, measurement sheets, invoices, maintenance documents and the correspondence TopKontor Handwerk stores as documents go into your knowledge base. Access is read-only; nothing in TopKontor Handwerk is changed.

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TopKontor Handwerk

subject to a feasibility check · folder

Example question

“What did we quote Huber for the heating in quote 2022-0431?”

1 Answer with source

Connection

How the connection works

TopKontor Handwerk is made by blue:solution software in Rheine and is now sold under the name tophandwerk. We check before we start whether and how TopKontor Handwerk can be connected – that depends on the version, your licence and hosting, including the rented version hosted by the provider. If the software runs on your own server, junova mirrors the document directory to your instance, encrypted, read-only and over outbound connections only. Customers, sites, articles and order numbers from the program database can come across through a scheduled export, so that answers can be matched to the right customer and order. The vendor lists several exchange formats for this, including GAEB, DATANORM, UGL, IDS-Connect and a DATEV interface.

Once set up, synchronisation runs automatically: new and changed documents from TopKontor Handwerk are added without anyone having to upload anything.

Set-upWe estimate the effort once it is clear how TopKontor Handwerk runs in your company and whether the customer and order master data should come across through an export. We agree it with you before anything is set up – with your support partner, if you like. The set-up is charged on a time-and-materials basis, agreed in advance.

Documents

Typical content: TopKontor Handwerk

  • Maintenance and service orders, with the maintenance report the technician has the customer sign
  • Equipment and site data for each customer: which unit is installed where, with type, serial number, year of manufacture and its maintenance interval
  • The post-job costing for each order – planned versus actual hours and materials; in the program this is the NaKa-Center
  • Daywork reports and hours from time tracking – the evidence for when a customer asks why three call-outs were invoiced
  • Delivery notes and material lists for the order, plus the manufacturer’s documentation for the unit actually installed
  • The program’s PDF archive: quotes, order confirmations, invoices and reminders exactly as the customer received them

Example questions

Questions you might ask your documents

  • “What did we quote Huber for the heating in quote 2022-0431?”

    1 Answer with source

  • “Which parts did we last install and invoice at this site?”

    2 Answer with source

  • “Which measurement is the final invoice for order 2024-118 based on?”

    3 Answer with source

Start

Before a connection is set up

This connection is set up for you rather than switched on in one click. Every source has its own logins, permissions and folder structure – so before we start, we check with you whether and how it can be connected at your company. Set-up and maintenance are charged on a time-and-materials basis, agreed in advance; the amount depends on the source.

You can also upload files, whole folders, emails, photos and voice notes at any time. In the demo you see the answers using sample documents from your industry; you check them against your own documents in the first weeks after go-live.

Preliminary check

What we check in advance

Before we start, we look at how you file things. A PDF is a snapshot: whether several versions of a quote appear in the knowledge base depends on whether each version was saved or overwritten in the program. Line items, the article master and hours exist as data records, not documents; whether prices can be compared across orders depends on the export. You still write quotes and invoices in the program, and only you send them out. Anything a technician agreed only verbally shows up only once it has been written down somewhere.

FAQ

Frequently asked questions about this connection

We have orders in the system going back to 2011. Should we clear out old years first?

Generally, better not. It’s the old years that answer everyday questions: which unit was installed at Huber’s in 2014, which model was fitted and what was invoiced for it – exactly what you need when a spare part is due today. The first run reads in what is in the data directory, and the knowledge base then grows with ongoing work. Nothing on your side is cleared out or moved in the process; how far back you go is up to you.

Our data folder has a subfolder per company, full of abbreviations nobody can decipher any more. Is that enough?

Yes – the file name doesn’t have to explain anything. The system reads the customer, site, order number and date from the document itself, and the customer and order master data from the export are used to check the match. The folder levels are kept as a way of ordering things and feed into visibility. If you run several companies in the program – your own business, a holding company, management of your own properties – we decide beforehand which of them to include and whether their data should stay separate. The demo shows the matching with sample documents; you’ll test it with your own abbreviations in the first weeks after go-live.

A lot changes when we switch to tophandwerk. Do we have to set up the connection again?

That depends on what the switch changes for you. The sync works with folders and files, not with the program behind them – if the data directory and the way things are filed stay the same, the name over the door makes no difference. If the switch moves the storage location or changes the subfolder structure, we adapt the set-up; let us know beforehand and we’ll look at it before the first order in the new version. Anything filed before the switch stays in the knowledge base, even if it looks different in the program afterwards.

The technicians should see the equipment data, but not our mark-ups. Is that possible?

Yes, by document type and role: maintenance reports, equipment data and manufacturer documentation for customer service; post-job costings, purchase prices and dunning for the office. You can set a cut-off date too, for example for an apprentice or an agency technician who should only see the current year. If no evidence can be found for a question, the system tells you so rather than inventing a source – for units from before you filed digitally, that is the more honest answer.

Industries

Typical for these industries

Guides

Further reading

Integrations

Other integrations

Do you look after this system for clients? For IT service providers and software consultants

Request a demo – with examples for TopKontor Handwerk

In a 30-minute video call, we use sample documents to show what answers with sources look like. Before we start, we check whether and how TopKontor Handwerk can be connected at your company.

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