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What was quoted, installed and invoiced at the customer'ssearch TopKontor Handwerk.

Quotes, order confirmations, measurement sheets, invoices, maintenance documents and the correspondence that TopKontor Handwerk stores as documents are meant to come into your knowledge base. Read-only access is planned; nothing is changed in TopKontor Handwerk.

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TopKontor Handwerk

after clarification · folder

Example question

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

1 Answer with source

Connection

How the connection is designed

TopKontor Handwerk comes from blue:solution software in Rheine and is now sold by the manufacturer under the name tophandwerk. If the software runs on your own server, the plan is to mirror the document directory, encrypted, into your instance — read-only and only via outgoing connections. Customers, sites, articles and order numbers from the program database can come along via a scheduled export so that answers can be matched to the right customer and order. For this, the manufacturer lists a number of exchange formats, including GAEB, DATANORM, UGL, IDS-Connect and a DATEV interface. Whether and how the connection works for you — including with the rented variant hosted by the provider — we check with you before we start, depending on version, licence and hosting.

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

Set-upWe estimate the effort once it is clear how TopKontor Handwerk runs for you and whether the customer and order master data should come along via export. It is discussed before anything is set up — gladly together with your support partner. It is billed by effort.

Documents

Which documents may be stored in TopKontor Handwerk

  • Maintenance and service orders with the maintenance report that the technician has the customer sign
  • Equipment and site data at the customer's: which unit is installed where, with type, serial number, year of manufacture and the maintenance cycle that goes with it
  • The post-calculation per order — planned versus actual hours and material; in the program it runs as the NaKa-Center
  • Daywork reports and hour records from time tracking — the document 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 that was actually installed
  • The program's PDF archive: quotes, order confirmations, invoices and reminders exactly as the customer received them

Example questions

Examples of questions to your documents

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

    1 Answer with source

  • “Which parts were most recently installed and invoiced 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

A connection is set up for you, not activated in one click. Every source comes with its own logins, permissions and folder logic — whether and how it can be connected at your company, we check together beforehand. Set-up and maintenance are billed by effort; how much that is depends on the source and is discussed beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

Beforehand, 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 as documents; whether prices can be compared across orders depends on the export. You keep writing quotes and invoices in the program — at most a draft is produced here if you ask for one, and it only goes out through you. What a technician agreed only verbally only shows up once it has been recorded somewhere.

FAQ

Frequently asked questions about this connection

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

As a rule, rather not. It is precisely the old years that answer everyday questions: which unit was installed at the customer Huber's in 2014, which type was fitted back then and what was invoiced for it — you need that when a spare part is due today. The plan is for the first pass to read in what is in the data directory, and for the knowledge base to grow with ongoing business afterwards. Nothing on your side is sorted out or moved in the process; how far back you go is up to you.

Our data folder has a subfolder per company, and inside are abbreviations nobody can read any more. Is that enough?

That is how it is intended: the file name does not have to explain anything. Customer, site, order number and date are meant to be read by the system from the document itself, and the customer and order master data from the export serves to check the assignment. The folder levels are kept as an ordering and feed into visibility. If you run several companies in the program — your own business, a holding, management of your own properties — we decide beforehand which of them come along and whether the data should stay separate. How the assignment looks with your abbreviations, we show you in a demo.

A lot changes when switching 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 the structure of the subfolders, we adapt the setup; let us know beforehand and we will look at it before the first order in the new version. What was 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?

The plan is to do this by document type and role: maintenance report, equipment data and manufacturer documentation for customer service; post-calculation, purchase prices and dunning for the office. A cut-off date is possible, 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 says so instead of inventing a source — for units from before your digital filing, that is the more honest answer.

Industries

Typical for these industries

Guides

Further reading

Integrations

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In thirty minutes by video we show what answers with sources look like, and clarify whether and how TopKontor Handwerk can be connected at your company.

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