Set up company
Check company, bank, tax, language and invoice template.
GUIDES & HELP
Start quickly, set it up properly
The essential steps for businesses and customers without unnecessary detours.
4steps to the first quote
BUSINESS QUICK START
From new account to the first real case
Choose trades & services
Enable only the work your business actually offers.
Add customers & catalog
Prepare reusable services and prices.
Create a quote
Cost line items, check the PDF and send it to the customer.
PLANNING & OPERATIONS
New operations areas at a glance
Since v4.14, project files, planning, forms, costing, supplier invoices/OCR, inventory, assets, maintenance and GAEB/DATANORM are connected.
Project center
Digital job file with time, materials, documents and communication.
Planning & forms
Plan assignments and complete/sign work and acceptance reports.
Costing & OCR
Combine actual costs from time, materials and reviewed supplier invoices.
Inventory, assets & maintenance
Manage stock/resources and plan recurring services.
INTEGRATIONS & AI
Connect optionally without giving up invoice control
HandwerkerPilot remains the authoritative invoicing system. Lexware Office, DATEV export and Copilot are optional add-ons enabled by plan.
API & Lexware Office
Generate an API key, test the connection and send final HandwerkerPilot invoices as accounting vouchers. Do not create a second independent invoice.
DATEV export
Choose a period and create a ZIP with invoice data, PDFs and available e-invoice data. Direct DATEV cloud services require separate activation.
Copilot in safe mode
Detect overdue invoices, active jobs, unbilled time and supplier invoices requiring review. Critical actions still require confirmation.
!
Which invoice is authoritative?
Without an integration, only the invoice created in HandwerkerPilot is authoritative. With Lexware or DATEV, that same invoice remains authoritative and external systems receive only the intended data or documents.
€
Who pays for the phone assistant?
Each company uses its own account with the telephony provider and stores its own payment method there. HandwerkerPilot does not bill these external telephony or AI usage costs. In the AI phone assistant area, calls, minutes and current-month costs can be displayed when supported by the provider.
E-INVOICE
Think of PDF appearance and structured invoice data together
HandwerkerPilot keeps the visible invoice and structured invoice data in the same workflow. Line items, quantities, prices and VAT rates therefore need clean data.
XRechnung / structured dataFactur-X / ZUGFeRDmultiple line items and VAT ratesPDF stays readable and professional
€
Important before going live
Tax details and e-invoice requirements must fit the business and recipient. HandwerkerPilot does not replace tax or legal review.
FAQ
Common questions
Can I use HandwerkerPilot on my phone?
Yes. It is web-based and installable as a PWA, with mobile users focused on jobs, time, materials, photos and appointments.
How are users limited?
Each plan has separate office and mobile limits. Add-on licences are enabled per company and checked automatically when users are activated.
How do storage and extra storage work?
Each plan includes a storage limit for photos, receipts, scans and documents. Company administrators can see current usage under Billing & subscription and order extra storage when needed. The higher limit is activated automatically after confirmed payment.
How does service approval work?
The operator manages the service catalog and can require extra approval before sensitive services are publicly offered.
Can a customer compare multiple quotes?
The job platform and customer portal support multiple business responses, messaging and selecting the appropriate quote.
Can I export my data?
Administrators have export and backup functions for their company area.
Where can I get support?
You can message the operator directly through the contact page.