Help & Documentation

A quote bundles line items, pricing, payment terms, and a validity window into a single offer. It moves through a clear set of statuses as the customer responds.

• Draft — editable; nothing has been sent yet.
• Sent — numbered and locked; the email can carry the link for accepting online.
• Accepted / declined — the customer's decision, captured through the link.
• Expired — the validity date passed before the customer responded.
• Withdrawn — a consumer withdrew from the contract online after accepting (§ 356a BGB). Final: it cannot be converted.
• Converted — turned into an invoice or a rental contract (the quote itself stays on record).

The filter card above the quotes list narrows it as you type or tap.

• Status chips show a count each. Tick several to combine them; ‘All’ clears the selection. ‘Expired’ means sent and past its valid-until date.
• Search matches every word you type, in any order, ignoring case and accents: ‘munchen’ finds München, ‘strasse’ finds Straße.
• It searches the quote number, subject, customer name, email, address and VAT ID, PO number, notes, the linked project, line items, dates (2026-05-10 or 10.05.2026) and the total.
• Year and Project narrow to one issue year or one project (or quotes without a project).
• Archived quotes stay hidden until you tick ‘Show archived’. They then carry an ‘Archived’ badge beside the quote number.
• Tick the box in front of one or more quotes and a bar with the actions appears at the bottom of the window: ‘Archive’, ‘Re-link’ and ‘Delete (drafts only)’.
• ‘Archive’ takes the quotes off the list without changing them; any status can be archived. A message confirms it and offers ‘Undo’ for a few seconds.
• To bring a quote back later, tick ‘Show archived’, select the archived quotes and click ‘Unarchive’. The bar offers it while every selected quote is archived.
• ‘Delete (drafts only)’ asks first and is available only while every selected quote is a draft. A sent quote cannot be deleted: cancel it (Storno) instead.

Every quote goes out with a proper Anschreiben, terms and a closing note — with no work from you. The editor lays them out the way the PDF prints them: the Anschreiben above the positions, the terms and the closing note below the totals. Each field shows the text that will actually print, plus a badge saying where it comes from.

• Anschreiben — the cover letter above the positions, next to the text-template picker. It brings its own salutation.
• Terms & conditions — printed as their own section below the totals. Which terms a quote inherits follows its contract type: a rental quote (Mietvertrag) falls back to the built-in camera-rental terms (a separate consumer version for a consumer), a work quote (Werkvertrag) to the built-in terms for crew work, a mixed quote to both. You can save your own text for each type in Settings → Accounting → Quote settings.
• Closing note — the sign-off after the terms.

1. Open a quote: 'Template & cover letter' sits above the positions, 'Terms & closing note' below the totals.
2. Pick a text template, or leave it on 'Use the default' to follow whichever template is marked default.
3. Type in any field to customise it for this one quote — the badge switches to 'Customised'. Press 'Reset to template' to hand the field back to the template.
4. To send a quote without terms, switch off 'Include terms & conditions'. Neither your own text nor the template's terms print; your own text is kept and comes back when you switch the terms on again.
5. On a quote with crew, 'Work conditions' under the contract type switches between your sets (for example documentary and feature film) once you have more than one in Settings → Accounting → Quote settings. It sets hours per day, overtime and surcharges of every crew line and the built-in terms; day rates stay.

Build a quote from scratch or seed it from a project, sub-rental, or timesheet. Beyond ordinary lines, you can offer alternatives and optional extras the customer chooses from.

1. Go to Accounting → Quotes and click 'New quote' — or 'From source' to seed it from a project, sub-rental or timesheet.
2. To pick an existing one back up, open its row in the list: a draft or pending quote opens the editor, anything already sent opens the read-only view with its activity log.
3. Fill in the Customer card at the top — choose a contact or type the customer in — then add line items.
4. Group lines as alternatives when the customer should pick exactly one (e.g. camera A vs camera B).
5. Mark lines optional when the customer can include or exclude them.
6. Review the totals.
7. Optionally add your own signature with 'Add my signature', then preview the PDF before sending.

Gear, crew, travel and every other position sit in one Positions card, in the order the PDF prints them. Each position starts with its category: Gear, Crew, Travel & expenses or Other.

1. Click '+ Add position' and pick the category first: Gear (from your gear and sets, or a custom gear line), Crew (a crew member — the first one is you), Travel & expenses (the per diem, or a custom travel or expense line) or Other (a custom position). Other also holds the optional position (the customer opts in) and the alternatives (the customer picks one). Under 'Structure' you find the group heading, the subtotal and free text. The same menu is under the list again.
2. The gear picker says how many units you own of each item (Owned ×2; for a set, how many complete sets you can build) and, once the service period is set, how many are free on those dates: Free in this period, 1 of 2 free or Booked in this period. A gear line warns when the quote asks for more than is free. It is only a warning: you can still add the gear and send the quote.
3. On a position you typed yourself, change its category with the dropdown in front of it. A position linked to your gear, a crew member or the per diem shows its category as a label — the link decides it.
4. Reorder by dragging a position's handle (☰) with the mouse or a finger. From the keyboard: focus the handle, press space, move with the arrow keys and press space again. The ▲ ▼ buttons move one step at a time.
5. Set the service period at the top of the card: gear from your inventory defaults to its shoot days, and crew and per-diem days follow it.
6. Every position has the same header: drag handle, category, net total, ▲ ▼ and one trash button. The fields are below it, each with its label.
7. Divide a long quote with group headings ('+ Add position' → Structure → Group heading), for example Camera, Lighting, Crew. Every position below a heading, down to the next one, belongs to its group and is indented; the heading shows the group's net. Drag a position under another heading to move it into that group.
8. For a crew member, choose how overtime is handled: 'Billed afterwards (surcharges)' leaves the quote at the day rate, and the percentages are terms for the timesheet. 'Buffer included in the price' adds overtime up front, as hours per day or as a percentage of the day rate. The line under the fields shows the sum and the price per day on the quote.
9. To show a whole group as a single position, tick 'Show as one position on the quote' on its heading. The PDF, the online quote page, the acceptance emails and an order confirmation show the heading's title with the group's total; an invoice created from the quote keeps the group with its positions and prints it as one position too; a delivery note lists the single positions. The positions stay in the quote, are marked 'Not listed on the quote', and still go into the totals, the sub-rental and the project.
10. On a set, 'Replace with own text' under the component list lets you describe the package yourself, or list no components at all by clearing the field. 'Restore component list' brings the list back. The position stays linked to the set.
11. Pick a crew member's role from the list (grouped by department); 'Custom…' at the end lets you type your own. The button beside 'Person' picks a contact and links it; click it again to unlink.
12. 'This is me' on a crew line marks the line as your own work; one line of a quote can carry it, and the first crew line you add starts with it. Your line has no contract action, and its timesheet action is 'Create my timesheet' with no link to send.
13. 'Save as my default rate' appears on your own line. It stores the line's role, day rate and base hours as 'My default rate' in Settings → Accounting → Quote settings, and the next quote's first crew line starts with them.
14. Once the quote has a group heading, every position has a 'Group' dropdown in its header: 'No group' moves it to just below its group, where it stands on its own; a group moves it to the end of that group. Dragging a position between a group's positions, or right under its last one, also puts it in.
15. To add a position between two others, hover between them (or above the first) and click the '+': the add menu opens for that place. On a touch screen the '+' is always visible. A group heading added this way takes the positions below it as its group: the rest of the group it was placed in, or the loose positions down to the next heading.
16. Tick the box at the start of several positions to move them to a group, take them out of their group or remove them in one go; the bar with these actions appears at the bottom of the window.
17. A group heading can carry a description under its title. The PDF prints it under the title, and a group shown as one position carries it as its second line.

The editor saves every change as you make it. 'Save draft' saves on purpose: at once on this device and in the cloud, with a confirmation, and then takes you back to the quotes list.

1. Click 'Save draft' next to 'Send'. The draft is written to this device immediately and the cloud upload starts straight away. 'Draft saved' confirms it, and the quotes list opens with the quote marked as a draft.
2. Press Cmd+S (Mac) or Ctrl+S (Windows) to save the same way without leaving the editor.
3. Read the status line at the left of the action bar: 'Saving…', 'Saved at 14:32' (with the date when it was not today), 'Saved on this device — syncs when you're back online', or 'Not saved' with the reason.
4. To carry on later, open the draft from the quotes list; the editor picks up where you left off.
5. The arrow (←) left of the title returns to the quotes list; your changes are already saved.

The Customer card at the top of the editor holds everything the quote says about who it is for. The PDF's address field, the acceptance page and the invoice you convert the quote into all show exactly these fields.

1. Click 'Choose contact' and pick a contact. The name, email, street and house number, postal code, city, country, VAT ID and customer type are filled in from it.
2. Change any field you need. The change applies to this quote only; the contact itself stays as it is.
3. No contact yet? Type the customer in directly; no contact is needed.
4. Choose the 'Customer type': 'Business (B2B)' or 'Private person (B2C)'. A new quote has none preselected, and 'Send' stays greyed out until you choose. For a private person the quote shows gross prices and the right-of-withdrawal notice.

A quote seeded from a sub-rental carries the deal across: who is renting, the rental period, the agreed discount, the project it belongs to, the notes and the VAT treatment. It also opens with rental terms written for camera equipment.

1. Open the sub-rental and use its Quote action, or go to Accounting → Quotes → 'From source' and pick the sub-rental.
2. Check the customer block — a free-text renter (name, address, email, VAT ID) is carried over just like a linked contact.
3. Check the rental period; it becomes the quote's Leistungszeitraum and follows the quote into an invoice.
4. Review the day count on the lines, then the totals.
5. Edit the terms if the built-in rental conditions need adjusting for this job.
6. To get back to the sub-rental later, use the Sub-rental chip under 'Linked documents' in the quote editor — it opens that sub-rental's own form, not the list.

A quote written before the sub-rental existed can be tied to it afterwards.

• In the editor header, pick it in the Sub-rental field next to Project. “— No sub-rental —” removes the link.
• Or select quotes in the list, choose Re-link, switch to Sub-rental and pick one.
• If the quote has no project yet and the sub-rental belongs to one, the quote takes that project too.
• The quote then appears in the sub-rental’s Linked quotes panel.

A quote made from a sub-rental shares its item rates with the sub-rental in both directions, so neither side overwrites the other.

• Change a gear line’s Rate / day in the quote, and the sub-rental item gets that rate without your markup. The sub-rental’s totals follow.
• Change an item’s price on the sub-rental, and the matching quote line gets it plus the line’s markup.
• Only the rate that changed moves. Other rates, units, days, discounts and names stay as they are on each side.
• The Quote button on the sub-rental’s card opens the quote that already exists. It starts a new draft only when there is none, or every one is cancelled, declined, expired, withdrawn or superseded.

When the offer comes first: turn the quote into the sub-rental that documents the gear handover.

• In the quote’s toolbar, click Create sub-rental. A dialog shows how many items will be created and what stays behind. Confirm, and the new draft sub-rental opens.
• Customer, service period, currency, tax treatment and total discount are carried over. A total discount given as a fixed amount is reduced to the share of the positions that move to the sub-rental when crew or other positions stay on the quote; the dialog says so. Without a service period the sub-rental starts today for the quoted number of days — check the dates.
• A gear set is one position on the quote and is listed item by item on the sub-rental, under the set’s name. The quoted day price is split across the items, so they add up to what you quoted.
• Crew and per-diem positions, positions that belong to another sub-rental, and unselected optional or alternative positions stay on the quote only.
• The quote is not changed. It shows the sub-rental under Linked documents, and the button then reads Open sub-rental.

Sending gives the quote its number, locks it, and emails the quote PDF to your customer straight from the app.

1. In the editor, click 'Send' and confirm 'Issue quote'. The quote gets its number (e.g. ANG-2026-0042) and is locked.
2. The number starts with the 'Default quote number prefix' from Settings → Accounting → Quote settings (ANG unless you changed it). A new quote is valid for the 'Default validity (days)' set there, 14 unless you changed it.
3. The 'Send quote by email' dialog opens with the customer's email, a subject and a short message in the quote's language. Change anything you like. The email reaches your customer with your name as the sender ('Your name | über Cine Power Planner', '| via' for an English quote).
4. Leave 'Let the customer accept online' on to add a link to the online acceptance page. The customer confirms with the postal code on the quote. The box is greyed out, with the reason, when the customer has no postal code, or when the customer is a consumer and your name, address or email is missing. It is also greyed out for a non-binding quote and for a cancellation (Storno): neither can be accepted online.
5. Beside the form the dialog shows the PDF that will be attached, with its file name. With 'Let the customer accept online' ticked, the cancellation notice in it carries the acceptance link; that link is created when you send, so the preview shows a placeholder address in its place.
6. Leave 'Attach the quote as PDF' on and click 'Continue…'. A second step names the quote number, the recipients, the attachment and the subject; only its 'Send' button sends, and 'Back' keeps your edits. Replies go to your profile email.

A card above the quotes list shows which sent quotes need a nudge, and sends the reminder email.

• 'Needs follow-up' appears above the filters when a sent quote has no answer and either its validity ends within 7 days ('Expires soon') or it was last sent 7 or more days ago ('No answer yet'). The soonest expiry is on top. The card's description names the periods in use.
• Each entry shows the quote number, the customer, the total, the valid-until date with the days left, and when the quote or the last reminder went out. The number opens the quote.

1. Click 'Send reminder' on an entry.
2. Check recipient, subject and text. The text is written in the quote's language and names the quote number and the valid-until date. The quote PDF is attached again; the preview beside the form shows it.
3. Click 'Continue…', check quote, recipients and attachment, then 'Send'.

Two buttons in the editor's action bar, and on the read-only view of a sent quote, save the quote as files you can send yourself.

1. 'Download PDF' saves exactly the document the PDF preview shows.
2. 'E-document (PDF + XML)' saves the PDF and then an XML file in the ZUGFeRD format, marked as an offer. The customer's software can read the positions from it.
3. On a quote without a number, both buttons first ask you to confirm: 'Assign number and download' gives the quote its number and issues it, like Send without the email. The quote is then legally binding and read-only.
4. Assigning a number needs an internet connection and a complete Impressum. If either is missing, the buttons are greyed out; hover one to see why.

A sent quote can't be edited. Its read-only view shows the document you sent and lets you revise it into a new version or start a new quote from it.

1. Open the sent quote: the read-only view shows the PDF the customer received, below the summary.
2. Click 'Revise quote'. A draft opens with everything from the original; issue date is today.
3. Edit and send it. It gets its own new quote number and its PDF says which version it is and which quote it replaces.
4. When the revision is sent, the original becomes 'Superseded' and its online acceptance link stops working — if you sent the revision offline, from the moment your device syncs. Until then the original is untouched.
5. 'Use as template' starts a new, unrelated quote with the same customer, positions and texts, but no number, dates, project link or customer reference.

The quote PDF ends with two signature fields side by side, directly under the closing note: yours on the left, the customer's on the right.

• 'Add my signature' puts the signature saved in Settings → Account → Signature & Branding into your field. Without a saved signature the button is greyed out.
• The signature is copied onto the quote, so changing your saved signature later does not change quotes you already signed. 'Remove my signature' takes it off again while the quote is editable.
• 'Customer signs' lets the customer sign on this device. Their signature fills the customer field and locks the quote.
• If nobody has signed yet, the customer field prints an empty line with 'Place, date, signature' to sign on paper.

A quote you have had signed is protected from further edits, so the figures always match what was signed.

• Once signed, the line items, totals and customer details are frozen — even while the quote is still a draft.
• The whole editor turns read-only until the signature is voided.
• Sending a signed quote still works; issuing it does not change what was signed.
• Need to change something? Use “Void signature” in the quote toolbar, confirm, and the quote is editable again.

The customer doesn't need an account. The link walks them through a short, guarded flow before they can accept or decline.

• Identity check — they enter the postal code from the quote to confirm they're the intended recipient. Wrong codes are counted per link: the third locks the page for 5 minutes, later ones for longer, and the tenth locks the link for good. Then use 'Send again' to send the customer a new link.
• Privacy — the Art. 13 GDPR data-protection notice, which names your business as the controller, not Cine Power Planner — and the quote itself as a PDF in a large viewer, which the customer can open in a new tab or save ('Angebot als PDF speichern'). They can save it again after accepting. A row of four numbered steps at the top shows where they are.
• Selections and terms — they pick one line from each alternative group and tick any optional extras (the total updates live), read your terms and tick that they agree to them and, as a consumer, that they have read the withdrawal instructions. A quote sent without terms asks for no terms tick.
• Decision — to accept they enter the name of the person signing and draw a signature or upload an image of it; without both the accept button stays off. They can decline with an optional reason, which needs no signature.

When the customer accepts online, the quote turns 'accepted' in the app by itself — on every device, with the customer's selections — and the agreement is captured with a timestamp.

• The acceptance is logged — date, the chosen alternatives and optionals, the terms acknowledged, and the name and signature of the person who signed. The quote's page shows them under 'Signed online', and the quote PDF you download prints the name, the signature and the day in the customer's signature field.
• From then on the quote's page and the quotes list show the accepted total: the regular positions plus the alternatives and optionals the customer chose. A rental agreement made from the quote takes its rent from the same selection, net and after the discount.
• The customer gets a contract confirmation by email: the accepted lines, the totals shown, the time and who signed. If the quote has no email address, the acceptance page asks for one. The sender shows your name before '| über Cine Power Planner'. A consumer's also carries the withdrawal instructions and the model form.
• A consumer can also tick an optional box on the acceptance page to expressly ask for the service to start before the 14-day withdrawal period ends. The confirmation repeats that request, and your acceptance email says whether it was made. Without it, a consumer who withdraws owes nothing for what you already provided.
• For a consumer, the quote's read-only page also shows 'Accepted online as a consumer': whether the early start was expressly requested (with date and time) or not, when the withdrawal notice was confirmed, and the day the withdrawal period ends. It stays there after a withdrawal, so you can check it before deciding on a refund.
• On a quote for work or a mixed quote, the optional early-start box on the acceptance page also has the consumer confirm that the right of withdrawal ends once the service has been performed in full (§ 356 (4) BGB). The confirmation email repeats it.
• You get an email and an in-app notification. A decline also sends you an email, with the reason the customer gave, and a withdrawal sends you the declaration; both update the quote the same way.
• Acceptance does not create an order confirmation — that, the delivery note and the invoice are deliberate next steps you take.
• With 'Auto-create an invoice draft on quote acceptance' switched on in Quote settings, an invoice draft is created when the acceptance arrives, whichever screen is open — or when you next open the app, if it was closed. It is created once; deleting it does not bring it back. No draft is created by itself when the service ended more than six months ago (§ 14 Abs. 2 UStG): use 'Convert to invoice' and confirm the late-issuance notice.

A consumer who accepted online can withdraw from the contract on the same link (§ 356a BGB). You are told at once, and the quote turns 'Withdrawn'.

• After the postal-code check the link shows the acceptance date, the 14-day deadline and 'Withdraw from contract'.
• The customer enters their name and an email and clicks 'Confirm withdrawal'. They get a receipt on screen (reference QW-…, date and time) and by email.
• You get an email with the declaration and the reference, and an in-app notification. The quote becomes 'Withdrawn', a final status.
• Invoices or contracts already created from the quote are not changed — cancelling them and refunding within 14 days (§ 357 BGB) is up to you.

An Order Confirmation confirms the order the customer placed. It mirrors the accepted quote's chosen lines but is not itself a tax document — it's the 'yes, we'll do this' acknowledgement.

1. Go to Accounting → Order Confirmations, pick the accepted quote under 'Create from an accepted quote', and click 'Create AB'.
2. A draft confirmation is created with the same customer and the accepted line selections.
3. Open it to set the customer reference, the 'Valid until' date and notes while it's a draft.
4. Click 'Finalize' to give it its gap-free AB number, then 'Download PDF' and send the PDF to the customer yourself — the app does not email order confirmations.

For rental work, a Delivery Note tracks the physical handover and return of gear. It records what actually went out versus what was ordered, and captures pickup/return signatures.

• Created under Accounting → Delivery notes from an order confirmation or an accepted quote ('Create LS'); it lists the items being delivered.
• 'Finalize' gives it a permanent, gap-free LS number.
• 'Mark delivered' records the handover and 'Mark returned' the completed rental round trip; neither can be undone.
• The PDF lists each item with Ordered and Delivered columns and ends with a line for the recipient's signature, to sign on paper.

The billing path is converting an accepted quote into an invoice. The chosen line selections carry over, and a German tax-deadline check runs as you convert.

• You can only convert from an accepted quote — the option is not shown for drafts, sent or declined quotes, and goes away once the invoice exists.
• Converting doesn't delete the quote; it moves to 'converted' and both stay linked for audit.
• A deposit you entered in the quote editor under 'Partial deposit (optional)' (amount and due date) goes to the invoice as 'Deposit received'. The invoice keeps its full total and shows the 'Amount due' under it. If the deposit was never paid, take it off the invoice draft with 'Remove deposit'.

1. Open the accepted quote from the list and choose 'Convert → Invoice' at the top of its read-only view. 'Storno', 'Convert → Contract' and 'Create project' sit beside it, and the editor's action bar has the same buttons.
2. Convert to invoice: a quote accepted more than six months ago can be converted. If the service end date is more than six months back (§ 14 Abs. 2 UStG), confirm the late-issuance notice first.
3. A draft invoice is created with the customer and accepted lines; finalise and send it from the Invoices area.

A crew line holds the whole deal: role, person, day rate, working hours and break, overtime steps and surcharges. 'Create contract' turns that line into a crew contract in the linked project, so you do not type the numbers again.

• The standard day on the contract is the working hours without the break, the same number the timesheet from this line counts overtime from.
• A line bound to a collective agreement carries the agreement to the contract; hours and percentages then come from the agreement.
• One contract per crew line: afterwards the action reads 'Open contract'.
• It works on a sent quote too. The quote itself is not changed.
• There is no contract action on the line marked 'This is me'.

1. Link the crew line to a contact, so the contract gets the person's address.
2. Make sure the quote has a project ('Create project' under Linked documents) and that the project's Contracts tab is switched on. Without them the action tells you what is missing.
3. Click 'Create contract' on the crew line and choose 'Freelance contract' or 'Employment contract'.
4. The contract opens in the project's Contracts tab with rate, working hours, break, overtime, surcharges, travel half-day threshold, meal allowance and the service period filled in. Check it, then send it for signature there.

For a time-tracked crew line you can create that person's timesheet straight from the quote and send them a link. They enter call, wrap and break per day on a page that needs no account and send it back. The days land in your timesheet, where pay is calculated from the line's conditions.

• A crew member whose contact is a connected account also gets a notice in the app. The status then reads 'Sent, also to their account'.
• The crew member can send again as often as they like; the new list replaces the one before. A day they remove is removed from your timesheet too, but never a day you entered yourself.
• 'New link' replaces the old link and keeps the time already sent back. A link is valid for 120 days.
• The page adds up hours only. Pay, overtime and surcharges are calculated in your timesheet.
• On your own line ('This is me') the action is 'Create my timesheet'; no link is involved.
• Converting the quote to a project later attaches the same timesheet to the project instead of creating a second one.
• A planned position you changed by hand on the invoice is not replaced.
• A crew member with an account can add the timesheet to their own time tracking from the notice and send the days from there. For you the days arrive the same way.
• Your own timesheet can be created automatically when a quote is accepted: Settings → Accounting → Quote settings → 'Create my own timesheet when a quote is accepted'. It is off by default.
• Crew rows that 'Create project' made from the quote follow the quote: a changed day rate or role changes the row, a crew line added later adds one. Rows you added by hand are never changed.

1. Tick 'Time-tracked' on the crew line.
2. Click 'Send timesheet'. The timesheet is created from the line and a link is issued. This needs a connection and a signed-in account.
3. Pass the link on: 'Email link' opens your own mail program with the link, 'Copy link' copies it. The app sends no email for this.
4. When the crew member sends their days, the line reads 'Time received', you get a notification, and the days are in the timesheet ('Open timesheet').
5. On the invoice made from the quote, 'Pull from actuals' offers the tracked time. Inserting it removes the planned crew position of that line, so nothing is billed twice.

The per-diem position has a 'Country of work'. Choosing a country sets the daily rate to that country's statutory full-day meal allowance for the year of the service period, from the same tables the travel-expense tracker uses.

• Germany is the default. Abroad, the position's text names the country.
• Below the fields you see the full-day rate and the rate for the day of arrival and departure. Enter the number of such days in 'Days of arrival / departure': they are billed at the lower rate, which you can edit. The position then is one lump sum whose text states both parts.
• The rate stays an editable field. 'Use the full-day rate' sets it back to the statutory amount.
• On the invoice, tracked per diems from the timesheet replace this planned position when you insert them from 'Pull from actuals'.