An HR and IT service provider is looking for an ERP system with a focus on invoicing and accounts receivable management

A medium-sized (human resources) service provider and IT company based in southern Germany is seeking an ERP system with a focus on invoicing and accounts receivable management. The company serves approximately 1,600 corporate clients in the DACH region.

The software must meet the following requirements, among others:

General Parameters

• Compliant with the principles for the proper management and retention of books, records, and documents in electronic form, as well as for data access
• Compliant with the General Data Protection Regulation
• Preferably hosted and operated by the manufacturer (cloud or SaaS)
• German or European software provider preferred; server location or data center must be in Germany or Europe (EU or EEA)
• Meets proven high security requirements

Cross-Functional Requirements

• Multi-client and multi-user capability
• German-language user interface
• German tax rules and tax rates stored in the system
• Independent customization (interface, fields, processes) possible
• Event-driven automation possible
• Standard interfaces to SAP, MS Dynamics 365 (Sales and Customer Service), DATEV
• MS Office – .csv import and export of data, system-supported integration with M365
• API capability
• Central (master) data management, master data administration
• Central user and authorization management (including roles and groups), role-based assignment of rights
• Audit compliance
• Legacy data migration

Key Functional Requirements

• Order-to-Cash Process Diagram
• Billing for projects, licenses, and services
• Pricing and various pricing/billing models
• Volume-based and balance sheet-based pricing tiers
• Minimum quantities
• Discounts
• Standard prices and customer-specific prices
• Billing of flat rates
• Billing based on actual costs and/or milestones
• License management and billing, including terms and prorated invoicing
• Dunning
• Cancellations, corrected invoices, credit memos
• Document archiving
• Project management
• Project planning
• Project risk management
• Performance and time tracking
• Project billing
• Resource planning
• Vendor management
• Purchase orders
• Accounts receivable
• Incoming payments
• Version control
• Custom invoice design
• Bulk invoicing and ad-hoc invoicing
• Flexible invoice dispatch, including electronic invoicing
• Vendor management and incoming invoice processing
• Process modeling (BPMN)
• Approval workflows

In the first phase of implementation, licenses for approximately 30–50 users are required (approx. 10–20 write licenses + approx. 20–30 read licenses). The system runs on MS Windows. 

A catalog of requirements and criteria can be requested via SoftGuide.