Setup
€3,900
one-time
What’s included
Your price list and templates, the Lexware Office connection, WhatsApp for you, reminder levels and texts, testing and handover.
Back Office
Your office, by voice note.
Quotes, invoices and payment reminders, all from WhatsApp and approved with one tap. Your office runs while you’re on site.
Back Officenever clocks off
Illustrative example
0:09
Voice note: “Weber, bathroom, 12 m² tiles, 3 days.”
17:42The quote for Weber is ready:
Quote A-118Weber · bathroom
| Laying tiles12 m² × €65 | €780 |
|---|---|
| Labour3 days × €450 | €1,350 |
| Call-outflat rate | €70 |
| Shower screen, fitted | |
| Net | €2,200 |
| VAT 19% | €418 |
| Total | €2,618 |
Prices from your price list
Sent to Mr Weber and saved in Lexware Office.
Discarded. Nothing was sent.
What should change? Just say it.
Voice note: “Make it 14 m².”
Voice note: “Plus a shower screen.”
Voice note: “€640, fitted.”
Done: 14 m² of tiles. Here’s the new quote:
“Shower screen” isn’t in your price list. What do you charge for it? I never guess a price.
Added: shower screen, €640. Here’s the new quote:
In Germany, right now
-
40%
of small business owners and self-employed spend at least 6 hours a week on admin.
Tide / Civey survey, May 2026 -
82%
of companies wait for late payments, on average 30 days past the due date.
Coface payment survey, October 2026 -
1 in 3
craft businesses send e-invoices themselves so far. From 2028 they become the rule for business customers.
ZDH survey of the trades, May 2026
E-invoicing becomes a must
When does it apply to you?
Today
1 January 2027Revenue over €800,000
1 January 2028Every company
Your date: 1 January 2028
The rule is about invoices to business customers. Your tax advisor can tell you how it applies to you.
Once it applies, a plain PDF no longer counts as a proper invoice for a business customer. Penalties are possible, and your customer can lose their input tax deduction.
Back Office sends every invoice in the required format, using Lexware Office’s e-invoice function.
General rule, not tax advice: the format comes from Lexware Office, tax questions stay with your tax advisor.
Your cash flow
Same day, not month end.
Tap the days you finish a job, then compare.
- Until the money is in
- 29 days
- Invoices on the last evening
- 6
Same day, your money arrives 15 days sooner, on average.
Example: customers pay within 14 days of the invoice. Counted from the day the job is done.
A month of jobsIllustrative example
Late payers
Reminders without the awkwardness.
Slide through the weeks after an invoice.
-
Invoice sent
Due in 14 days. Nothing to do.
-
Due today, not paid yet
It waits three more days, in case the money is on its way.
-
Friendly reminder: sent on its own
To: Schulz GmbHJust a quick reminder: invoice R-204 for €1,180 was due last week. If you’ve already paid, thank you, and please ignore this message.
-
First formal reminder: waits for your tap
Schulz GmbH hasn’t paid invoice R-204 (€1,180), 14 days overdue. Send the first formal reminder?
Sent with your OK.
Fine, I’ll ask again in a week.
-
Second formal reminder: your tap again
Drafted, never sent on its own. Debt collection stays with you.
Example settings: you choose the days and the texts in the setup.
Monday overviewIllustrative example
- Open invoices
- €6,815
- Overdue
- €1,180
- Paid last week
- €4,210
- Open quotes
- 3
Receipts and supplier invoices
From the glovebox into Lexware Office.
Send a photo of a receipt on WhatsApp; supplier invoices are picked up from your inbox. Tap each one to file it.
Lexware Office5/5 filed
- VehiclePetrol station€84.20
- MaterialsDIY store€212.45
- MaterialsBaustoff Meyer GmbH€8,450
- TravelParking€6
- OfficeMobile phone bill€49.95
Stop: new bank details
Baustoff Meyer’s invoice names a different account than last time. Before anything is paid, call them on the number you already know.
- Last invoice
- DE12 2605 0001 0042 4410 00
- This invoice
- DE71 1001 1001 2620 7731 00
This one invoice: €8,450 = 21 months of Back Office.
For your tax advisor: Lexware Office’s standard export.
Clear price.
Running
€390
a month
What’s included
Running it, monitoring, adjustments and reports.
Requirement: Lexware Office with the XL plan, paid by you directly. Other systems on request later.
Hire more than one
- −10% on the setup for two AI employees
- −15% on the setup for three or more
One flow, from first email to paid
- EnquiryLead Desk
- QuoteBack Office
- Follow-upLead Desk
- InvoiceBack Office
- PaidBack Office
No VAT is charged: Mosaik Automations is a small business under § 19 of the German VAT Act (UStG).
Good to know.
What does it do, exactly?
- Quotes by voice note “Weber, bathroom, 12 m² tiles, 3 days” becomes a finished quote from your own price list in about a minute, for approval with one tap.
- Invoices the same day As soon as a job is marked done, the invoice is drafted, approved with one tap and sent as a proper e-invoice.
- Payment reminders without the awkwardness A friendly reminder goes out on its own; formal reminders always wait for your tap.
- Receipts filed automatically A photo of a paper receipt on WhatsApp, or a supplier invoice in your inbox, lands sorted in Lexware Office.
- Fraud protection If a supplier’s bank details suddenly change, you get a warning before anything is paid.
- A weekly overview Open and overdue invoices, payments received, open quotes.
- A monthly report Invoices the same day instead of at month end, hours of paperwork saved, overdue money collected.
- Handover to your tax advisor Through Lexware Office’s standard export.
What is it like to work with?
Like an office assistant you can reach on WhatsApp who never clocks off. You send voice notes and photos; it sends back drafts with buttons: send, edit, discard.
“My tax advisor does that.”
Your tax advisor does the books. Back Office does the work before that: quotes, invoices, reminders, collecting receipts. Your tax advisor gets cleaner documents.
“I don’t want AI sending my invoices.”
It doesn’t. It drafts, and you tap send.
“E-invoicing doesn’t affect me yet.”
From 2028 it affects every company. Setting it up now, alongside saving time, costs nothing extra.
“Too expensive.”
How many hours a month go into invoices, quotes and chasing payments? Add the money from invoices sent late or never chased.
What doesn’t it do?
- Never moves money and never pays anything
- No bookkeeping decisions, no tax advice: that stays with your tax advisor
- No price changes or discounts on its own
- No debt collection, no payroll
- Never invents a price: if an item is missing from your price list, it asks
The AI drafts, you decide.
What do I need?
Lexware Office with the XL plan, which you pay for directly. Other systems on request later.
What about data protection?
Data protection is part of the setup, including a data processing agreement.
Your people do the work. AI does the busywork.
Describe a job, get the quote.
Describe a job in the free call, the way you’d explain it to a colleague, and watch the quote come together.