RConsult.biz

Bring clockodo hours into SAP Business One - and invoice them with a wizard

ClockodoConnect keeps customers, projects and employees in sync between SAP Business One and clockodo, imports the recorded time entries per period and turns them into documents - with configurable grouping, a preview and write-back to clockodo.

Request a live demo See pricing

The problem: hours live in clockodo, invoices happen in SAP

clockodo is quick to use and accepted by staff - yet the invoice is still created in SAP Business One. In most service companies a manual step sits between the two systems: export hours, sort them in Excel, re-key the lines, and hope nothing gets billed twice or not at all.

⚠ Time: Every invoicing run costs one to two days - month after month, always at the start of the month when everything else is pressing.

⚠ Lost revenue: Without a status per hour, delivered work stays unbilled. Even one percent of uninvoiced hours is a noticeable amount for a service business.

⚠ Duplicate maintenance: Customers, projects and employees are maintained by hand in both systems - and drift apart over time.

The solution: one add-on for the whole way from hour to invoice

ClockodoConnect is a native SAP B1 add-on. It keeps master data in sync, pulls time entries into SAP per period, tracks the invoicing status of every hour and creates the documents through a wizard - with a preview before anything is created.

Master data one way, hours the other

Business partners, projects and employees go from SAP to clockodo, and the clockodo IDs come back into the SAP fields. Recorded time entries flow into SAP per period and are enriched with customer, project, service type and employee from your SAP master data.

Invoicing status per hour

Every hour knows where it stands: open, bound to a draft document, or invoiced including the invoice number. Invoiced hours are written back to clockodo - both systems give the same answer.

Invoicing wizard with preview

Period, customer filter, multi-select for projects, configurable document and line grouping. The preview shows what will end up on the invoice before anything is created - and when there are no matches, why.

Fixed-price projects stay out

Projects with a hard budget in clockodo are detected and automatically excluded from hourly invoicing. The hours remain in SAP for controlling, and you invoice the fixed fee separately.

Functional scope in detail

Master data synchronisation

Business partners, projects and employees from SAP to clockodo, created and updated. A flag per record controls whether it appears in time tracking. The clockodo IDs are written back into SAP.

Importing time entries

Pick the period, optionally filter by customer and project. Entries are mirrored into SAP and enriched with your SAP master data. The SAP client stays usable while the import runs.

Service type mapping

A matrix screen with status colours and a filter for everything still unmapped. Services and lump-sum services are fetched straight from clockodo, and SAP items are picked from the standard selection list.

Document and line grouping

At document level by customer, project, employee or service type, at line level additionally by cost centre, date or text. Project code in header and lines, project name in the customer reference.

Draft document or direct invoice

Two-step with a review by accounting, or one-step straight to the invoice. When a draft is deleted, the hours it contained are released automatically.

Control queries and log

Four queries in the SAP query manager show missing customers, projects and employees as well as incomplete time entries. Plus a daily log for troubleshooting and a configuration dialog with a connection test.

Prerequisites

ClockodoConnect runs natively in SAP Business One and needs nothing more than API access on the clockodo side. Two points we clarify up front so the setup holds no surprises.

SAP Business One 10.0

A native add-on for the SAP client, on SAP HANA and on Microsoft SQL Server, multi-company capable. All user tables and fields are created by the add-on on first start.

clockodo with API access

An active clockodo subscription whose API access covers the endpoints used - including the budget information, if fixed-price projects are to be excluded automatically.

Optional: coresuite Batchprint

Only for the activity report as a PDF on the document. ClockodoConnect writes the print job, coresuite Batchprint renders it, cks.DMS files it. Without these components the printing route stays empty and everything else runs unchanged.

Pricing and licence models

Recommended

Subscription

EUR 149 /month

The easy start - maintenance and updates always included.

  • Company licence, any number of companies
  • Unlimited users, full functional scope
  • Setup: EUR 1,250 one-time
  • Maintenance and updates included, support billed separately
  • 12-month term
Request a live demo

Perpetual licence

EUR 2,990 /one-time

Ideal for long-term planning - unlimited term.

  • Company licence, any number of companies
  • Unlimited users, full functional scope
  • Setup: EUR 1,250 one-time
  • Maintenance and updates: EUR 627.90/year (21%), mandatory from year 1
  • Support billed separately
Request a quote

All prices plus VAT. Company licence for any number of companies and unlimited users. The clockodo licences themselves remain your contract with clockodo. Partner discounts on request.

Frequently asked questions

Which data moves in which direction?
Master data flows from SAP Business One to clockodo: business partners, projects and employees are created or updated, and ClockodoConnect writes the clockodo IDs back into the corresponding SAP fields. A flag per record controls what is transferred - not every customer and not every project belongs in time tracking. Recorded time entries flow the other way: from clockodo into SAP per period, enriched with your SAP master data.
Does ClockodoConnect know which hours have already been invoiced?
Yes, that is the core of it. Every imported entry carries its status: open, bound to a draft document, or invoiced including the invoice number. Invoiced hours are reported back to clockodo, so both systems give the same answer. Invoicing the same hour twice is ruled out.
How do hours become documents?
Through the invoicing wizard: pick the period, optionally filter by customer and projects, check the grouping, review the preview, create the documents. How entries are combined is configurable - at document level by customer, project, employee or service type, at line level additionally by cost centre, date or description. The project code goes into the document header and lines, and the customer reference carries the project name.
What happens to fixed-price and budget projects?
Projects with a hard budget in clockodo are detected during the import. Their entries still come into SAP in full - for controlling and post-calculation - but are automatically excluded from hourly invoicing. You invoice the fixed fee in SAP as usual, without the same work appearing a second time as hours on the invoice.
Draft document or invoice straight away?
Both, you decide in the configuration. The two-step route creates a draft document that accounting reviews and then posts to an invoice - only at that point do the hours count as invoiced. The one-step route creates the invoice directly. If a draft is deleted, ClockodoConnect releases the hours it contained automatically and they reappear in the next run.
We currently run the clockodo interface through coresuite customize. What changes?
The customize rules disappear entirely - ClockodoConnect is a standalone add-on and replaces them, along with their cryptic configuration codes, with a configuration dialog including a connection test. The user tables keep their names, so existing data stays usable. Only if you want the activity report as a PDF on the document does coresuite Batchprint remain part of the picture, as the printing route.
What is required for the activity report on the document?
For every document created, ClockodoConnect writes a print job into a configured folder; coresuite Batchprint renders the PDF and cks.DMS files it against the document. Both components need to be present and configured on your side. Without them everything else works unchanged - the printing route simply stays empty.
What are the prerequisites?
SAP Business One 10.0 on SAP HANA or Microsoft SQL Server, plus an active clockodo subscription whose API access covers the endpoints used. All user tables and fields are created by the add-on itself on first start. For the activity report you additionally need coresuite Batchprint and cks.DMS.
How is it licensed?
As a company licence: any number of companies, unlimited SAP users and unlimited clockodo users. There are no tiers and no feature levels - the functional scope is identical in subscription and purchase. Nothing is counted, because clockodo licenses its own users.
What does the setup include?
The one-time fee of EUR 1,250 covers installation, configuring the connection, mapping clockodo services to your SAP items, the first master data sync, defining the document and line grouping, and a guided test run of the invoicing. It applies to both the subscription and the purchase licence.
Can I see ClockodoConnect first?
Yes. In a 30-minute live demo we show the entire route on real data: syncing master data, importing time entries, creating documents and the write-back in clockodo.

See the way from a clockodo hour to an SAP invoice?

In 30 minutes we show the entire route: syncing master data, importing time entries, creating documents, writing back to clockodo - free and without obligation.

Request a live demo
17+
Years of experience
50+
Successful projects
3
Locations