Agency software: Optimize work processes in a structured way!

Are you working on several projects at the same time in your agency? Then you know how important good organization and time planning are. With professional agency software, you can't only better manage your projects and resources, but also increase your team's productivity. In this blog article, you will learn why agency software with Project time tracking Is the ideal solution for modern agencies.

Why should you use agency software?

Agencies work differently: Some rely on their own employees, others work with Freelancers. At the same time, big projects, strict deadlines and regular customer feedback are part of your everyday life. This is exactly where agency software helps you by providing precise Working time tracking Facilitated and clearly documented all project times.

All benefits at a glance

⏰ Correct billing: Exact time tracking ensures precise calculation of your employees' working hours.

📊 Accurate budget planning: With agency software, you can budgets Plan better ahead and efficiently.

🕒 Project analysis: Identify time-consuming and/or profitable projects in order to take targeted action.

⚙️ Process optimization: Optimize work processes, use resources more effectively and save valuable time.

🔍 Increased transparency: Your customers benefit from complete traceability of progress and expenses.

Agency software should be able to do that

In Everyday Agency Life, Things Can Go Haywire — Deadlines Here, Customer Feedback There and Then Administrative Tasks Are Added. So that you can concentrate fully on your creative work, you have the opportunity to ZEP Professional As agency software with various additional modules to make your everyday agency life a bit less stressful. From Preparation of offers Up to Vacation management You can plan, carry out & complete unpleasant administrative tasks with just one tool. Like in a modular system, you put together the modules that best support you in your daily work:

Plan overtime, absenteeism & vacation

Efficient planning of projects is just as much a part of everyday agency work as managing your team's absences and staff absences. However, manually collecting and managing this data can be very time-consuming and lead to administrative bottlenecks. Here comes that Overtime, Absenteeism & Vacation Module Into the game. The module enables your agency to digitally record and manage your team's absences and staff failures. By automatically managing one overtime account per employee, you also fulfill all BAG requirements to record the complete working time.

The digitization of administrative tasks can be achieved with ZEP as suitable agency software in 4 easy steps Implement:

1. You will receive an absenteeism overview to help you plan vacations and absences.
2. The ZEP calendar can be easily integrated into your existing programs.
3. The monthly or annual financial statements give you an overview of the booking status or the suspension of periods.
4. You receive target/actual working time comparisons, a detailed break overview and have the option of creating ready-made evaluations.

Manage Departments, Branches & Locations

So that you always have an overview of your projects and teams in your agency, you have Departments module In ZEP Professional, an additional level of structuring is available. And that even across multiple locations! Do you attach particular importance to internal cost allocation between departments or would you like to have department-specific evaluations of times, costs and internal costs Contrast? The add-on module in agency software allows you to do just that. It is particularly popular with larger agencies with multiple branches as it provides an effective way to organize and manage various departments.

Another advantage: You can register individual department heads as recipients for vacation/absenteeism requests. This saves you the hassle of going to your headquarters and gives your locations and departments more creative leeway. The Department Manager acts as an additional level to structure the management team and can be considered an admin within a part of the agency. With the Departments Module, you can digitally map your administrative tasks better and more efficiently and always have an overview of your projects and teams.

Create offers

It is important for agencies to be creative and innovative. But efficiency also plays a central role here in order to be able to survive the competition. With the Offers module You can create standardized offers quickly and easily by storing templates in ZEP. Do several employees have access to the offer preparation? No problem, because ZEP Professional As agency software, it enables several employees to work simultaneously on the preparation, review and submission of offers. And if your customers prefer paperless ways of working, you can email the offers directly from the software. That is not only more sustainable, but also much faster — And time is money in everyday agency life.

As soon as your customer accepts the offer, you can transfer it directly into a project using our appropriate agency software. All items in the offer are automatically transferred to the project, which means that you and your team can immediately start recording time on the offered project. This shortens the Project planning, ensures smooth implementation and facilitates invoicing at the end of the project.

Legally compliant invoicing

For agencies that are looking for an effective invoicing system, ZEP Professional offers the ideal additional module. Because: With the Billing module Can you do everything from simple billing to creating individual payment plans — and even do so in accordance with the new e-Billing Regulation.

In just a few steps, you can directly invoice your employees' expenses and time and can even pre-configure this for your accounting department. Automatic generation of continuous Invoice numbers, direct invoicing via email and automated text modules for standardized invoicing are just a few of the advantages. ZEP also offers an export tool to ensure a smooth transfer of your data to the accounting department. This allows you to transfer all relevant data about a project to the accounting department without errors - for example with DATEV. Through this interface Reduce the incidence of errors during transmission, which means that your entire agency benefits from streamlined workflows.

Deploying & billing freelancers

If you also have freelancers working on projects, collaboration can sometimes be tedious. But: With Freelancers module You can work together with your external employees in a ZEP and have recorded time spent paid out directly as credit notes. The module allows you to directly identify freelancers as such and set internal hourly and daily rates per project — an absolute advantage of our agency software. You decide whether a freelancer writes invoices or receives credit notes. The use of credit notes makes the statement directly ZEP Professional Possible and thus saves you time and effort when preparing and verifying invoices. At the end of the project, you will receive a detailed overview of all credit notes created. This gives you control over your collaboration with your freelancers and allows you to focus on what's really important — successfully completing your projects.

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Conclusion: Working efficiently with agency software

Agency software is the key to a structured and productive everyday agency life. It combines time recording, project management and Project Controlling In a single tool and thus creates more space for creative work. With ZEP Professional, you benefit from a comprehensive platform that integrates seamlessly into your work processes and makes everyday agency life easier for you — even as an all-in-one, if you want Project ERP.

Rely on modern agency software to implement your projects successfully and efficiently — and thus create the basis for satisfied customers and a motivated team.