Without an ERP — the web workspace
The complete e-invoicing process in your browser: create, receive, validate, archive, export. Nothing to install, nothing to maintain.
Who is this for?
For companies that have so far written invoices in Word, Excel or a simple program and now have to meet the e-invoicing mandate — without launching an ERP project to do it: freight forwarders and logistics providers, trading and service companies, agencies, trades businesses, consultancies.
Typical is 5 to 500 documents a month, one to three people working with invoices, and a tax advisor who handles the bookkeeping.
| Area | What you do there |
|---|---|
| Cockpit | All documents and open tasks at a glance: pipeline, unprocessed inbound items, quarantine, monthly usage |
| Outbound invoice | Choose customer → enter line items → see VAT live → issue once validated |
| Inbox | Upload → validate automatically → confirm the pre-accounting proposal → mark as processed |
| Partners | Customers & suppliers with USt-IdNr / Leitweg-ID checks and duplicate warnings |
| Export · DATEV | Posting batch and CSV for the tax advisor, statistics |
| Settings | Tax categories (18-entry standard set), access control, company data |
Ready to go in fifteen minutes
- 1 · Register (2 min.)Create your company account — only for companies based in Germany, no credit card.
- 2 · Company data (3 min.)Your invoice details (address, USt-IdNr, bank account) — the form queries the BR-DE mandatory fields.
- 3 · Add your first customer (2 min.)Name, country, USt-IdNr, email — checks run instantly.
- 4 · First invoice (5 min.)Enter line items, review the VAT preview, issue — and your first validated XRechnung is done, archive included.
- 5 · Load tax categories (1 min.)The German standard set in one click — so the monthly export to the firm works right away.
Security as a stance, not a surcharge
- Work zone on desktop only: for security reasons, invoicing and master data are reserved for the desktop; profile and payment also work on mobile.
- TOTP two-factor authentication can be enabled for every account.
- IP allowlist, country restriction, device binding can be switched on per company — enforced server-side, with built-in self-lockout protection.
- Tenant-separated data storage, hosting in Frankfurt am Main, GDPR + data processing agreement.
- No tracking cookies — sign-in uses sessionStorage, nothing else.
| Measure | Implementation |
|---|---|
| Access control | Password policy + TOTP 2FA; one responsible account per company |
| Admission control | optional IP allowlist, country restriction, device binding — server-side |
| Separation control | tenant-separated data storage at the database level |
| Integrity | checksum per document, WORM archive, gapless numbering |
| Availability | German data center, daily backup, PITR in operation |
| Transparency | no tracking cookies, no external scripts, data processing agreement included |
A worked example: what the switch costs — and saves
A company with 60 documents/month (40 outbound, 20 inbound) pays 9 € on the Basic plan. Against that stand: no firm minutes for retyping (at 2 min./document and a typical firm hourly rate, quickly 60–120 €/month), no form-related rejections from public-sector customers, no double payments caused by duplicates. The switch typically pays for itself in the first month — and the free plan lets you test it with no risk whatsoever.
What CoolHanX deliberately is not
Not an accounting program, not banking, not a CRM. CoolHanX does one thing completely: the e-invoicing process — and hands off cleanly to the systems that do the rest (your firm, your banking). That keeps the software easy to understand and your switch small.
Frequently asked questions
Do I need training?
No. If you can write an invoice in Word, you can do it here too — just with validation, archive and export on top.
Can several staff members work in it?
Currently one responsible account per company; multi-user is on the roadmap (Business plan).
What about my existing data?
You can add customers straight away; a CSV import for partner lists is in preparation. Your old invoices stay where they are — the mandate applies to new documents.
Does it work on a Mac / tablet?
A browser is enough. The work zone requires a desktop browser (PC/Mac); account & payment also work on a smartphone.
Why is the work zone only usable on a PC?
A deliberate security decision: invoicing and master data are attack-critical — a desktop browser + optional device binding significantly reduce the attack surface. Everything personal (profile, plan, payment) works on mobile.
Can I try CoolHanX first?
Yes — the free plan is a permanent state, not an expiring trial: 20 documents a month, all core functions, no payment method.
How do I cancel?
Monthly, in your account — and even then your archive stays available and exportable until the end of the statutory retention periods.
Who the web workspace is intended for
The browser workspace is aimed at small and medium-sized companies without their own ERP or inventory management: trades businesses, consultancies, agencies, freight forwarders and traders with a manageable document volume. Typical is 5 to 500 documents a month, one to three people in accounting, and the wish to meet the e-invoicing mandate without launching a software project. If you already run an ERP, you will find the right connection on the “With an ERP” page.
What the workspace covers — and what it deliberately does not
Included is the complete e-invoicing process: creating (XRechnung/ZUGFeRD), receiving and validating, VAT automation, pre-accounting proposal, DATEV / tax-advisor export, GoBD archive and the free validators. Deliberately not included are accounting, banking, payroll or CRM — CoolHanX does one thing completely and leaves the rest to your firm and your existing tools. That keeps the interface easy to understand and the onboarding short.
| Step | What you do | Result |
|---|---|---|
| 1 · Company data | Address, USt-IdNr, bank account, logo | Seller data complete |
| 2 · First partner | add one customer with email/Leitweg-ID | Recipient validated |
| 3 · Tax categories | load the German standard set | VAT automation ready to use |
| 4 · First invoice | enter line items, validate, issue | validated e-invoice in the archive |
Related topics
Allgemeine Produktinformation — keine Rechts- oder Steuerberatung. Verbindliche Auskünfte gibt Ihr Steuerberater bzw. Ihre Rechtsberatung.
Ready? Up and running in two minutes — no credit card.
Create your free company account