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Welcome back.
Every mandate, guided by a steady star.
No active mandates yet — use "+ ADD +" above to create one.
No closed mandates.
Nothing waiting — every won opportunity already has a mandate here.
Moved here via "Move to Trash" — stays recoverable until permanently removed.
Trash is empty.
Basic information about the mandate.
Add each consultant staffed on the mandate, with their internal and external day rates, and their internal (purchase) mileage cost. Click the Name field to pick from your consultant pool — rates fill in automatically and can still be overridden.
| Name | Internal day rate | External day rate | Cost €/km |
|---|
Consultants are chosen from the Consultants list (SETTINGS → Consultants) — new people can only be added there, not directly in a project.
These rules apply across all phases below.
The rate above is what's billed to the client per km. Each consultant also has their own internal €/km cost (set under Consultants) — the difference is the mileage margin. Commuting, mileage (km) and accommodation costs are entered per consultant per phase; in flat-rate mode this lets you compare the billed amount against what was really spent, in actual-cost mode it is what gets billed.
Unchecked: each consultant is billed at their own external day rate.
What was agreed with the client for this project — it overrides whatever is stored on the customer in Lexware. Leave the term empty to use the company default.
1 Travel cost covers Commuting (flight, train, taxi, or other third-party transport), Mileage (own or company vehicle, per km), and Accommodation — click to log individual items, each with an optional receipt file.
2 Billed days — leave empty to bill every day worked. Enter a smaller number to bill only part of them, or 0 for nothing at all. Days you don't bill still count as an internal cost, so the margin stays honest.
Computed automatically from the phases above.
Mandate-wide totals across all phases.
Track who gets a commission for bringing in or extending this mandate, and how much they're owed. Manager Mode only. Based on fees only (day rate × days) — travel costs are never included.
Other project-related costs bought in from outside — e.g. studies, market research, purchased data. Anyone working on this mandate can record these. Tick Rebill for anything the client pays for: it then needs a phase, appears on that phase's billing report and goes onto the invoice. Everything left unticked stays with us and never appears on a client document. All amounts are net.
| Cost type | Supplier | Cost (net) | Rebill to client | Phase | Receipt |
|---|
Open the invoice in Lexware and copy the address from the browser — the ID is the long code in it. Pasting the whole address works too. FiiPilot reads the voucher straight away, so a wrong ID is caught here and not later.
This creates a draft. Nothing is booked, nothing is sent, and no invoice number is assigned — you check it in Lexware and finalise it there. The customer name below is the one Lexware holds, because that is what the invoice will carry.
Choose which phases to include in this PDF.
Your general consultant pool, shared across all projects — the single place to maintain each person's data. Click a consultant to edit all their details. Rates copied into a project are a snapshot at the time you add them; editing them here only affects consultants added afterwards.
| # | First name | Last name | Internal rate | External rate | Employment | Role | Title |
|---|
Your own contact details, kept with the Consultants list. Rates and other administrative fields aren't editable here — contact an admin for those.
Instead of creating a duplicate entry, this switches their existing Role to "Consultant & Agent" and keeps all their existing data untouched.
Which vehicle this person drives, and when — e.g. car one until the end of May, car two from June. These are the same periods as in Company Cars; changing them here changes them there.
Files kept with this mandate — e.g. the client contract or consultant agreements. Stored with the project itself.
Drag a file here, or
| File | Description | Date |
|---|
Your general client list, shared across all projects. Click a client to edit all their details. Click the Client field in Project Setup to pick from this list. A client's logo shows at the top of Project Setup when that client is selected.
| Name | Customer no. | Agent | Logo | Color |
|---|
Every vehicle the company runs, whether owned, leased or rented. Click one to edit it. Who drives which car is recorded as periods — from the vehicle here, or from the consultant's own dialog. Vehicles that have left the fleet stay listed (greyed out) so past trips keep their rate.
| No. | Vehicle | Type | Per month | €/km | Driven by |
|---|
Leave “until” empty while the car is in use. Once it is gone, enter the last day instead of removing it — past trips keep its rate.
One line per person and period. Empty dates are open (“from the start” / “still ongoing”). Several people can share one vehicle. The same periods appear in each consultant's own dialog.
🧾 Lexware Office. Without the contact ID every invoice would create a new customer over there. The tax case follows the customer, not the project.
Lexware’s customer number — filled in automatically when you pick the customer with 🔍. Appears on the billing report and the project PDF.
Your own company's profile — address, contacts, bank details, and the two logos used around the tool.
Contact persons
| Name | Phone |
|---|
Bank details
Logos
Two separate logos: one shown at the top of the tool itself, the other used on generated PDFs and exports.
Everything stored inside this mandate — invoices, billing reports, receipts, documents — travels over the line on every save and every load. When it grows past what the database accepts in one go, saving stops working.
Suggested defaults for new consultants across all projects. Pre-filled values show red until confirmed or overridden per consultant — this list itself isn't affected by that.
🚗 Company Vehicles
For internal cost calculation only — has no effect on what's billed to the client, since the client is always charged the agreed mileage rate regardless of vehicle. Managing individual company vehicles (assigned per consultant, each with its own rate) is planned for later; for now, one shared rate applies whenever "Company vehicle" is chosen.
🗺️ Stored routes
Every route entered on a mileage receipt is kept here, so the same trip always counts the same kilometres. Anyone can add one by entering it; only Administration can correct or remove one. Receipts already entered keep whatever figure was put on them.
🔢 Sequential numbers, assigned automatically. Consultants: Prefix + number (e.g. C-0007). Projects: Prefix.Year-Agent-Number (e.g. P.26-42-0007) — the Agent part is the last two digits of the Agent's consultant number, or "A" if none is set, and updates automatically if the Agent changes.
🧾 Lexware Office. The two article IDs are the UUIDs of your stored articles — press 🔍 to pick them instead of typing them. The payment term here is the default; each project can override it.
The Home Screen is where every session begins. It shows your Active Projects as tiles — each one has the client's logo or colored monogram, the project name, project number, and a progress bar if the project has start/end dates. Click a tile to open it.
Closed Projects and Trash are tucked away as dropdowns near the bottom — closed projects are done but kept for reference, and anything in Trash can be restored or permanently deleted.
The "+ Add" button (the round circle, top right) is where you create a new project, add a new client, or add a new consultant/agent.
The order below is not arbitrary — each step needs the one before it. Three points are worth knowing in advance:
Left icon rail → 🏢 Clients → + Add client. Fill in name, colour, agent, address and contacts. The Agent decides the middle part of every project number for this client; without one it stays "A". 🔍 Find logo fetches the logo from the company website — the domain is pre-filled from the email address and can be overwritten. Nothing is stored until you press Save.
Same dialog, bottom block. Do not type the contact ID by hand — press 🔍 next to it. The search starts from the client name and shortens it by itself if the customer is filed differently over there ("Alfred Talke Logistic Services" → "Alfred Talke" → "Alfred"). Click the right match and the ID fills itself in.
Then set the Tax case: Germany 19 %, EU reverse charge for EU customers with a VAT ID, or Non-EU reverse charge. Without a contact ID every invoice would later create a new customer in the accounting system. The tax case belongs to the customer, so it applies to all their projects.
Is the client's Agent in the pool with the role Agent or Consultant & Agent? Are all Consultants for the project set up, each with internal and external day rate and their Cost €/km? New people can only be added in those pools, never inside a project. If someone drives a company car, assign it under 🚗 Company Cars — from either side, the vehicle or the consultant.
Home screen → + → the wizard asks for client, name, period, budget, planned days, project manager and consultants. It also asks once whether this is a real mandate or a test project — see the warning above.
Project Setup → 03 Billing settings. Choose travel expenses (flat amount per day on-site, or actual cost with a €/km rate), decide whether a Blended rate applies to all consultants, and set the billing schedule that drives the reminders.
Same section, Invoicing block. Set the payment term in days — leaving it empty uses the company default, and the placeholder shows you which. Tick Attach the phase report to the invoice if this client expects the day-by-day breakdown behind the invoice.
Both belong to the project, not the customer: in Lexware the payment terms sit on the customer, but they are renegotiated per project — so what is set here wins.
Billing entry → + Add phase. Set the period first — without dates the days column stays locked — and check that every consultant appears in the table.
In Company Settings: the number ranges for consultants, projects and vehicles; the default payment term; and the two article IDs for consulting and travel — press 🔍 next to each field and pick the article from Lexware. The API key itself lives only in config.php on the server and never in the browser.
Every project has a Project Setup tab where you define the fixed facts of the mandate: client, consultants involved, billing rates, travel billing mode (flat daily allowance vs. actual cost), and the invoice numbering scheme.
Consultants and Agents are shared across all projects via a central pool — adding someone to a project copies a snapshot of their current rates at that moment. Editing their rates later in the pool does not retroactively change already-added projects.
This is where days worked, travel, and costs get logged, organized into Phases (e.g. "Phase 1: January"). Each phase has a date range and a table with one row per consultant.
Who can edit what: by default, each person can only edit the row that matches their own name (linked via User Management). Everyone else's row is shown grayed out, for reference only. Someone with the "Enter all billing data" permission (or a Super Admin) sees a "🔓 Open all entries" button per phase — clicking it unlocks every row so that person can enter data on everyone's behalf (handy when people send you their hours by email). This unlock only lasts for the current browser session; reload the page and it resets.
Instead of separate fields, all travel-related costs for a consultant on a phase are logged through a single Travel Cost button, which opens a small window listing every item — each with a date, category, amount, and an optional receipt file to attach.
If a logged date falls outside the phase's own date range, a small warning appears — this doesn't block saving, it's just a nudge to double-check it's correct.
Shows every phase with its computed fee and travel totals, ready to be marked as invoiced. Attach the original invoice PDF here — the same file can later be merged with a freshly generated Billing Report into one combined PDF via the "Merge with Billing Report" button (this replaces the original with the merged version, so there's only ever one file kept per phase).
A breakdown of internal costs for the whole project: consultant costs, agent/broker commissions, and any manually entered project costs (software licenses, subcontractors, etc.) — everything that affects the company's margin but isn't necessarily billed to the client.
An overview of all phases across the project — which are done, which are still open, and quick access to exports.
Reachable via the bar-chart icon in the left rail (requires the "View financials" permission). Shows summary KPI tiles, revenue charts, and tables for All Projects, Cost, By Client, By Consultant, and By Agent.
Every block can be shown or hidden, and dragged into any order you like using the ⠿ handle in the sidebar — this is personal to you, so everyone with Dashboard access can set up their own preferred view without affecting anyone else's. "Dashboard to PDF" exports exactly the blocks you currently have visible, in the order you've arranged them.
Two shared pools, reachable from the left icon rail: Clients (🏢) and Consultants (👥) — the latter also covers Agents, since both share the same underlying list. Each person has a Role (Consultant, Agent, or both) and can optionally have a Title reflecting seniority (Equity Partner, Partner, Principal, (Senior) Consultant, Associate).
A simple, step-by-step wizard for consultants who only need to log their own days and travel for a phase — no need to understand the full tool. It walks through: days worked, on-site travel days (if billed flat), whether there were travel costs, vehicle type and kilometers if so, commuting costs, and accommodation — each with a plain yes/no or fill-in-the-blank question, finishing with a summary to review before saving.
Company Settings: your company's identity — name, address, logo, bank details used on invoices.
Default Settings: suggested default rates for new consultants, project/consultant numbering schemes, and the shared company vehicle mileage rate used for internal cost calculation when someone logs Mileage with "Company vehicle" selected (this never affects what's billed to the client — the client is always charged the same agreed rate regardless of vehicle).
Manage who can log in and what each person is permitted to do. Everyone shares the same projects, pools, and settings. Super Admin grants every permission automatically — there must always be at least one, so the last remaining Super Admin can't be removed. Anyone without at least one of the 2 FiiPilot permissions (or Super Admin) only sees the simplified "Simplified entry" screen for logging their own days — Use CRM is separate and unrelated, it only grants access to the standalone RiiPilot tool. View financials and Administration each open the whole tool — every tab, including Invoicing. The two narrow permissions (Billing entry access, Invoicing access) only do anything for someone who has neither; where they have no effect they are shown greyed out. Hover a column header for details. Click a checkbox to toggle it — it saves immediately.
| Name | View financials |
Administration | Enter all billing data |
Use CRM |
Billing entry access |
Invoicing access |
Super Admin |
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Which mandates can they see? (optional, applies when added above)
You've been inactive for a while. For security, you'll be logged out automatically in 60 seconds.
Which mandates can they see?
Best-effort text scan of the PDF — please check before applying. Works best for text-based (not scanned) invoices.
This decides once and for all whether this mandate can be deleted directly later, or needs a second person's confirmation. It can't be changed afterward.
What would you like to do?
Dashboard blocks
Drag ⠿ to reorder.
Just for you — everyone with Dashboard access sets up their own view.
Prints exactly the blocks shown above, in this order.
Summary across all mandates stored on this device.
Pick from your consultant pool (rates are pre-filled and can be overridden), or add a new one.