How Valtor works

What happens when a contract is uploaded?

The signed contract — and every amendment, order form and rate card that belongs to it — is stored exactly as uploaded and scanned for malware.

Only contractual documents can establish a billing term. A past invoice can confirm or question a term, never create one.

How does Valtor read the contract?

A language model reads the document and proposes the commercial terms it finds: fees, dates, billing cadence, payment terms, price increases, minimums and caps. Every proposed term carries the clause and the page it came from.

A term the contract does not state stays visibly missing and becomes a question for your reviewer — never an assumption. Services are matched to your service catalogue, so the same service carries the same name for every client.

Who approves what?

• There is no bulk send and no automatic send.
• Each invoice goes out on one explicit action by a finance owner — now, or at a time scheduled for that one invoice.
• Who did what, and when, is kept in a chained audit trail that cannot be edited.

Three decisions, kept apart: approving the reading of a contract, approving an invoice, and sending it.

How is the billing calendar calculated?

Once the reading is approved, deterministic code — not the language model — calculates what falls due and when: retainers month by month, pro rata for part months, price increases from the agreed date, milestones only after acceptance, usage charges once the figures are in.

The same approved terms always produce the same calendar.

What does an invoice need before it can go out?

• A purchase-order number where the contract requires one — your client can add it through a secure link.
• Acceptance evidence for a milestone — your client can confirm it through the same link.
• The figures for a usage charge — Valtor reminds the responsible person before the invoice date and escalates if nothing arrives.
• The VAT treatment for the recipient.

Valtor checks every invoice before approval. Whatever is missing blocks the invoice and names who must supply it.

How are invoices sent?

Invoices are issued as XRechnung or ZUGFeRD through Valtor's e-invoicing provider, numbered consecutively for each billing entity. A correction creates a linked correction invoice (Rechnungskorrektur or Stornorechnung); an issued invoice is never altered.

What happens after sending?

A read-only bank feed brings in incoming payments, and Valtor proposes which invoice each one settles. When an invoice is overdue, Valtor drafts a reminder with default interest; a person reviews and releases it.

Each issued invoice can be filed as a document (Beleg) in DATEV Unternehmen online, where your tax advisor books it. Valtor itself books nothing.

Questions and answers