Category: Accounting

Using WHMCS in Germany: Challenges and Solutions

WHMCS is a widely used software for managing web hosting and other online services. Although it is used worldwide, there are some challenges in Germany that make it difficult to use WHMCS with the standard tools. In this article, we will discuss these challenges and present solutions that enable German users to use WHMCS effectively. Challenge 1: Insufficient PDF invoice template The default WHMCS PDF invoice template does not contain all necessary information such as tax number and bank details. This can lead to legal issues as certain information on invoices is required by law in Germany. Solution: There are two main solutions to this problem. The first is the WHMCS PDF invoice template from Plambee, which is available for €24.95 and extends the PDF invoice template with all the necessary information. The second solution is the lexoffice module from Becker Software, which completely replaces the WHMCS accounting system with the market-proven lexoffice software. This module is more expensive at €8.50 per month, but offers a more comprehensive solution. Challenge 2: Insufficient export options for the tax consultant WHMCS does not offer sufficient export options for the tax consultant in DATEV format. This can make communication and collaboration with the tax consultant more difficult and lead to errors in accounting. Solution 1: The use of connected accounting systems such as lexoffice or sevDesk can provide a remedy. We offer suitable WHMCS modules for both software solutions. Solution 2: The Tecsee WHMCS 2 DATEV plugin offers a solution to this problem. However, with a price of €1,188.81 (as of 05.07.2024), this solution is aimed more at medium-sized and large companies. Challenge 3: No support for the standard SKR03/SKR04 account frameworks from DATEV WHMCS is not an accounting program, but it does offer transactions and posting options. Solution: There are two ways to solve this problem. The first is to export receipts and transactions and have them posted by the tax consultant. The second option is to connect WHMCS independently to an accounting program such as sevDesk or lexoffice. This can mean more work, but offers the advantage that you have a transparent insight into your current finances and can plan better. Becker Software offers modules for lexoffice and sevDesk. Challenge 4: No option for double-entry bookkeeping In Germany, double-entry bookkeeping is required by law for companies that prepare balance sheets. Without this option, it can be difficult to manage and monitor the company's finances correctly. Unfortunately, users have no choice but to use an external accounting program such as sevDesk or lexoffice. There is no option for double-entry bookkeeping in WHMCS. Challenge 5: No legally compliant order form The standard WHMCS order forms do not contain all the necessary legal information, such as the revocation declaration and privacy policy. This can lead to legal problems, as certain information on order forms is required by law in Germany. Solution: One option is to implement checkboxes yourself. Another solution is Hosting Station 55's checkout form, which is available for €14.95 per month or €199 per year. Challenge 6: Only English email templates The WHMCS email templates are only available in English by default and require time-consuming translation. This can lead to communication problems with customers who speak little or no English. Solution: Plambee offers a German translation of the email templates. Installation is possible via copy-and-paste or as an automated script. The latter requires some technical know-how. The texts are available for €9.99 in the Plambee online store. Challenge 7: WHMCS admin area only in English The WHMCS admin area is only available in English by default, which can be problematic for employees who speak little English. This can affect the efficiency and productivity of employees. Solution: Plambee offers a German translation of the WHMCS admin area. Challenge 8: Little integration with German payment providers WHMCS does not offer integration with German payment providers such as SOFORT or Giropay by default. This can affect customer satisfaction and retention, as customers may not be able to use their preferred payment methods. Solution: Plambee offers various payment providers such as SOFORT, Giropay or Paysafecard as purchasable modules. Challenge 9: GoBD violation with the dunning fee setting WHMCS adds dunning fees to existing invoices, which is a violation of the GoBD. This can lead to legal problems and penalties. Solution: A free code snippet from Dennis (Plambee.de), published on the WHMCS forum, solves this problem by creating an extra dunning fee invoice. The in-house WHMCS system must remain deactivated, otherwise the fees will be calculated twice. You can find the code snippet here. Challenge 10: Credit balance system The WHMCS credit balance system can be confusing for customers in Germany and makes accounting complicated. This can lead to errors in accounting and affect customer satisfaction. Solution: It is recommended to disable this feature. Challenge 11: No AV contract integration Without an AV contract integration, privacy issues can arise for providers. This can lead to legal problems and penalties, as data protection is strictly regulated in Germany. Solution: Plambee offers an AV module with which customers can create and download the contract independently via the customer center. The AV contract itself is not included and must be inserted manually. The module can be purchased for €59.95 or rented for €6.99 per month. In summary, it can be said that the use of WHMCS in Germany poses some challenges. Fortunately, there are solutions to most of these challenges that make it possible to use WHMCS effectively and legally in Germany. It is important to be aware of these challenges and solutions to ensure that your organization can take full advantage of WHMCS while remaining compliant with German laws and regulations. We hope this article will help you to better utilize WHMCS in Germany. If you have any further questions or need assistance in implementing these solutions, please do not hesitate to contact us.