Help

Short answers to common questions about Meldhafen. The steps apply in the app, once you are signed in. There, the pilot shows you most of them right on the page.

The Meldhafen app itself is currently available in German only. Buttons and menu items are named here as they appear in the app, with the English meaning in brackets.

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How do I add a customer?

  1. Open “Kunden” (Customers) in the menu.
  2. Click “Neuer Kunde” (New customer) at the top.
  3. A name and an email address are enough. Then click “Kunde anlegen” (Add customer).

How do I record a customer enquiry?

  1. Under “Kundenanfragen” (Customer enquiries), click “Neue Anfrage” (New enquiry).
  2. Under “Wer fragt an?” (Who is asking?), choose the customer, or add a new one right there.
  3. What does the customer want? One or two sentences are enough. Then click “Anfrage speichern” (Save enquiry).

How do I write a quote?

  1. Under “Offerten” (Quotes), click “Neue Offerte” (New quote), or click “Offerte schreiben” (Write quote) on the enquiry.
  2. Choose the customer and enter what the quote is about.
  3. Enter the services and prices; Meldhafen works out the total. Then click “Entwurf anlegen” (Create draft). After that, the draft saves itself.

How does quote approval work?

  1. Under “Freigaberegeln” (Approval rules), the owner sets the amount excluding VAT from which a quote has to be checked.
  2. If the quote reaches that amount, nothing goes out when you send it. Owners and reviewers receive an email and see the quote in the list.
  3. They open it and choose “Freigeben” (Approve) or “Zurückweisen” (Reject). Once it is approved, it can be sent.
  4. If something is changed afterwards, a new approval is needed. Anyone who is allowed to approve can send directly.

Why can an enquiry not be deleted?

  1. If your customer has already received a quote for it, the enquiry stays saved. Otherwise the quote would be gone for them.
  2. To tidy up, open the enquiry and set the status to “Erledigt” (Done). It then no longer appears under “Offen” (Open).
  3. If the quote should no longer apply, open the quote and choose “Ablehnen” (Decline). Your customer then sees that it is no longer valid.
  4. Without any sent quotes it is simple: open the enquiry, click “Löschen” (Delete) and then “Ja, löschen” (Yes, delete).

How do I view the quote as a PDF?

  1. Open the quote.
  2. Click “PDF” at the top next to the title. The file is downloaded.
  3. Or look at the preview on the page in step 3, “Prüfen” (Check).

How do I send the quote to the customer?

  1. Open the quote and scroll to step 4, “Senden” (Send).
  2. Click “… senden” (Send …). A preview opens first, showing the recipient, the email and the PDF.
  3. Change the subject and the text if needed, then click “Jetzt an … senden” (Send to … now).

Why is a button grey?

  1. A grey button is locked because something is still missing.
  2. The reason is shown right next to it, for example “Bitte zuerst einen Kunden wählen” (Please choose a customer first), usually with a link to the right place.
  3. Fill in what is missing. The button then turns coloured and can be clicked.

Where do I set the country and VAT?

  1. Open “Firma & Aussehen” (Company & appearance) in the menu.
  2. In the section “Land, Währung und Mehrwertsteuer” (Country, currency and VAT), choose the country and the VAT rate and enter your VAT number.
  3. Save. The country determines the currency, the VAT rate and whether the app says “Offerte” or “Angebot” (both mean quote).

How do I invite my staff?

  1. Your invitation code is at the bottom of “Firma & Aussehen” (Company & appearance).
  2. Give the code to your staff.
  3. They sign up with Meldhafen, choose “Ich wurde von meiner Firma eingeladen” (I was invited by my company) and enter the code.

How do I write a reply to a customer with Meldhafen?

  1. Tell Meldhafen what your business knows: a question customers often ask, and your answer to it.
  2. Enter a customer enquiry, pick your matching answer and let Meldhafen write a draft reply.
  3. Read the draft, change it if needed and approve it. Only then does anything go to the customer.

What does the pilot (“Lotse”) do?

  1. The pilot is the ship's wheel at the bottom right. It shows you step by step where to click.
  2. It highlights the right button and explains in one sentence what to do. “Weiter” (Next) takes you to the next step.
  3. If you get stuck, it quietly offers help. You can switch that off at any time.
  4. It does nothing without you: nothing goes to customers before you have sent it yourself.

Is your question not listed?

Write to us.

We will reply by email. Once you are signed in, you can also reach us via “Feedback” in the app.

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