Issue an order confirmation (Auftragsbestätigung)

Note: In the Invoicing module, the confirmation document is called the Offer Confirmation (the create dialog describes it as "Confirms an accepted offer."). When you want to acknowledge an accepted offer before billing, this is the document you create. German-speaking installers who expect an Auftragsbestätigung use this same Offer Confirmation, and any aufschiebende Bedingungen go in its endnotes. For the full walkthrough, see the "Issue an offer confirmation" page; this page covers the same surface from the deal-acknowledgement angle.

The Offer Confirmation bridges accepted offer and first invoice. Reonic generates it from the accepted offer, numbers it from your offer-confirmation prefix, files it in the project's document group, and lets you Issue and Send it. It carries line items but no money: no payment status, no Skonto, no payment QR code.

Before you start

• The offer must be accepted or signed, digitally or on paper. Offer confirmations are generated against accepted variants, not drafts.
• Configure your Issuing details first. Until they are set, document creation is blocked, the same gate as invoices.
• You create offer confirmations yourself in the Invoicing module: create the document, then Issue and Send it.
• Any workspace can create offer confirmations, regardless of issuer country. (Invoices, partial invoices, and credit notes are limited to certain countries; offer confirmations are available everywhere.)

When the offer confirmation is generated

The offer confirmation is available after acceptance. It does not exist while the offer is still pending or being signed. The lifecycle:

1. Offer pending acceptance. No offer confirmation yet.
2. Offer accepted or signed (digital or on paper). The offer confirmation becomes available to generate.
3. Offer confirmation generated. Numbered, locked, rendered as a PDF, and filed in the project's document group.
4. Offer confirmation sent. The customer receives it.
5. First invoice or partial invoice. Invoicing starts; the offer confirmation precedes the invoice in the document group.

The offer confirmation does not replace the signed offer. The signed offer is the contract; the offer confirmation is the formal acknowledgement of that contract. If a customer ever says "that's not what I agreed to", you resolve it against the signed offer, not the offer confirmation.

Generate an offer confirmation

Create offer confirmations in the Invoicing module. The flow is Draft, then Issue, then Send, the same lifecycle as every other document:

1. Open the Invoicing tab and click New in the top right. The Create new document dialog opens.
2. (Optional) Pick the Contact or project the document belongs to.
3. Under "What do you want to create?", pick Offer confirmation.
4. (When picked under a project) The Option to import and Line item grouping dropdowns appear, the same as for invoices. Use them to auto-fill the line items from a signed or unsigned offer.
5. Click Create. The document opens in the document editor in Draft status (the same shape as the invoice editor: line items, rebates, locale, footer, without Skonto, payment status, or a QR code).
6. Review and edit the content while it is in Draft. The data is pre-filled from the offer you imported.
7. Click Finalize in the editor header. The Review and finalize offer confirmation dialog opens.
8. Click Issue offer confirmation. The document gets the next number from your offer-confirmation prefix and the PDF is locked.

If you have already issued an offer confirmation and need a duplicate (or want to spawn the invoice from it), the Duplicate into type action is the cleanest path; see How offer confirmations relate to invoices below.

The document is now ready to send.

Send the offer confirmation to the customer

You send the offer confirmation yourself:

1. Open the issued offer confirmation in the editor.
2. Click Send via email.
3. Adjust the recipient, subject, or message text if needed.
4. Click Send.

The customer receives the email and the document is marked as sent.

Numbering and offer-confirmation prefix

Offer confirmations carry their own number sequence, independent from invoices, partial invoices, and credit notes. Configure the prefix in your Issuing details.

To set the starting number for the sequence, open Settings > Company settings > Invoicing > Issuing details and edit the row for the document type you are configuring (Offer Confirmation, Invoice, Partial Invoice, Credit Note). Each row has two fields: a prefix (for example OC- or INV-2026-) and a next number (the integer Reonic assigns on the next document, for example 0001, or 4500 if you are continuing a sequence you carried over from a previous tool). Save, and the next document of that type uses the configured prefix plus number; the counter increments by one per issue. Setting the next number is the standard path when you are carrying a running sequence over from another tool: set it once, then Reonic increments from there.

Typical numbering:

• OC-2026-0001: first offer confirmation of the year.
• AB-2026-0001: for the German market if you want the Auftragsbestätigung abbreviation as the prefix (the prefix is free text; the document type is still Offer Confirmation).
• CONF-2026-0001: generic.

The number is assigned at Issue / Finalise time and is unique within your workspace. Each number is used once. If you void an offer confirmation, the next one takes the next number and the voided number is not reused.

What the customer sees on the PDF

The offer-confirmation PDF mirrors the offer's content in confirmation framing. Typical content:

• Header. Your company logo, your contact details, the customer's address.
• Offer confirmation number and date.
• Reference to the offer (offer number, acceptance or signature date).
• Line items. The components from the confirmed variant.
• Total. Matching the offer's total, including any optional components the customer selected.
• Delivery or installation date. If known and configured to render.
• Payment terms. Typically a reference to forthcoming invoices.
• Footer. Bank details, legal text (optional).

The PDF layout follows your workspace's template for your issuing country. You can edit the memo and reference text per offer in the editor; broader layout changes happen at the template level, so ask your Reonic account manager if you need the layout customised.

Editing an offer confirmation

Offer confirmations behave like invoices for editing:

• Draft status. Editable.
• Issued or Sent status. Read-only. The number, the PDF, and the data are all locked.

To change a sent offer confirmation, you have two paths:

1. Void it (see Void an offer confirmation below).
2. Generate a new one alongside it (same project, new number), then tell the customer the new one supersedes it.

Void an offer confirmation

If an offer confirmation was issued in error (wrong customer, wrong total, wrong project), void it:

1. Open the offer confirmation in the Portal.
2. Click Void offer confirmation.
3. Confirm.

The offer confirmation gets a void watermark, becomes inactive in the document group, and its number is not reused (the next offer confirmation gets the next number).

Voiding is your action to take. If the customer already received the document, message them separately, since voiding does not notify them. The same applies when a deal falls through after acceptance: void the offer confirmation yourself if you want the record to reflect it.

How offer confirmations relate to invoices

The offer confirmation precedes invoicing. The typical flow:

1. Offer accepted. Offer confirmation generated and sent.
2. Installation starts. Partial invoice 1 (deposit / Anzahlung).
3. Installation progresses. Partial invoice 2 (Zwischenrechnung).
4. Installation complete. Final invoice.

The offer confirmation is a courtesy document that confirms the deal before money changes hands. It says "we received your accepted offer", where an invoice says "please pay this amount". The offer confirmation stays out of the outstanding-balance calculation, and your connected accounting tools (Lexoffice, Sevdesk, Bexio) receive your invoices and credit notes, not offer confirmations.

Convert an offer confirmation into an invoice

Once the customer is ready to be billed, convert the issued offer confirmation rather than re-keying it:

1. Open the issued offer confirmation.
2. Use the Duplicate into type action and choose Invoice.
3. Reonic creates a new Invoice draft pre-filled with the same line items, rebates, currency, and locale, so the totals match without re-keying.
4. Review the draft, then Issue and Send the invoice the usual way.

Things to know

• Offer confirmations only exist after acceptance. Pending or expired offers do not have one. The document is generated against an accepted variant.
• They live in the project's document group. Offer confirmation, signed offer, partial invoices, final invoice, credit notes: all in the same container, with consistent customer data and project reference.
• Numbering is independent from invoices. Offer confirmations use the OC- (or your configured) prefix; invoices use INV-; partial invoices use PA-; credit notes use CN-. Configure each prefix in your Issuing details.
• You create them yourself. Offer confirmations are created in the Invoicing module (Draft, then Issue, then Send). They are not created or sent automatically on acceptance.
• Offer confirmations are not sent to your accounting tools. Only invoices and credit notes push to Lexoffice, Sevdesk, or Bexio.
• The customer does not sign the offer confirmation. It is an acknowledgement, not a contract. The signed offer is the contract.
• Available in every country. Any workspace can create offer confirmations regardless of issuer country. (Invoices, partial invoices, and credit notes are available for DE, AT, CH, FR, UK, Jersey, and French overseas territories; offer confirmations are available everywhere.)
• The signed offer is itself a confirmation document. Some installers skip the separate offer confirmation entirely, and since you create it yourself, skipping it simply means not creating one for the project. The offer confirmation is a belt and braces document for markets or customers who expect a formal confirmation after acceptance.
• Country-specific templates apply. The offer-confirmation PDF respects country-specific tax rules and templates the same way invoices do. The editor is the same in every country; the rendered PDF differs.
• Custom legal conditions go in the free-text Endnotes field. Suspensive or precedent conditions (the aufschiebende Bedingungen you would put on an Auftragsbestätigung) go in the Endnotes field (German: Endnoten) at the bottom of the editor as plain free text that renders below the document body.
• Text fields autosave and lock at Issue. The free-text fields (description, memo, and Endnotes) save automatically about a second after you stop typing, so there is no Save button. They stay editable while the document is in Draft and lock along with the rest of the document once it is Issued.

Note: The email carries the Reonic-rendered PDF. To send your own terms PDF, a datasheet, or a site photo alongside an offer confirmation, send it to the customer separately.

Note: Archive works on Draft or Voided offer confirmations. To take an Issued one out of your default list view, Void it first, then archive the voided document. Archiving a whole Document Group cascades to every non-archived, non-deleted document inside it (the offer confirmation included) using a shared timestamp, and Restore group inverts that cascade by the same timestamp. Documents you archived on their own before the group action keep their earlier timestamp and stay archived when the group is restored.

Need help?

• Step-by-step questions about this flow → contact your Reonic account manager.
• Feature requests or something missing → drop a note to your account manager.
• Bug reports → include a screenshot and the URL where it happened in your support email.

Last updated on August 4, 2026