Frequently asked questions

In short: here you find short, simple answers about Klar-ID – from the workshop to POS and e-invoicing to Veloconnect. Each answer comes with an article in the blog and the matching feature page.

Basics

What is cloud-based software and what are its benefits?

Cloud-based software does not run on your own server in the shop but at the provider, over the internet. You open Klar-ID in the browser and get started right away, without installing a program. For you this means: no local server, no maintenance effort for installation and upkeep, and no VPN to work from outside. All you need is a device with a browser and an internet connection – in the shop, in the workshop or on the go. More in the article Cloud-based software explained and on the features page.

Can I use Klar-ID on my phone, iPad and computer?

Yes, Klar-ID works on smartphone, iPad/tablet and computer. You decide which device suits the moment: the computer at the counter, the tablet in the workshop or the smartphone when you want to quickly check an order or an item. Because Klar-ID is cloud-based, you only need a browser and an internet connection, no local server and no VPN. More in the article Klar-ID on phone, iPad and computer and on the features page.

Workshop

What is a workshop order?

A workshop order is the digital order for a repair or a service. In Klar-ID it brings together customer, bike, work, spare parts and progress in one place. It goes through four steps: intake, cost estimate, repair and completion. Your team sees the status at any time, for example «In progress», «Waiting for part» or «Clarification». After pick-up, the work stays in the bike's service history. More in the article Managing workshop orders digitally and on the workshop orders page.

How do I see that an order is waiting for a part?

From the status of the order: as long as a required part is missing, the workshop order shows «Waiting for part». So in the morning you see straight away which bikes are ready and which are still waiting. Your team can also set the status themselves, for example to «In progress» or «Clarification». You add missing parts from the order to the cart and order them from the supplier; the link to the order is kept. More on the workshop orders page.

Customers and bikes

What is a bike record?

The bike record holds the data of a bike: brand, model, frame number and further vehicle data. In Klar-ID it is linked to the customer and the service history. Every completed workshop order stays with the bike, so on the next visit you see right away what was done last. You find the bike by searching for customer name, brand, model or frame number. More in the article Customers and bikes at a glance and on the customer & bike management page.

Can a customer have several bikes?

Yes. You assign as many bikes as you like to a customer, for example the family fleet or a second bike. Each bike has its own bike record with brand, model and frame number and its own service history. This keeps the work cleanly separated, and in a new workshop order you simply pick the right bike. More on the customer & bike management page.

Quotes and invoices

What is a cost estimate?

A cost estimate is a quote before the repair. In Klar-ID you put together the planned work and parts in the workshop order, and the customer receives the quote for approval. If the repair shows that more needs to be done, the customer can approve or decline extra costs beyond the agreed limit. After the work you create the invoice from the same order. More in the article From quote to invoice and on the workshop orders page.

Do I have to re-enter everything for the invoice?

No. The invoice is created directly from the workshop order or sale. Work and parts in the order are invoiced without entering them again. You complete the order, create the invoice and record the payment. Income and expenses then appear in the cash book and can be exported for your accountant and bookkeeping. More in the article From quote to invoice and on the POS & cash book page.

Stock

What do On hand, Reserved and Available mean?

These are the three quantities Klar-ID shows for every item in stock. On hand is what is in stock. Reserved is what is already set aside. Available is what is still free of it. In addition, every item has a status: «Available», «Low stock» or «Not available». In the same list you also see the net purchase price and the gross selling price. More in the article Stock management and on the stock management page.

Does a CSV import overwrite my stock?

No. The import via CSV or XLSX updates existing items by item number but leaves on hand, reserved and selling price unchanged. Before importing, a preview shows you which items will be created and which will be updated. Only then do you apply the data. So you can extend item lists without losing your counted stock. More on the stock management page.

Purchasing and Veloconnect

What is Veloconnect?

Veloconnect is a standard for data exchange between bike retailers and suppliers. In Klar-ID you use Veloconnect 1.4 with participating suppliers for item, price and availability queries, order transmission and Stock B2B. Instead of opening each supplier's portal and typing orders, you check item, price and availability directly from the cart and send the order from there. An order is always triggered by someone in your team. More in the article What is Veloconnect? and on the integrations page.

Are orders placed automatically?

No. An order is always triggered by someone in your team – so you stay in control of quantities and costs. Klar-ID collects the demand from orders and sales in the cart, sorted by supplier. You check the cart and place the order, with participating suppliers directly via Veloconnect. If a supplier delivers only part of it, the open quantity stays on the original order; nothing is reordered automatically. More in the article Ordering parts from suppliers and on the ordering & purchasing page.

POS

What is a cash book?

A cash book is a list of your income and expenses, from the inner tube you sold to spending on workshop supplies. In Klar-ID the cash book is included in Bikeshop and works without external fiscalisation. You complete an order or sale, create the invoice and record the payment; the entry then appears in the cash book. You can export the data for your accountant and bookkeeping. More in the article Cash book in the bike shop and on the POS & cash book page.

What are Kasse Cloud TSE and SoftPOS?

These are two add-on services for taking payments directly in the shop. Kasse Cloud TSE offers POS functions with fiscalisation via a cloud TSE and costs CHF 15 / EUR 15 net per month. SoftPOS turns your smartphone into a card terminal for contactless payments; you get the price on request. Both are aimed at bike shops in Switzerland, Germany and Austria; we discuss with you which functions are included in your country. More on the POS & cash book page.

What is a TSE?

TSE is the German abbreviation for a technical security device. It secures the data of a cash register so that you can later trace what was booked when, and it is part of cash register fiscalisation in Germany. It exists as a device, for example a module on the register, or as a cloud TSE, where the securing runs online. In Klar-ID you take payments with fiscalisation using the Kasse Cloud TSE add-on service (CHF 15 / EUR 15 net per month); the cash book in Bikeshop works without external fiscalisation. More in the article What is a cloud TSE? and on the POS & cash book page.

E-invoicing

What is an e-invoice?

An e-invoice is an invoice in a fixed, machine-readable format that a program can read in directly. Unlike a PDF, sender, recipient, line items and amounts are in a fixed structure, so nobody has to type them. Klar-ID creates and receives e-invoices in the XRechnung and ZUGFeRD formats based on the European standard EN 16931. You write your invoice as usual from the order or sale. More in the article What is an e-invoice? and on the integrations page.

Communication and appointments

How does the customer find out that their bike is ready?

You notify the customer directly from the workshop order as soon as the bike is ready for pick-up. Because communication is attached to the order, everyone in the team sees what was discussed with the customer. The customer also approves quotes and extra costs via the order. This saves questions like «Is my bike ready?» and phone calls in the middle of work. At pick-up you complete the order. More in the article Keeping customers informed and on the workshop orders page.

Do my customers have to call for an appointment?

No. With appointment booking your customers see which slots are free and choose a slot for service or repair themselves – no call and no message chain. Appointment and bike are then attached directly to the workshop order, so you see right away what is coming up. That means fewer questions and fewer calls when both hands are under the bike. More in the article Keeping customers informed and on the appointment booking page.

Klari and tax folder

What is the tax folder?

The tax folder is an area in Klari, the digital document archive of Klar-ID. There you compile income and expense receipts by period and document type and see a monthly and yearly document overview. This makes it easier to spot missing documents, and you provide the documents for bookkeeping and tax advice in one go. Klari is a separate, paid add-on service, prices on request. More in the article What is the tax folder? and on the Klari page.

What is GoBD?

GoBD is a German abbreviation for rules on digital bookkeeping and the retention of records. In Switzerland the comparable basis is called GeBüV, in Austria BAO. With the receipt archive in Klari you file invoices and receipts for these three countries in an orderly way and find them again quickly. Which obligations apply to your bike shop is something to clarify with your tax adviser; Klar-ID does not replace tax or legal advice. More in the article What is GoBD? and on the Klari page.

Price

What does Bikeshop cost?

Bikeshop costs CHF 29 / EUR 29 net per month. It includes workshop orders, customer and bike management, stock, ordering, quotes, invoices and cash book. The first 30 days are free once you have fully completed registration and added a payment method. After that, Bikeshop can be cancelled monthly. Add-on services such as Kasse Cloud TSE, SoftPOS and Klari are not included and cost extra. All details are on the pricing page.