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Guide

Etra Atlas step by step.

Every area as it is called in the menu. Click an area to open it.

Getting started

Sign-inHow to sign in with your company code, password or passkey and a second factor.

Every company has its own portal in Etra Atlas. The way in is the company code: six letters and digits that you receive from your company's Atlas administrators. Upper and lower case do not matter.

How it works

  1. Open etrabase.com and choose “Sign in”. In the apps, Atlas asks for the company code the first time you start them.
  2. Enter the company code. With “Remember on this device” you skip this step next time.
  3. Sign in with your email address and password, or choose “Sign in with a passkey”.
  4. Confirm with the second factor: the 6-digit code from the email, the code from your authenticator app or the confirmation in the app on your iPhone.
  5. The first time, read and confirm the terms of use and the privacy information.

Atlas then opens your start page. Accounts are always created by your company; you cannot register yourself. Administrators sign in to Administration with a passkey, because administration rights only apply after signing in with a passkey.

Set up AtlasThe guided setup for administrators: companies, invoice details, recognition and team.

After you order, Atlas guides the first administrator through the setup step by step. A small button at the top right opens “Set up Atlas” at the first open step and shows the progress until everything is done.

How it works

  1. Sign in with a passkey. If you sign in with a password, Atlas only shows the step “Sign in with a passkey”, because Administration only opens after signing in with a passkey.
  2. Under “Your companies”, create all the companies for which Atlas should accept documents.
  3. For each company, enter the address, tax and bank details and the settings for invoices. These details will later appear on every invoice.
  4. Check the document recognition and, with the app add-on package, the steps for Finance, Inventory, and working time and public holidays.
  5. Invite your team under “Colleagues”.

Everything is saved automatically. You can close the setup at any time and continue later at the same point. Anything you enter directly on the pages of the individual areas also counts as done.

Documents and mail

MailroomAll documents arrive here, are read and wait for review.

The Mailroom is the entrance to Atlas. Accepted are PDF, Word, photos as JPG or PNG and e-invoices as XML, up to eight files at once and up to 30 MB per file. Atlas reads every document, including scans without a text layer, pre-fills the fields and suggests company, folder and project with a reason.

How it works

  1. Open “Mailroom” in the menu.
  2. Drag the files onto the area “Drag documents here or click”, or click it and select them.
  3. Wait until processing has finished. The document then appears under “For review”.
  4. Click the document to review and file it.

For confidential documents there is “Upload to protected folder”: company and folder are then fixed, and only people with permission for that folder see the documents. Anyone with write permission may upload and review. Atlas recognises the same file again and does not file it twice.

Review a documentCheck and correct the extracted details, then file, forward or discard the document.

The review view shows the document on the left and the “Reviewed details” on the right: company, folder, project, sender, title and the folder's fields, such as document date, due date, amounts, invoice number and IBAN. All reviewers work on the same stack; Atlas shows who is currently working on which document.

How it works

  1. Check the suggested company and folder and change them if necessary.
  2. Click into a field and highlight the matching passage in the document. The text goes into the field, with dates and amounts formatted correctly straight away.
  3. Tick “Learn from my correction” if Atlas should remember your assignment.
  4. Choose “File”. The document goes to the Archive.

Instead of filing, you can send the document to people or departments with “Forward to Inbox”, or place it on a board as a card with “Add to Workflow”. For invoices, “Discard” requires a reason. Atlas only learns as a suggestion: nothing is changed silently, not even on documents that have already been filed.

E-invoicesReceive XRechnung and ZUGFeRD: Atlas reads them from the XML without AI and locks the original against deletion.

You upload e-invoices in the Mailroom like any other document: as an XML file (XRechnung) or as a PDF with embedded XML (ZUGFeRD, Factur-X). Atlas detects the format and profile itself, reads all details directly from the XML and creates an easy-to-read PDF version. No AI is needed for this.

How it works

  1. Upload the file in the Mailroom.
  2. Open the review. The “E-invoice” box shows the format, classification, checksum and the result of the check against the rules of XRechnung and EN 16931.
  3. Check the suggested company and folder and file the invoice.

Atlas stores the original unchanged with a checksum and locks it against deletion for eight years. In the Archive, a padlock indicates the lock. The XML file is authoritative; the readable version is kept alongside it. With the app add-on package, you create your own invoices as ZUGFeRD or XRechnung in the “Invoices” area.

InboxYour personal list: forwarded documents, approvals, leave requests and reminders.

Everything that is waiting for you lands in the Inbox: forwarded documents, approval requests from the Workflow, payment approvals and payment reminders from Finance, leave requests, sick notes and payroll runs for approval. The number on the menu item shows how much is open. Everyone only sees entries addressed to them or their department, and those they sent themselves.

How it works

  1. Open “Inbox” in the menu.
  2. Click an entry. If it has a document, you see the document on the left and the history, details and notes on the right.
  3. Choose “Apply” so that others can see you are taking care of it.
  4. Decide with “Approve ✓” or “Reject ✗”. Anyone who rejects gives a reason.
  5. Close finished items with “Done”, or release the entry again with “Put back”.

The same buttons appear in the row and in the opened entry. The urgency High is shown in yellow, Urgent in red. Only people with the “Approval permission” tick for the company may approve. With “Show done items” you also see completed entries.

ArchiveSearch, view, download and pass on all filed documents.

The Archive holds all filed documents, organised by company, folder and month. You only find documents from companies and folders for which you have read permission. Protected folders need their own permission.

How it works

  1. Open “Archive” in the menu and search in the “Search & filters” or “AI search” tab.
  2. Click a result. The preview appears next to the list.
  3. Choose “Open” or double-click to see the full view with all details, notes and the log.
  4. There, use “Edit”, “Forward”, “Add to Workflow” or “Download”.

“Download” gives you the PDF with your annotations, “Download original” the unchanged file. You may make changes with the folder's edit permission, and delete only with delete permission. Deleted documents go to the Trash. Atlas records downloads and exports in a separate access log.

Document viewHighlight and copy text, draw on the document and leave notes on it.

Review, Archive, Inbox and Workflow cards use the same view for documents. You can highlight and copy text even on scans, jump to search results and add annotations to the document.

How it works

  1. Highlight text with the mouse and choose “Copy” or, in the review, “Insert into the active field”.
  2. Use “Previous match” and “Next match” to jump between the places your search found.
  3. Choose the pen to draw on the document, or write text on it. You set the colour and line width next to it.
  4. Write a note under “Notes on the document” and choose “Save note”.

Annotations do not change the original: when you download, they are included in the PDF, and the original is kept alongside. Notes and the log stay with the document, from the Mailroom to the Archive. The log shows who uploaded, reviewed, forwarded and filed the document. If highlighting does not work, “Rebuild text layer” helps.

TrashRestore deleted documents; permanent deletion only after the retention period has expired.

Deleted documents do not disappear immediately. They are kept with their files in the Archive's Trash, with the folder, the deletion date and the name of the person who deleted them.

How it works

  1. Open the Archive and choose “Trash”.
  2. Find the document in the “Deleted documents” list.
  3. Choose “Restore”. The document is back in its place in the Archive.

Anyone who may delete in the folder may restore. Only administrators may delete permanently, confirmed with their passkey. As long as a retention period is running, such as the eight-year deletion lock for e-invoices, this is blocked too. Every deletion is recorded in the audit log.

Search and Atlas AI

Archive: search and filtersFind documents by words, numbers, company, folder and period.

The keyword search in the Archive searches titles, senders, invoice and customer numbers, IBANs, the fields and the full text of the documents, including scans. It finds the usual spellings and forms: Müller, Mueller and Muller; Rechnung and Rechnungen; 1500 and 1.500,00.

How it works

  1. Open the Archive and the “Search & filters” tab.
  2. Enter words or numbers. All words must appear; in quotation marks, Atlas searches for the exact phrase.
  3. Narrow down with “Company”, “Folder”, “From” and “To”. “From” and “To” refer to the document date.
  4. Switch between “List” and “Tiles” if needed.

Dates work in any common format, such as 15.01.2026, 15 January 2026 or November 2025. If the search finds nothing, it suggests similar spellings; “Try AI search” passes the term to the AI search. “Reset filters” clears all entries.

Archive: AI searchAsk questions in your own words and get the answer with the passages it is based on.

The AI search understands questions and descriptions in your own words, such as “When was the heating last serviced?”. It answers in full sentences and shows the results alongside, each with the passage in the document. It also searches for synonyms and time periods. The AI runs on Etra's own servers or on your own server.

How it works

  1. Open the Archive and the “AI search” tab.
  2. Describe what you are looking for, using at least three characters, and press Enter or “Search”.
  3. Open a result. The passage is highlighted in the document.

The “Relevance” figure shows as a percentage how well a result matches. A filter on a folder also applies to the AI search. If it finds nothing, “Go to filter search with these terms” passes your question to the keyword search. The AI search only finds documents that you are allowed to read, and is part of the basic package.

Atlas AIThe assistant in the system: searches the Archive, answers questions, creates tasks and produces documents.

Atlas AI is a chat that works alongside you in Atlas. It searches the Archive, answers questions about open payments and Workflow tasks, creates tasks and produces PDF and Word documents, including from Paragraf templates. Whatever is not in Atlas, it looks up on the internet, reads the best results itself and names the sources. It shows every step it takes.

How it works

  1. Open “Atlas AI” in the menu.
  2. Write your question or request in the field and choose “Send”. With “Attach file” you add a file.
  3. Switch on “Thorough” if Atlas AI should think longer before answering.
  4. Click one of the suggested buttons below the answer to ask a follow-up question.

With “Voice mode” you speak instead of typing, and “Read aloud” reads answers out. For dictation, Atlas uses your browser's speech recognition, which works best in Chrome or Edge. Atlas AI only works with your rights. AI answers can contain mistakes; check important results. Atlas AI is part of the app add-on package and is available to administrators and accounts with the “Atlas AI” permission.

Atlas AI: conversations and memoryPick up earlier conversations and let Atlas AI remember lasting preferences.

Atlas AI saves your conversations so that you can continue them later. It also remembers lasting preferences, such as how answers should look or who the contact person is at a customer. Only you can see these notes. Atlas AI never remembers passwords, account numbers or card numbers.

How it works

  1. Open Atlas AI. Your previous conversations are in the list.
  2. Click a conversation to continue writing, or choose “New conversation”.
  3. Tell Atlas AI what it should remember, for example “Always answer me in three sentences”. Atlas then shows “Remembered”.
  4. Open “Memory” to view, change or delete remembered notes.

“Undo” on a remembered note removes the addition from that answer again. You rename conversations with ✎ and delete them individually or all at once. Whatever Atlas has remembered from a conversation stays in its memory until you delete it there.

Atlas AI (button at the bottom right)The small button at the bottom right explains pages and buttons and carries out permitted tasks.

Next to the chat button at the bottom right, a small button opens Atlas AI on every page. It explains what a page or a button does, shows the relevant place on the screen and carries out permitted tasks, above all in the Workflow.

How it works

  1. Click the Atlas AI button at the bottom right.
  2. Ask in your own words, for example “Where do I create a new user?” or “What does this button do?”.
  3. If Atlas AI is to do something, it first shows the plan highlighted in blue on the page.
  4. Check the plan and choose “Accept”. Only then is anything saved.

The button only works with your rights. It is available to administrators and accounts with the “Atlas AI” permission if the app add-on package is booked. For faults or questions about your contract, you can reach us via the contact form.

Finance and invoices

FinanceWhat your companies pay to whom: from filed invoices, by week, month or year.

In Finance, filed invoices automatically become payments, and credit notes are offset against them. On top of that come your own entries, one-off or recurring. Every payment has a status: open, overdue, paid or expected.

How it works

  1. Open “Finance” in the menu and choose week, month or year and the company.
  2. Group with “By payee” or search for a payee.
  3. Record payments without an invoice with “Add entry” or “Recurring payment”.
  4. Set completed payments to “Paid” or request an approval.
  5. Download the list with “Download as CSV (Excel)”.

For recurring payments, Atlas expects every due date and shows when a document is missing. Your own entries are linked to the matching invoice instead of being counted twice, and possible duplicate invoices are flagged. Foreign currencies are shown separately from the euro balance. Finance is visible to anyone with the Finance permission for a company, and only for those companies. Finance is part of the app add-on package.

Approve paymentsApprove payments in the Inbox with a passkey before anyone executes them.

Whoever prepares a payment requests the approval in Finance. Only people with the “Approval permission” tick for the company may approve; above an amount set by your company, a second approval is needed. The approval itself does not move any money yet.

How it works

  1. In Finance, choose “Request approval” on the payment.
  2. The approvers receive a “Payment approval” in their Inbox, with payee, amount, IBAN, due date and invoice.
  3. The approver checks it and chooses “Approve” with their passkey, or “Decline” with a reason.
  4. In Finance, the payment then shows as “Approved, ready for payment” and is executed or recorded as paid.

If a payment is due soon, an entry in the Inbox reminds you. If the deadline expires today, “Deadline under 24 hours” appears in yellow; if it has passed, in red. Whoever made the request can take it back with “Withdraw” as long as nothing has gone to the bank. If the approver does not have a passkey yet, they create one directly in the dialog.

Bank connectionsSend approved payments to the bank via EBICS and fetch bank statements.

Under Administration, “Bank connections”, administrators connect Atlas to your company's bank via EBICS. Approved payments can then be sent to the bank directly from Atlas, and bank statements can be fetched. If a bank does not offer EBICS, Atlas creates a SEPA transfer file for online banking instead.

How it works

  1. Create a bank connection for each account, with the EBICS access details from your bank.
  2. Set up a separate EBICS user for each person with payment rights.
  3. Set up the keys and have your bank activate the access.
  4. Execute approved payments with “Execute payment” and confirm with your passkey.

For EBICS you need a corresponding contract with your bank. Every payment needs an approval first; the SEPA file is only available with approval permission and within the company's daily limit. Only administrators can see this page.

InvoicesWrite your own invoices, including as e-invoices, then issue and send them.

In the “Invoices” area you write outgoing invoices as PDF, as ZUGFeRD or as XRechnung in CII or UBL. Before issuing, Atlas checks the invoice with the same rules as on receipt. Invoice numbers run consecutively per company.

How it works

  1. Open “Invoices”, the “Outgoing” tab and “New invoice”.
  2. Choose the invoicing company and the customer, or create one with “New customer”.
  3. Enter the invoice date, service, payment terms and, with “Add item”, the line items.
  4. On the right, check the totals, the “Check before issuing” and the preview.
  5. Choose “Issue”. Then send the invoice by email from Atlas or download it.

For invoices to public authorities, Atlas checks the Leitweg ID. Issued invoices are cancelled or corrected, no longer changed. Under “Quotes” you create quotes and order confirmations, under “Orders” interim and final invoices, under “Series” recurring invoices, for example for rent or maintenance. You maintain customers and items under “Master data”. Invoices are written by anyone who has “Create invoices” for the company.

Invoices: open items and dunningKeep track of unpaid outgoing invoices, record payments and send reminders.

“Open items” shows all unpaid outgoing invoices on a reference date, grouped by due date, with the days past the deadline and the last reminder. From this, “Dunning” suggests the next stage: friendly reminder, 1st payment reminder or 2nd payment reminder, with default interest and a flat-rate fee.

How it works

  1. Open “Invoices” and the “Open items” tab.
  2. Record incoming payments directly on the invoice.
  3. Switch to the “Dunning” tab and check the suggested reminders.
  4. Create the reminder and send it.

Each reminder gets its own number and is shown on the invoice. Whether a GiroCode for the transfer appears on the invoice and how dunning is calculated is set by administrators for each company under Administration, Companies, in the “Invoices” tab.

Financial statementsBWA, annual accounts or cash-basis profit statement from the data Atlas already has.

Under “Financial statements”, Atlas creates the BWA for a month with a short-term income statement, prior-year comparison and account statement. In addition, there are the annual accounts under HGB or, for profit determination under § 4 Abs. 3 EStG, the cash-basis profit statement (EÜR). They are based on your documents, invoices and payments in Atlas.

How it works

  1. Open “Financial statements” in the menu and choose the company and period.
  2. Answer the questions on the left, for example about account balances, stock or loans. Many come with a suggestion and its source.
  3. Click a line in the preview to see which postings make up the figure. For expenses, you can change the account.
  4. Generate the PDF. It is then in the “Archive” tab.

On the right, Atlas AI answers questions about the figures and suggests accounts and values; only what you tick and confirm is applied. You maintain the fixed asset register in the “Fixed assets” tab. For your tax adviser, Atlas creates a posting batch in DATEV format with the documents as a ZIP. Financial statements are used by administrators and anyone with the Finance permission.

Collaboration

WorkflowTasks as cards on boards, personal and for the team.

The Workflow arranges tasks as cards in columns. Everyone has a personal board; there is also the team board and further boards, for example per project, with their own members. Cards have a title, description, due date and assignees and can be linked to documents, notes and files.

How it works

  1. Open “Workflow” in the menu and choose the board at the top.
  2. Create a new card in a column.
  3. Click the card, set the description, “Due on” and “Assigned to”, and choose “Save”.
  4. Drag the card to the next column when its status changes.

You place documents from the Mailroom and Archive on a board as a card with “Add to Workflow”. Double-clicking a card opens the quick actions. At the top you can see who is currently working on the board. Administrators create new boards; board admins can also maintain titles and columns. Every move is recorded in the board audit.

Workflow: request approvalSend a card or a document for approval; the card moves on automatically.

If a task needs another person's consent, you request an approval on the card. The people responsible find the request in their Inbox. The card moves automatically into the columns set up for the board's approval process.

How it works

  1. Open the card in the Workflow.
  2. If needed, choose the company under “Company for the approval…”.
  3. Write a “Note for the approval request” and choose “Request approval”.
  4. The approver decides in the Inbox with “Approve ✓” or “Reject ✗” and gives a reason when rejecting.

The name and date of the decision are shown on the card. If it is rejected, you receive feedback in your Inbox and can try again with “Request approval again”. Only people with approval permission for the company may approve.

To-doYour personal list for today and tomorrow, at hand on every page.

The to-do list opens as a panel from the right, on every page. Your lists for today, tomorrow and done items are also columns of your personal board in the Workflow. Under “Assigned to me and due” you see cards that others have assigned to you.

How it works

  1. Click “To-do” at the bottom of the sidebar, or press the N key outside input fields.
  2. Type a task or note and press Enter. With “For tomorrow” it goes on the list for tomorrow.
  3. Tick off what is done, or move it on with “Move to tomorrow”.
  4. Open your personal board with “Open full board”.

Unfinished items from the previous day appear under “Still due”. You set the names of the lists and the change of day under “Settings”. If you do not use the list, hide it under “Your account”, “Customise menu”.

ChatOne-to-one and group chats, channels, files and mentions within your own team.

The chat connects your team within Atlas: one-to-one and group chats, channels with subchannels, replies in threads, files, reactions and mentions. The round button at the bottom right opens your chats on every page; up to three stay open as small windows, even when you change page.

How it works

  1. Open “Chat” in the menu and choose “New chat or channel”.
  2. Choose the people or give the channel a name.
  3. Write your message and send it. With “Attach file” you share files.
  4. Via “More actions” on a message you reply, edit or pin, or you choose “Add to Workflow”.

With “Do not disturb” and “Mute” you control when Atlas notifies you of new messages. Channels are managed by their owners and administrators. The chat is part of the app add-on package and is open to all office accounts.

Chat: calls and meetingsVoice and video calls with screen sharing, and meetings, including with external guests.

From any chat you can start a voice or video call, with screen sharing if you wish. Incoming calls appear on every page of Atlas. The call window can be made smaller, moved and collapsed into a bar so that you can keep working alongside.

How it works

  1. Open the chat and choose “Call” or “Video call”.
  2. For a fixed appointment, open “Meetings” at the top of the chat list and choose “New meeting”.
  3. Enter the title and duration, choose “Internal” or “External” and add guests.
  4. Choose “Schedule”. If you wish, an invitation with a link and calendar file is sent by email.

External guests do not need an account: they open the link, enter their name, check microphone and camera and wait until someone lets them in. During the call you can blur the background, pin people, react and raise your hand. Under “Past” you find earlier meetings with a transcript; one click opens the summary, questions and transcript.

ParagrafContracts and letters from templates: answer questions instead of editing text.

Paragraf turns Word files into templates. Whoever creates a document only answers questions, and the document writes itself alongside. Templates support yes/no clauses, gender forms, consecutive numbering, calculated fields and deadlines, appendices and a letterhead per company.

How it works

  1. Open “Paragraf” in the menu.
  2. At the top, under “What would you like to create?”, describe your document and choose “Create”. Atlas AI builds the draft.
  3. Or choose “Fill in” on a template.
  4. Fill in “Your details” on the left. The document takes shape on the right.
  5. Save it and output it as Word or PDF.

You create your own templates with “Import Word file” and mark the variable passages in the editor. Administrators set for each user whether they may only use templates or also edit or delete them. You find your saved documents under “Saved documents”. Paragraf is part of the app add-on package.

ProjectsProperties and construction projects per company, so that Atlas assigns documents to the right project.

Projects are a company's properties, sites or construction projects, with an address and short codes. If one of them appears in a document, Atlas suggests the project during review in the Mailroom. Projects are not Workflow boards; in TrackLiv they serve as the destinations of assignments.

How it works

  1. Open “Projects”; as an administrator, you find it under Administration.
  2. Choose “Create project”, the company and the project name.
  3. Under “Aliases / identifying features”, enter what Atlas uses to recognise the project in the text, such as the street and house number or an internal short code.
  4. Choose “Create”.

Projects are maintained by administrators and users with the “Project management” permission. During review, the suggested project can be changed or left empty at any time. There is no limit on the number of projects.

Staff and time

WorkonStart your own working day, record breaks and end the day.

With Workon you record your working time in the browser or in the app. Time is counted by the server's clock, not your device's. Workon records your location only when you start and end the working day, and only if you allow it; no movement profile is created.

How it works

  1. In the menu, open “Workon”.
  2. Select “Start working day”.
  3. For a break, select “Start break” and then “End break”.
  4. At the end, select “End working day”.

Under “My working times” you see your week. What Workon records is raw data: forgotten or wrong times are corrected only by the administration under “Time tracking”, always with a reason. Workon points out breaks that are too short and days over ten hours, but never deducts breaks automatically. Without location access the time still counts. Workon is part of the app add-on package.

Workon: Leave and sick reportsRequest leave and report sick; managers decide in the Inbox.

Leave requests and sick reports go through Workon. They are folded away under “More options” at the bottom of the page. The leave balance counts Monday to Friday, excluding the public holidays of your federal state.

How it works

  1. Open Workon and expand “More options”.
  2. For leave, choose “From” and “To”, add a note if needed and select “Request leave”.
  3. For a sick report, enter “Sick from” and “Expected until” and select “Report sick”.
  4. Attach the doctor's certificate as a PDF or image, or select “Scan with your phone”. A diagnosis does not belong on it.

The request lands in your manager's Inbox. There it is approved, declined or sent back with a request for changes; nobody decides on their own request. Until a decision is made, you can change it with “Edit request” or take it back with “Withdraw”. You hand in a missing certificate later with “Submit certificate”.

Time trackingWorking times and absences of all employees with target, actual and overtime.

“Time tracking” shows working times and absences by week, month or year: target, actual, overtime and, with permission, pay. Only here are times corrected, added or cancelled, always with a reason; the original values remain traceable.

How it works

  1. Open “Time tracking”; as an administrator, under Administration.
  2. Choose the period and “All employees” or one person.
  3. Select “Correct” on an entry or “Add entry” for a missing day, give the reason and save.
  4. For payroll, download “Report (CSV)” or “Individual entries (CSV)”. The files open in Excel.

You decide open leave requests with “Decide in the Inbox”. Administrators set the public holidays via the federal state. Administrators and people with the “Manage time tracking” permission see all times; managers see their own staff and decide on their leave.

HRThe personnel file for each employee: employment, pay, leave, sickness and documents.

The personnel file holds master data, employment, managers, pay, leave and sickness, and notes for each employee. The “Time tracking” overview uses these values to calculate target hours, overtime and pay, and Workon the leave entitlement.

How it works

  1. Open “HR” and select the employee.
  2. Under “Employment”, enter weekly hours, working days per week, leave days per year, the company and the manager.
  3. Under “Pay”, enter the hourly wage or monthly salary and the overtime rules.
  4. Under “Documents”, link contracts and certificates from the Archive.
  5. Select “Save personnel file” and confirm with your passkey.

Only administrators and people with the “Personnel files” permission see personnel files. Nobody can change their own file. A changed salary bank account is confirmed by a second person in the Inbox before the payroll run pays into it.

Payroll runCalculate a month's pay from Workon and the personnel files and approve it under the four-eyes principle.

The payroll run calculates hours, gross pay, wage tax according to the official programme flowchart, solidarity surcharge, church tax, social security and net pay for each employee. Approved leave and reported sickness are included automatically. It also shows the totals per tax office and per health insurance fund.

How it works

  1. Open “HR” and the payroll run there. Choose the month and “Calculate”.
  2. Check the notes on gaps, such as missing details, open times or undecided leave requests.
  3. Check the table per person and the totals.
  4. Select “Request approval”. A second person approves the run in the Inbox with their passkey.

Atlas calculates, your tax adviser files: the official payroll, the social security notifications and the wage tax return are still handled by your tax adviser. Administrators and people with the “Personnel files” permission use the payroll run; it is part of the app add-on package.

Logistics and dispatch

TrackLivDispatch planning for teams and vehicles with a live map, right inside Atlas.

TrackLiv plans who goes where today in which vehicle. The map shows all construction sites, the vehicles on the road and on site, and the planned routes. TrackLiv opens in the Atlas window; you are signed in automatically with your Atlas account.

How it works

  1. In the menu, open “TrackLiv” and the “Local” area.
  2. In dispatch, drag people onto vehicles and choose a destination from the project list or a free address.
  3. If you like, let TrackLiv suggest a plan for the day. TrackLiv shows every change first; whatever you have pinned stays.
  4. Follow planned and actual departure, arrival and return in the schedule.

TrackLiv warns you if nobody in the vehicle holds the right driving licence class or if a team has not set off a quarter of an hour after the planned departure. You load equipment and material from Inventory onto the vehicle. The positions come from a GPS tracker in the vehicle; phones are not tracked. Administrators decide per user who may use TrackLiv. TrackLiv is part of the app add-on package; we set it up for you.

TrackLiv: Long-haulLorry tours with pickups, deliveries and intermediate stops over one or more days.

In the “Long-haul” area you plan lorry tours: pickups, deliveries and intermediate stops, lorry, up to two drivers, client, order number and load. TrackLiv suggests the times, ticks off each stop as soon as the lorry arrives and leaves again, and shows at once which stop is running late.

How it works

  1. Open TrackLiv and switch to “Long-haul”.
  2. Create a tour and enter the stops in the right order.
  3. Choose the lorry and drivers and save.
  4. Plan in dispatch by week or month, move tours by dragging or repeat them weekly or on every working day.
  5. At the end, close the tour with “Complete tour”.

Arrival time, remaining kilometres and driving time to the next stop are updated continuously. If you wish, each delivery appears as a card in Workflow and moves from “Out for delivery” to “Delivered” as soon as the lorry reaches its destination. A driver who is scheduled in the “Local” area is not available for long-haul on the same day.

InventoryRent out and sell stock and create invoices from it.

In Inventory you keep stocks with items, labels and location. Depending on the type of stock, you record rentals with hourly rate, operating hours and trips, or sales with buyer and price. Whatever TrackLiv takes to a vehicle or construction site is shown on the item, with place, time and name.

How it works

  1. In the menu, open “Inventory” and choose the stock.
  2. Create new items with “Create item”.
  3. On the item, select “Start rental” and record hours and trips, or “Record sale”.
  4. Mark items with “Select for invoice” and select “Invoice from selection”.
  5. Check the draft in the “Invoices” area and issue it.

Atlas then marks the invoiced hours and trips as billed. Administrators set the stocks, their members and who may create invoices from them via the gear icon at the top right. Inventory is part of the app add-on package.

Tradesperson account typeFor staff on construction sites: Atlas in the app, with Workon and their own assignments.

Employees who mainly work on construction sites and at customers' premises get an account of the “Tradesperson” account type. They use Atlas in the app on their phone: Workon for working time, leave and sick reports, and on the iPhone also “My assignment” with their assignments from TrackLiv. They do not see the Archive, Finance or the rest of the office work.

How it works

  1. As an administrator, open Administration, “Users”, and select “Create user”.
  2. Under “Account type”, choose “Tradesperson: only Workon and My assignment”. This account does not need folder permissions.
  3. Give the employee the company code, their email address and the initial password.
  4. The employee installs the Etra Atlas app and signs in with it.

Tradesperson accounts have no access in the browser; after signing in, they only see a note pointing to the app. Administrators can never be tradespeople. The account type can be changed later on the user's detail page.

Administration

CompaniesCreate companies and maintain company details and invoice settings for each company.

In Atlas you manage any number of companies separately in one portal, such as subsidiaries or associations you manage on behalf of others. Each company has a name and aliases that Atlas uses to assign incoming documents to it. You grant rights per company and folder.

How it works

  1. Open Administration, “Companies”. For this you are signed in with your passkey.
  2. Create a company with a name and aliases, such as former names or abbreviations, and confirm with your passkey.
  3. Click the company's name. In the “Company details” tab, enter the legal form, address, VAT ID, tax number, register details and bank.
  4. In the “Invoices” tab, set the number range, sending, interim payments, GiroCode and dunning.

These details appear on every invoice and e-invoice of the company. Documents that Atlas cannot clearly assign to a company are kept in the catch-all company “Unknown” and are filed as soon as they clearly name the company.

UsersCreate accounts, grant rights, block and deactivate.

Under Administration, “Users”, administrators see all accounts with role, attributes and status. A new user needs a free user seat. You confirm every change with your passkey.

How it works

  1. Select “Create user”.
  2. Enter the name and email address. Atlas suggests an initial password with at least ten characters. Choose the role and account type.
  3. Select “Continue to permissions” and tick the boxes per company and folder, or apply the role's template to all companies.
  4. Create the account and confirm with your passkey.
  5. Pass the company code, email address and initial password on to the user securely.

On the detail page you grant additional rights such as Atlas AI, Project management, Manage time tracking and Personnel files, and the levels for TrackLiv and Paragraf. In the “Access” card you block an account for a limited time, sign it out everywhere or reset the phone sign-in. If all seats are taken, a superadmin books more under “System”. Only a superadmin can create administrators.

Users: Roles and folder permissionsDecide who may read, write, edit and delete which folders in each company.

Atlas grants rights per user, company and folder: read, write, edit and delete. On top of these come company-wide rights for approvals, Finance and “Create invoices”. The server checks the rights on every access, even when Atlas AI works for someone.

How it works

  1. Open Administration, “Users”, and the user.
  2. In the “Folder permissions” card, tick the folders for each company.
  3. Set the company-wide rights if needed and save. You confirm rights for payments with a fresh passkey.
  4. For recurring bundles of rights, open the “Roles” tab and create a template, for example “Accounting”.

A role pre-fills the permissions when a user is created or with “Apply role template”, nothing more; a later change to the role does not change existing permissions. Protected folders are visible only to people with an explicit permission for them.

ExtractionDecide which details Atlas reads from documents and maintain the filing folders.

Under Administration, “Extraction”, administrators decide which details Atlas reads automatically from documents and which folders they apply to. Active fields appear in the review view of the Mailroom. In the “Folders” tab you maintain the filing folders, that is the document types, for all companies.

How it works

  1. Open Administration, “Extraction”.
  2. Switch a field on with “Active” and choose the folders under “Applies to”.
  3. In the “Folders” tab, create new folders, rename them or protect them.
  4. Confirm every change with your passkey.

At the top, the “System status” shows whether anything in Atlas is currently disrupted, with the finding and the action in plain language. Below it is the AI queue. Atlas keeps assigning documents in the catch-all company “Unknown” to a company on its own; weak matches are offered as suggestions to accept.

Audit logWho changed what and when: sign-ins, blocks and administrative actions, unalterable.

The audit log records every sign-in, every failed attempt, every block and every administrative action. The entries are sealed in a hash chain: nothing can be changed afterwards without it being noticed. The board audit also shows every action in Workflow, newest first.

How it works

  1. In the menu, open “Audit log” under “Audit”.
  2. Filter by action, actor and period.
  3. Select “Verify chain”. Atlas proves that no entry has been changed.
  4. For Workflow, open “Board audit”: it shows who did what and when, on which board and on which card.

Only administrators see both logs. Atlas also records downloads and exports in a separate access log. This supports your procedural documentation.

SystemYour contract with Etra: package, user seats, storage, payment method, invoices and cancellation.

The “System” page is the last entry under Administration and is visible only to superadmins. It shows your package, the user seats, the storage, whether the app add-on package is booked, the next billing and your invoices. You confirm every change with your passkey.

How it works

  1. Open Administration, “System”.
  2. Under “Change package and seats”, set the package, additional users, app add-on package and storage. Below it you see what it costs and from when it applies.
  3. Select “Book change”. You schedule a cheaper selection for the end of the paid month with “Schedule switch”.
  4. Change the payment method, billing address and VAT ID with “Change payment details” at the payment service Stripe.

Here you also cancel the contract or withdraw a cancellation. With “Request to Etra” you write to us about anything that cannot be done online, such as an annual package, your own server or a data export. The “System lock” locks out all users without administrator rights in the event of an incident or for maintenance, and optionally all administrators too.

Security and account

Your accountPassword, sign-in, devices, language, notifications and menu in one place.

You reach “Your account” via your name at the bottom left of the menu. There you change your password, secure your sign-in with a passkey, iPhone or authenticator app, see your signed-in devices, choose the language, set up notifications, store your work phone number and customise the menu.

How it works

  1. Open “Your account” and the “Change password” card.
  2. Enter your current password and the new one twice, with at least ten characters. “Generate random password” creates a secure password.
  3. Select “Request code and change” and enter the code from the email or your authenticator app.

You always confirm changes to your own account with your password and a code. That way nobody who only sits briefly at your unlocked computer can take over your account. Your company creates your account and also deletes it; please contact your Atlas administration for this.

PasskeysSign in with your fingerprint, face or device PIN instead of your password.

A passkey replaces the password. You sign in with Face ID, fingerprint or the device lock; the code afterwards remains. Nobody can guess a passkey or intercept it on a fake page. It is mandatory for administration: administrative rights apply only after signing in with a passkey, and the administrator confirms every change with it individually.

How it works

  1. Open “Your account” and the “Passkeys” card.
  2. Add a passkey and confirm with your password and a code.
  3. Follow the prompt from your device or browser.
  4. Give the passkey a name, such as “Office PC”.

Next time, select “Sign in with a passkey”. After you sign in, Atlas can also offer to create a passkey for a new device. If the browser reports that it cannot create passkeys, please use an up-to-date browser. You remove passkeys of lost devices in the same card.

Authenticator app and iPhoneGet the second factor from an authenticator app or confirm sign-ins on the iPhone.

After the password or passkey, Atlas always asks for a second factor. Without any setup, a 6-digit code arrives by email. It is quicker with an authenticator app, such as Google Authenticator, Microsoft Authenticator, Apple Passwords or 1Password, or with confirmation in the Etra Atlas app on the iPhone.

How it works

  1. Open “Your account”.
  2. For an authenticator app, choose the “Authenticator app” card and scan the QR code with the app.
  3. For the iPhone, select “Connect iPhone” in the “Mobile app” card, confirm with your password and a code, and scan the QR code in the app under More, “Codes and confirmations”. Confirm with Face ID.
  4. The next time you sign in on a computer, Atlas shows a number. Type it into the app or scan the QR code and confirm with Face ID or Touch ID.

Only confirm sign-ins that you have just started yourself. Without a network connection, the app shows a 6-digit code. If the phone is lost, an administrator resets the phone sign-in; after that the code comes by email again.

Signed-in devicesSee where your account is signed in and sign out other devices.

The “Signed-in devices” card in “Your account” shows every active sign-in: device, sign-in method with password or passkey, IP address, last active and when the sign-in expires without use. The current sign-in is marked as “this device”.

How it works

  1. Open “Your account” and the “Signed-in devices” card.
  2. Check that you recognise every device.
  3. On an unknown or old device, select “Sign out” and confirm.
  4. “Sign out all other devices” ends all sign-ins except the current one.

If you do not recognise a device, change your password afterwards and inform your Atlas administration. On a new device you sign in as usual: company code, email address, password or passkey, and code. You end the current sign-in with “Sign out” at the bottom left of the menu.

NotificationsChoose which messages appear at the bottom left and whether a sound plays.

Atlas reports new things at the bottom left of every page, without you having to reload the page. You decide yourself which of them you want to see.

How it works

  1. Open “Your account” and the “Notifications” card.
  2. Switch messages off entirely, per area or, once expanded, per individual message.
  3. For payments, new documents and recurring invoices, also choose the companies.
  4. Switch the sound on or off.

Requests and approvals always remain in the Inbox with a counter, even if you switch off the notification. Security notices, for example about a changed bank account, always come through. If you wish, the chat also shows new messages as desktop notifications.

LanguageUse Atlas in German, English, Turkish or Polish.

German is built in. You download further languages such as English, Turkish and Polish as a language pack. The language you switch on applies to the interface, to emails from Atlas and to the answers from Atlas AI.

How it works

  1. Open “Your account” and the “Language” card.
  2. Download the language pack you want.
  3. Switch the language on.

On the sign-in page and the page for setting your password, you choose the language at the top right of the card; Atlas loads a missing pack automatically. After you sign in, Atlas matches the language with your account. The setting applies only to you, not to your colleagues. The apps for iPhone, iPad and Android are in German.

Account on holdWhat happens when Atlas stops a suspicious action, and how you continue working.

If Atlas notices something unusual, such as several deletions shortly after a password change, it does not carry out the action and puts the account on hold as a precaution. The owner receives a warning email with a code. That way an account taken over by someone else has no effect until the real owner confirms.

How it works

  1. Atlas shows “Please confirm that this was you”.
  2. If it was you, enter the code from the warning email or from your authenticator app.
  3. Then carry on working as usual and repeat the action if necessary.

If it was not you, do not enter a code and inform your Atlas administration immediately. Administrators check the account under Administration, “Users”, in the “Access” card: they can block it, sign it out everywhere or release it again with “Release without code”.

Apps

App for iPhone and iPadInbox, Mailroom with scanner, Archive, Workflow, Workon and Atlas AI on the go.

The Etra Atlas app is available in the App Store, from iOS 18. It brings the most important areas as dedicated views: Inbox, Mailroom with document scanner, Archive and Workflow, and with the app add-on package also Workon and Atlas AI. You open Paragraf, Inventory and Finance with the same sign-in.

How it works

  1. Download Etra Atlas from the App Store.
  2. Enter your company's company code.
  3. Sign in with your email address and password or passkey and enter the code.
  4. Scan receipts with the camera or send files from Mail, Files and Photos to the Mailroom via “Share”. One tap uploads them.

In the app you grant or refuse approvals, approve leave requests and start your working day with one tap. Widgets, Siri and Shortcuts are included; the number of open items appears on the app icon. If you wish, you can lock the app with Face ID or Touch ID. For another company, tap the company name on the sign-in screen and choose “Choose another company”. For administration and with administrator accounts, use Atlas in the browser or in the app for Mac and Windows.

App for AndroidEtra Atlas for Android phones, with the company code as on the iPhone.

The Etra Atlas app for Android is available on Google Play, from Android 9. It brings the Inbox, Mailroom with document scanner, Archive and Workflow, and with the app add-on package also Workon and Atlas AI. You sign in with the company code, as on the iPhone.

How it works

  1. Download Etra Atlas from Google Play.
  2. Enter your company's company code.
  3. Sign in with your email address and password or passkey and enter the code.
  4. Scan receipts with the camera or send files to the app's Mailroom via “Share”. One tap uploads them.

You can grant or refuse approvals and approve leave requests directly in the app. For administration and with administrator accounts, use Atlas in the browser or in the app for Mac and Windows. Accounts of the Tradesperson account type use Atlas only in the app.

Apps for Mac and WindowsAll of Atlas in its own window, with notifications and TrackLiv in the same window.

On Mac and Windows, all of Atlas runs in its own window. The Mac app is notarised by Apple and updates itself; it runs from macOS 13 on Macs with Apple silicon or an Intel processor. The Windows app runs on Windows 10 and 11.

How it works

  1. Download the app on the Etra Atlas page in the “Apps” section.
  2. Install it. On Windows this works for individual users, or your IT distributes the app, for example via Intune.
  3. Open the app and enter the company code.
  4. Sign in with your email address and password or passkey and the code.

TrackLiv opens in the same window. The app reports new things as notifications; on the Mac, the number of open items appears in the Dock. Unlike the apps for iPhone and Android, the apps for Mac and Windows are also suitable for administration and for administrator accounts.

Frequently asked questions

Quick answers.

How do I sign in with the company code?

Open etrabase.com, choose “Sign in” and enter your company code: six letters and digits, upper or lower case does not matter. Then sign in with your email address and password or a passkey, and confirm with a code. In the apps, you enter the company code the first time you start them.

You receive the company code from your company's Atlas administrators. If Atlas reports “We do not recognise this company code”, check the spelling and, if in doubt, ask them. Accounts are always created by your company; you cannot register yourself.

I have forgotten my password. What now?

On the sign-in page, choose “Forgot password?”, enter your email address and choose “Request link”. If there is an account for this address, Atlas sends you a link with which you set a new password of at least ten characters in the browser. If no email arrives, please check your spam folder.

Alternatively, an administrator at your company sets a new password for you under Administration, Users. If you have set up a passkey, you can also sign in without a password.

Why does Atlas ask for a code every time I sign in?

Atlas always requires a second factor, even after a passkey. This means a stolen password alone is not enough. You get the 6-digit code by email or from an authenticator app, or you confirm the sign-in in the app on your iPhone.

You set up an authenticator app under “Your account”, “Authenticator app” card, with a QR code. After that, you no longer have to wait for the email. If a code does not arrive, choose “Send new code”; the previous one is then no longer valid.

What is a passkey, and do I need one?

With a passkey, you sign in with Face ID, your fingerprint or the device PIN instead of your password. Nobody can guess a passkey or intercept it on a fake page. You create one under “Your account”, “Passkeys” card.

For administrators, a passkey is mandatory: Administration only opens after signing in with a passkey, and they confirm every change to users, rights and settings individually with it. For everyone else it is optional but recommended. If your browser reports that it cannot create passkeys, please use an up-to-date browser.

How do I confirm sign-ins with my iPhone?

Open “Your account” in the browser and, in the “Mobile app” card, choose “Connect iPhone”. After you confirm with your password and code, a QR code appears. Scan it in the Etra Atlas app under More, “Codes and confirmations”, and confirm with Face ID.

When you then sign in on your computer, Atlas shows a large number and a QR code. Type the number into the app or scan the code, and confirm with Face ID or Touch ID. Only confirm sign-ins that you have just started yourself. Without a network connection, the app shows a 6-digit code.

I have a new phone or have lost mine. How do I get back in?

If you still have your old phone, connect the new one under “Your account” (for an iPhone with “Connect another iPhone”, otherwise set up the authenticator app again) and then remove the old one. If the phone is lost, ask an administrator at your company to reset the phone sign-in under Administration, Users, in the “Access” card. The code then comes by email again, and you set up the new phone.

Also sign out the lost device under “Your account”, “Signed-in devices”, and remove its passkey. On a new computer, you sign in as usual with the company code, password or passkey and a code.

How do I create more users?

Administrators open Administration, Users, and choose “Create user”. In the first step, enter the name, email address, role and account type; Atlas suggests an initial password. In the second step, set the folder permissions for each company. You confirm with your passkey. Pass the company code, email address and initial password on to the new user in a secure way.

Every user needs a paid seat. If all are taken, “You have no licence available” appears. A superadmin then books more seats under “System”, or you deactivate an account that is no longer needed. Only a superadmin can create administrators.

A colleague cannot see a folder or area. Why is that?

Atlas only shows each person what they have permission for. Documents are only visible in companies and folders with read permission, and protected folders only with explicit permission. Areas such as Finance, Customers, Legal, Atlas AI, Paragraf, Time tracking, HR or TrackLiv need their own right. An administrator checks this under Administration, Users, on the detail page and in the “Folder permissions” card.

Areas of the app add-on package only appear if your company has booked it. Accounts of the Tradesperson account type only see Workon and their assignment. If someone has only hidden an entry, they bring it back under “Your account”, “Customise menu”.

Which browser do I need?

Etra Atlas runs in the browser, without installation, on computers and phones. Use a current version of a common browser such as Chrome, Edge, Firefox or Safari. Passkeys require an up-to-date browser; older browsers report that they cannot create passkeys.

If you want to dictate to Atlas AI, you use the browser's speech recognition; this works best in Chrome or Edge. Prefer a separate window? Then use the apps for Mac and Windows.

Are there apps for iPhone, Android, Mac and Windows?

Yes. Etra Atlas is available for iPhone and iPad in the App Store, for Android on Google Play, and for Mac and Windows as a download on the Etra Atlas page. Everywhere, you sign in with your company code.

The apps for iPhone, iPad and Android include the Inbox, the Mailroom with document scanner, the Archive and the Workflow, and with the app add-on package also Workon and Atlas AI. For administration and with administrator accounts, use Atlas in the browser or in the app for Mac and Windows; there, the whole of Atlas runs in its own window.

How do documents get into Atlas?

In three ways:

  • Upload: Drag files into the Mailroom or select them: PDF, Word, JPG, PNG and e-invoices as XML, up to eight at once and up to 30 MB per file.
  • App: Scan receipts with the app's camera, or send files from Mail, Files and Photos to the Mailroom via “Share”.
  • Scanner: Scan paper mail as PDF with any scanner and upload the files. Atlas also reads scans without a text layer.

The customer portals do not currently have an automatic email intake. Save attachments and upload them, or share them with the app directly from your email program.

Can Atlas receive and create e-invoices?

Yes. You upload XRechnung and ZUGFeRD in the Mailroom. Atlas reads the details directly from the XML without AI, checks them against the rules of XRechnung and EN 16931, shows a readable version and files the unchanged original with a checksum and an eight-year deletion lock. This is included in the basic package.

With the app add-on package, you write your own invoices as ZUGFeRD or XRechnung in the “Invoices” area and send them by email from Atlas or download them. Atlas does not currently offer sending via Peppol.

The search does not find a document. What can I do?
  • Check the filters: “Company”, “Folder”, “From” and “To” narrow the search. “Reset filters” clears everything.
  • All search words must appear. Leave words out or search for a number, such as the invoice number.
  • Try the AI search and describe the document in your own words.
  • Is the document still in the Mailroom? Only filed documents are in the Archive.
  • You only find documents that you are allowed to read. If you are missing a permission, your administrator can help.

If you cannot highlight or find any text in a particular document, open it and choose “Rebuild text layer” in the document view. If that does not help, write to us via the contact form.

Where does my data stay when I use Atlas AI?

Atlas AI, the AI search and the reading of documents run exclusively on Etra's own servers in Germany or on your own server, not with a cloud AI provider. Documents, questions and answers are not sent to any AI provider, and no AI is trained with your documents. Atlas AI only works with the rights of the person asking.

When Atlas AI searches the internet, only the search query goes out, via our own search service. Anyone who dictates uses their browser's speech recognition, which, depending on the browser, runs on the device or via a service of the browser maker. Only you can see your conversations and remembered notes. Find out more in the privacy policy.

The storage is full. What now?

If your portal reaches the storage limit of your package, Atlas no longer accepts new files and reports “Your package's storage is full”. Reading, searching and everything else continue to work. What counts are the files, such as documents and files from Chat and Workflow, and the database.

A superadmin at your company books more storage under “System”, “Change package and seats”; an upgrade takes effect immediately. This is also where you see how much storage your package has. We answer questions about this via the contact form.

Where do I find my invoices from Etra and change my package?

On the “System” page under Administration. It is only visible to superadmins and shows the package, user seats, storage, app add-on package, the next billing and your invoices. Under “Change package and seats” you book more users, storage or the app add-on package. A more expensive selection takes effect immediately and is charged pro rata; a cheaper one is scheduled for the end of the paid month.

You change the payment method, billing address and VAT ID with “Change payment details” at the payment service Stripe. If your contract is not billed online, we arrange invoices and payment details directly with you. Send questions about an invoice with “Request to Etra” or via the contact form.

How do I cancel Etra Atlas?

A superadmin cancels under “System” with “Cancel contract”. Atlas states the date: for the basic package, the end of the paid month; for packages with a minimum term, the end of that term at the earliest; for the annual package, the end of the paid year. Until then, you work as usual and can withdraw the cancellation. You can also cancel by email to info@etrabase.com.

After the contract ends, Atlas is locked for all users. You can request an export of your documents and data up to 30 days after the end of the contract; after that, we delete the data unless there is a legal obligation to retain it. During the trial period, access ends immediately on cancellation, and nothing is charged.

How do I get my data out of Atlas?

During normal operation, you download any document in the Archive, as a PDF with your annotations or as the unchanged original. You export Finance and Time tracking as a CSV file that opens in Excel. Under “Financial statements” you generate a posting batch in DATEV format with the documents as a ZIP.

A superadmin requests an export of all documents and data under “System” with “Request to Etra”, or you write to us via the contact form. After cancellation, this is possible up to 30 days after the end of the contract.

Does Atlas work with DATEV?

Yes. Under “Financial statements” you generate a posting batch in DATEV format: outgoing invoices and incoming documents with tax keys, plus the documents as a ZIP. Atlas remembers what has already been exported; your tax adviser imports the file into DATEV.

The direct connection to DATEV Unternehmen online, through which documents and posting data go to your tax adviser automatically, has been built and is currently going through DATEV's approval. After that, we will activate it for all customers; the same applies to ELSTER. Official payroll, social security notifications and the wage tax return are still handled by your tax adviser in DATEV.

Why can't I delete a document?

There are three possible reasons:

  • Rights: Only people with delete permission in the folder may delete.
  • Deletion lock: Atlas locks e-invoices against deletion for eight years, until 31 December of the relevant year (§ 14b UStG, § 147 AO). A padlock in the Archive indicates the lock. Only an administrator can lift it, with their passkey.
  • Trash: Deleted documents first go to the Trash and can be restored. Only administrators can delete permanently, with a passkey, and never while a retention period is running.

Every deletion is recorded in the audit log. Atlas supports you with the GoBD requirements; whether your process as a whole complies with the GoBD also depends on your own procedures. We do not issue a certificate.

What happens if an invoice from Etra remains unpaid?

If a payment is overdue, we remind you. If it has not been received seven days after the first reminder, your portal becomes read-only: the Mailroom, Archive and “Your account” can be viewed, but uploading, filing and changes are blocked. A banner at the top shows this. After 14 days, we block access to the portal and the apps for all users.

Your data is kept in any case. As soon as the block is lifted, everything continues without any action on your part. A superadmin checks the payment method and invoices under “System”; if you have questions, write to us via the contact form.

Atlas has put my account on hold. What does that mean?

If Atlas notices an unusual action, such as several deletions shortly after a password change, it does not carry it out and puts the account on hold as a precaution. You receive a warning email with a code. If it was you, enter the code from the email or from your authenticator app and carry on working.

If it was not you, do not enter a code and inform your Atlas administrators immediately. An administrator can block the account, sign it out everywhere or release it again after a check.

Is there help directly in Atlas?

Yes. With the app add-on package, a small button at the bottom right opens Atlas AI on every page. Ask it, for example, “Where do I create a new user?”: it explains pages and buttons, shows the place on the screen and only carries out permitted tasks after you have confirmed the plan with “Accept”.

In addition, this guide explains every area step by step. Your company's Atlas administrators answer questions about your account and your rights.

How do I reach support?

Write to us via the contact form on this page or by email to info@etrabase.com. Briefly describe what you wanted to do, what happened and on which page. Include your company code, but never a password or a sign-in code.

Questions about your account, your rights or the company code are answered fastest by your company's Atlas administrators. Superadmins can also reach us in Atlas under “System” with “Request to Etra”.

Support

Write to us.

We reply by email. With your company code we find your Atlas faster.

More in our privacy policy, section 8.