Client software, integration and automation

Optibill connects clients, software and recurring administration work

Optibill is the client software of the Optima Group and is reserved for clients onboarded and supported by Optima. Clients can use it to handle receipts, invoices, queries, payment status and documents with Optima in a structured way. We also set up interfaces, connect existing software from abroad and install custom chatbots or automations when they make processes faster and easier to understand.

OptibillClient portal and tasks
InterfacesERP, invoicing, bookkeeping
ChatbotsSetup and installation
DataExport when leaving

The Problem

Many clients already work with their own software: ERP, invoicing, bookkeeping, inventory or specialist systems from abroad. For administration in Germany, those systems still have to provide receipts, invoices, deadlines, payment status, queries and handovers to Optima, bookkeeping or tax advisors.

Optibill is therefore not just a single program, but a workspace and integration point. It connects client processes with the Optima infrastructure without trapping clients in a data lock-in.

What the Software Division Handles

Optibill Client Software

An exclusive portal for active Optima clients with tasks, documents, queries, payment status and structured handovers.

Interfaces and Data Logic

Practical handovers between Optibill, invoice data, receipts, reporting, bookkeeping systems and external partners.

Connection of Foreign Software

Integration of existing client systems from abroad when data has to be transferred into German administration processes.

Custom Chatbots

Setup and installation of chatbots for recurring client questions, internal workflows or simple service processes.

Automations and Workflows

Automation of status messages, document logic, reminders, tasks and recurring administration workflows.

Setup, Training and Support

Onboarding, installation, permissions, first processes, coordination with existing systems and ongoing technical support.

Typical Use Cases

01

Set up a client on Optibill

Roles, documents, tasks, queries and first workflows are configured to match the mandate.

02

Connect foreign software

Data from ERP, invoicing, bookkeeping or industry software is transferred into the Optibill infrastructure.

03

Install a chatbot for recurring questions

A custom chatbot supports frequent questions, form logic, internal prequalification or simple service processes.

04

Automate data handovers

Receipts, invoices, payment status and reporting data are prepared so bookkeeping and tax advisors can continue efficiently.

Benefits for Clients

  • One central place for documents, queries, tasks and status information
  • Less duplicate entry between existing software, Optibill and bookkeeping
  • Connection of existing client software instead of unnecessary replacement
  • Faster answers to recurring client questions through chatbots and clear workflows
  • Better handovers to bookkeeping, tax advisors and internal Optima processes
  • No data lock-in: if the mandate ends, clients can take their relevant data with them in an orderly export

Status and Positioning

Optibill is not a standalone software product sold separately, but an exclusive service for clients of the Optima Group. Modules are used depending on the mandate, process maturity and specific needs. The goal is not to replace every existing system, but to create practical handovers, interfaces and automations.

Depending on the scope of the mandate, Optibill — including the connection to the Optibill infrastructure — is provided without a separate software fee. For smaller mandates, only a fee for server costs is charged. If a client terminates the mandate, the data is not locked in and can be exported and taken along in an orderly way.