Getting started

From sign-up to your first invoice in seven steps. VentionDesk is aimed exclusively at businesses; all prices are net plus VAT.

1. Sign up and trial

Under /registrieren you create your workspace: choose a plan (Solo, Team or Enterprise), tick “Pay monthly instead of yearly” if you like, then enter company, business address, your name and email address. Three ticks are required: that you are acting as a business, your consent to the terms and conditions, and the conclusion of the data processing agreement.

“Continue to Stripe” takes you to Stripe’s payment page. There you add a payment method — you are only charged after the trial of 14 days. If you cancel before then, you pay nothing. Afterwards you go to the sign-in, with your address already filled in.

If you are already signed in, the sign-up creates another workspace for the same account. You switch between your workspaces in the account menu under “Switch workspace”.

2. Plans and limits

The base price applies to yearly payment in advance; paid monthly, every plan costs 20 % more. Users are owners and staff members; agent keys and customers in the portal do not count as users.

You change the plan later under Settings › Subscription (“Change subscription”). The full overview is also available under Pricing; the terms and conditions are binding.

When the workspace is suspended

A workspace is suspended when the trial ends without a subscription, the subscription has ended or a payment is still missing despite a reminder. Before that, a notice appears with a deadline and the link “To subscription”. On the suspension page the owner can still add payment details and export all data. After the contract ends, the export remains possible for 30 days; after that the data is deleted.

3. Sign in

There is no password. Under /login you enter your email address and click “Request sign-in code”. You receive an email with a six-digit code and a sign-in link — both work. Where the browser supports it, “Sign in with passkey” works too.

You set up passkeys and a second factor (authenticator app) under Settings › Sign-in & second factor.

4. Company details and letterhead

Before the first invoice can be created, VentionDesk needs your letterhead: Settings › Company details. Required are the name of the invoicing party, the address and the tax number or VAT ID. If any of these is missing, VentionDesk rejects every invoice PDF — a document without the mandatory details under § 14 UStG (German VAT Act) would not be a valid invoice.

Under Settings › Finances you set the payment term (7, 14 or 30 days), VAT rate, base interest rate and automatic payment reminders.

5. Sender for emails

Under Settings › Email sender you decide how your workspace appears in your customers’ inboxes: sender name and mailbox name. Your customers’ replies arrive as tickets in VentionDesk. From the Team plan onwards you can set up your own domain as sender; VentionDesk lists the DNS records when you create it, and “Check” confirms them.

6. Invite your team and connect services

• Invite people: Settings › Members › “Invite people” — email address and role (staff member or owner).
• Connect services: Operations › Sources › “Add source”. Every connection has its own guide.
• Connect Claude: Create an agent key and connect Claude Code — see Claude and MCP.

7. Customers, projects, first invoice

1. Create a customer via “+ New” › Customer (key k). In the customer record you add the hourly rate and the contract with SLA — without an hourly rate no invoice is created from hours, without a contract tickets get no response deadline.
2. Create a project via “+ New” › Project (key p) and assign it to the customer.
3. Track time with the timer at the top of the header bar or in the project.
4. Bill under Finances › Invoices › “Bill from hours”: every open, billable time entry becomes a line item. You check the draft and finalise it — only then does the invoice get its sequential number.

What comes next is described in the user guide.