DAV Integration

This article explains how to set up the DAV integration, which data is synchronized between the systems, and what you can do if projects or time entries aren't transferred as expected.

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Benefits and typical use cases

The DAV integration connects awork with Die Agenturverwaltung (DAV). Each system retains its role: DAV manages commercial data, while awork manages day-to-day work. Projects, tasks, and time tracking work together without transferring prices, euro budgets, or invoices to awork.

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Requirements for setup

Before setting up the integration, make sure the following requirements are met:

• One DAV tenant per awork workspace

• An API key from a DAV admin who is allowed to read jobs, KVs, users, and absences, and to book time for other users

• Matching user email addresses: The business email address in awork must match the email address of the DAV user

• At least one function for each DAV user who needs to book time in DAV

• DAV fields for synchronization: The Sync zu awork field must be available on KVs and jobs

• DAV fields for project links: awork Link on the job and Awork-Link on the KV must be available

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How to set up the DAV integration

1. Prepare DAV

1. Log in to DAV as an admin and go to Einstellungen → Integrationen → API-Schlüssel → Persönliche Zugriffstoken → Neues Token erstellen. The API key inherits the permissions of the user who creates it. This user must be allowed to read all jobs, KVs, users, and absences, and to book time for other users.

2. Assign each DAV user the functions they should be able to book time against: Einstellungen → Benutzerverwaltung → Benutzerliste → User → Reiter Zeiterfassung. Every DAV user who needs to receive time entries must have at least one function. DAV rejects time entries if no function is assigned.

3. Make sure the email addresses for users in DAV and awork match. You can find the DAV email address under Einstellungen → Benutzerverwaltung → Benutzerliste → User → Reiter Stammdaten. awork uses the user's business email address to match accounts. If no business email address is set, awork uses the login email address. You can't manually match users.

4. Ask DAV to create the required custom fields:

   • Sync zu awork on the KV and job
   • Awork-Link on the KV and awork Link on the job

5. If needed, enter the identifier in the desired KV field on the Kostenvoranschlag tab. The "Kundenreferenz" field is often used for this.

6. In DAV, mark the KVs or jobs you want to transfer to awork.

2. Contact support

1. In awork, open Einstellungen (the gear icon at the bottom left of the main menu) > Integrationen. Click the Integrations-Bibliothek öffnen button and select Die Agenturverwaltung in the Agentursoftware section.
   Click Support kontaktieren to open the chat window and contact awork Support. Alternatively, email support@awork.com.

3. Agree on the settings with awork Support

Before setup, decide on the following:

• Grouping: Should there be one project per job, per job and identifier, or per KV?

• KV status: From which status should KVs be transferred?

• Functions for new tasks: Should awork use only existing functions for new DAV tasks, automatically create missing functions, or leave the function unset? Functions are matched by the name of the function on the DAV line item. By default, awork creates any missing functions.

• Project duration: Should the start and end dates come from the job, from the KV service periods, or not from DAV?

• Retainers: Should retainer KVs with recurring invoices be included?

• Project fields: Should "DAV Kennziffer" and "DAV Etat" be created and populated?

• Project templates: Which template should be used for a job or client, and which template should be the default?

• Absences: Should approved absences from DAV be transferred to awork?

• Booking text: Should the task name be added before the booking text?

• Users without a DAV match: Should a shared user receive their time entries?

• Time entries: From which date should time entries be transferred? By default, transfer starts on the setup date. Earlier time entries are never sent.

• Existing projects: Should existing awork projects be linked to KVs or jobs?

4. Test the transfer

1. In DAV, mark a KV that has at least one internal hour services and set it to a status that allows transfer, such as Freigabe.

2. Ask Support to start the sync, or wait for the next scheduled fetch.

3. In awork, check that the project, task list, task with planned effort, and any specified project fields are present.

4. Record a test time entry on the task and check in DAV that the job, line item, and function are correct.

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How synchronization works

Which quotes are transferred

A quote is transferred only if all of the following conditions are met:

• The quote or its job is marked with Sync zu awork. If a job is marked, any quotes created later are included too.

• The quote has a status that has been selected for transfer in the integration.

• The job has the status aktiv or abzurechnen in DAV.

• The quote is not a retainer quote, or the transfer of retainer quotes is enabled.

You can select these eight statuses for transfer: In Bearbeitung, wartet auf interne Freigabe, wartet auf Versand, wartet auf Freigabe, Freigabe, Auftragsbestätigung, wartet auf Abrechnung and wartet auf Verrechnung. The statuses "abgerechnet", "gegen Guthaben verrechnet" and "nicht realisiert" cannot be selected.

How quotes are assigned to projects

The grouping determines which quotes are added to the same awork Projekt.

When using the Job und Kennziffer grouping, quotes with the same identifier in the same job belong to the same project.

Manually linking existing awork projects

You can link a quote or job to an existing awork Projekt. To do this, enter the project link or project key in the relevant DAV field: Awork-Link on the quote or Awork Link on the job.

For a link on a quote:

• The link is only used while the quote has not yet been assigned to an awork Projekt.
• awork ignores any later changes to the link.

For a link on a job:

• The link is only used while the job does not yet have an awork Projekt.
• It applies to the job's planned budgets.
• With the Job grouping, it also applies to all quotes in the job.
• With the Job und Kennziffer grouping, it only applies to quotes without an identifier.
• Once the job has awork projects, awork writes their links to the job field as a comma-separated list. awork does not write to the quote field Awork-Link.

For a quote with a link, awork uses the first matching rule:

1. If the linked project already belongs to a DAV group, the quote is added to that project.
2. If the quote's group does not yet have a project, the linked project is assigned to the group. Any quotes from that group transferred later are also added there.
3. Otherwise, only this quote is assigned to the linked project.

The manually linked project keeps its name, project key, customer and template. The start date, end date and project budget come from DAV. awork adds the task lists, tasks and DAV project fields.

Time tracked on tasks that are not linked to a DAV item is booked to the DAV job.

What a quote becomes in awork

awork uses the customer associated with the DAV budget. The DAV ID ensures that the same awork customer remains linked even if the customer is renamed. If no match is found, awork searches for a customer with the same name or creates one. The DAV customer number is shown on the awork customer as the "DAV-Kundennummer" contact info.

• Quote: Becomes a task list named "Quote number - Quote name"

• Item: Becomes a task. If an item group is available, the name is usually "Item group - Item". If the group name is missing or identical to the item name, awork uses only the item name.

• Description: The item text from DAV becomes the task description.

• Project description: For a job project created automatically, awork imports the DAV job description only when creating the project. Other automatically created projects have no project description.

• External service: The task gets the "Fremdleistung" tag and no planned effort.

• Project budget: Equals the sum of the planned effort for the DAV tasks.

• Project lead: When creating the project, awork uses the DAV job's assigned user if there is a corresponding awork user.

DAV usually calculates an item's work-time budget from its net amount and the hourly rate for the role in the budget's price list. For items without a role, DAV uses the average rate in the price list or, after time has been logged, the average of the time entries. If no matching hourly rates are available, the planned effort is 0.

For approved quotes, DAV calculates the planned effort from the monetary amount. For quotes that have not yet been approved, awork uses the item quantity as the planned effort only if the unit is hours. Fixed-price items have no planned effort before approval. The values may change once the quote is approved.

Project templates, dates and project fields

When creating a new project, awork selects the first matching template in this order:

1. An awork project template with the same name as the quote template in DAV. DAV provides the quote template name only for quotes created from a template on or after October 26, 2026.
2. The template assigned to the budget.
3. The template assigned to the budget's customer.
4. A template with the same name as the budget.
5. The default template.
6. No template, if none of the rules match.

Assignments to budgets and customers remain in place even if they are renamed. If an assigned awork template is no longer available, awork uses the next matching rule.

Each DAV item is created as a separate task. awork does not automatically link it to a task with the same name from the project template. So use templates for phases and internal hour services, not for copies of quote items. Otherwise, duplicate tasks may be created. Time tracked on tasks from the project template is booked to the DAV job.

You can move a task created from DAV to another task list in the same awork Projekt. The integration will not move it back to its original quote list. The link to the DAV item remains in place, and time tracked on the task continues to be booked according to the rules for that item.

You can choose whether start and end dates are imported from the quote service periods, from the job's start and end dates, or not imported from DAV at all. With the automatic option, a job project uses the job's start and end dates. For other projects, awork uses the earliest start date and latest end date of the quote service periods.

If the integration is not set to import dates from DAV, the project lead manages these dates in awork. The integration will not change them.

If needed, awork creates these project fields:

• DAV Projekt: Link to the DAV job.
• DAV Projektnummer: The job's project number as a text field.
• DAV KV-Nummer: The project's quote numbers as a comma-separated text field.
• DAV Kennziffer: The quotes' identifiers as a text field, if this option is enabled.
• DAV Etat: The budget name as a selection field, if this option is enabled.

The first three fields are always used. Existing values in optional fields remain unchanged if the corresponding option is later disabled. DAV Etat is a selection field, not a tag.

The integration does not set additional project members, task assignees, project status or project type.

Jobs in budget mode

A marked job in budget mode gets a project even without a KV. With the "Job" grouping, it uses the project of its KVs; with "Job and code", it uses the project of its KVs without a code. The task list is called Geplante Budgets. A task is created for each budget line, using the line's name and function where available. The planned effort is based on the hours planned for that line.

DAV provides these budget lines through an older API. If the request fails, awork may skip the job. Contact Support if planned budget lines are missing.

What changes after the first transfer

After the first transfer, awork updates the data imported from DAV according to the following rules. Projects, tasks, and time already recorded are not simply deleted when data in DAV changes or is removed.

• New KVs and positions: New KVs are added as task lists, and new positions are added as tasks in the relevant awork Projekt.

• Changed positions: If the name, position text, or hours change in DAV, awork updates the task name, description, and planned effort. If there is no position text in DAV, the awork description remains unchanged. If the hours value is missing, the previous planned effort is retained. Assignees, dates, and task status are not changed.

• Changed KV name or KV number: awork renames the associated task list accordingly.

• Project details changed in DAV: The project name and project budget are updated with the values from DAV. The start and end dates are imported according to the selected duration setting. If you don't want durations from DAV to be imported, the dates maintained in awork remain unchanged.

• Removed positions or deleted KVs: The associated tasks remain in awork and get the tag "in DAV entfernt". New time entries on these tasks are booked to the DAV job. Previously transferred time entries are moved to the job the next time they're changed. If a position is restored, awork removes the tag. A deleted KV no longer counts toward the project name, project budget, or DAV project fields.

• Switching between agency services and internal hour services: The task and any time already recorded remain. If a position becomes an internal hour service, the task gets the tag "internal hour services" and loses its planned effort. If it becomes an agency service again, awork removes the tag and imports the planned effort according to the rules for agency services.

• A KV no longer has one of the statuses selected for transfer: The project and tasks remain, but are no longer updated for that KV. The KV continues to count toward the project name, duration, budget, and the "DAV KV-Nummer" and "DAV Kennziffer" fields, using the values from its last sync. New time entries are booked to the job. Existing time entries remain on their positions and can continue to be updated unless the KV is "abgerechnet" or "gegen Guthaben verrechnet". For these two statuses, awork does not send changes or deletions for time entries on the KV positions.

• The sync marker is removed from a KV or job: The project and tasks remain with the KV's last synced data, but are no longer updated. In addition, no time entries, changes, or deletions are sent to DAV for the KV or job that is no longer marked. If no KV or job in the project has a sync marker, this applies to all time entries in the project. If the marker is added again, syncing continues in the same awork Projekt.

• The code of a KV that has already been transferred changes: The KV remains in its existing awork Projekt. The "DAV Kennziffer" project field is updated if filling in this field is enabled. A changed code does not automatically move the KV to another project.

• A KV is reassigned to another job in DAV: The KV remains in the awork Projekt it was first assigned to. Its tasks get the tag "in DAV umgebucht" and can be moved manually if needed. Time entries on these tasks are assigned to the new DAV job and its positions. If the KV is reassigned to its original job, awork removes the tag. Exception: With the KV grouping and with a manually linked project, the awork Projekt follows the new DAV job. In these cases, the "in DAV umgebucht" tag is not added.

• A task or project is edited in awork: Changes made in awork remain until the corresponding data changes in DAV. If the position changes in DAV, or if the project name, duration, or budget changes, awork imports the relevant values from DAV again. Start and end dates are only imported if the duration setting allows it.

• A DAV task is deleted in awork: awork creates the task again as soon as the corresponding position changes in DAV. So deleting a task in awork does not permanently prevent that position from appearing again as a task.

• A linked project is deleted in awork: The associated DAV group is no longer transferred. If you restore the project from the trash, the nightly sync links it with DAV again.

• A task is created manually in awork: The task remains and is not removed by the integration. Time entries on this task are booked to the DAV job, not to a KV position.

• The awork link of a KV that has already been assigned is changed: awork ignores the change. A link on a KV is only taken into account while the KV has not yet been assigned to an awork Projekt.

• The customer number is changed in DAV: The "DAV-Kundennummer" contact info on the awork customer is updated the next time data is retrieved. If there is no longer a customer number in DAV, awork removes the contact info. If you change the contact info directly in awork, that change remains until the customer number changes in DAV again.

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How time tracking works with DAV

Who receives the time in DAV

awork first matches the time entry to the DAV user with the same business email address. If there is no matching user, a catch-all user specified during setup can receive the time. If there is no matching user and no catch-all user, the time is not transferred.

A DAV user needs at least one function. awork selects the function for a time entry in this order:

1. The user's function whose name matches the activity on the time entry

2. The function of the position or budget line, if the user has that function

3. The user's default function

If the user has no matching function, the time entry cannot be booked. Functions in DAV and activities in awork are matched by name only. If you change the name in either system, the match no longer works.

If a catch-all user is used, the booking text also starts with the name of the awork user whose time is being transferred.

Which job or position the time is booked to

• Task on a KV position: Time is booked to the position if it still exists, allows time tracking, and its KV has a transferable status. Otherwise, the time is booked to the job.

• Other project tasks: Time tracked on template tasks, custom tasks, and budget lines is booked to the job.

• Project with a DAV project number: Time can be booked to the job with this number, even if the awork Projekt did not originally come from DAV.

• Project without a DAV connection: Time is not transferred to DAV.

awork bases this on the task and the project. Tags such as "internal hour services" do not redirect time. Time tracked on subtasks is treated the same way as time tracked on the main task. If DAV doesn't recognize a number entered in the project field "DAV Projektnummer", awork skips the time entry without showing an error.

Which time data is transferred

• Date: The calendar day of the time entry in its time zone.
• Duration: Exact to the second, without rounding.
• Text: The time entry's note. If there's no note, awork uses the task name. If the option to prepend the task name is enabled, the text for an entry with a note is "Task, note".
• External ID: The ID of the awork time entry. It links the entry in awork to the booking in DAV.

For bookings assigned to a shared user, the name of the awork user whose time is being transferred is also added at the beginning of the text.

Start time, end time, and whether an entry is billable are not transferred. Running timers are sent only after they're stopped. Time tracked before the configured cutoff date is never transferred.

Changes, deletions, and protected time bookings

awork also protects the DAV record if an entry has been changed or deleted in DAV. Before making a change or deletion, awork checks the entry in DAV. If the job, position, function, user, date, or duration differs from the last version sent, or if the entry has been deleted in DAV, awork won't send a change, deletion, or new entry. The text is not considered in this comparison.

If a KV simply loses its transferable status, existing time entries remain on the position, and changes to them continue to be sent to DAV. New time is then booked to the job. If the synchronization marker is removed, no more time is sent.

Failed bookings for entries from the last 14 days are retried during the nightly run, provided the project was created or linked by the integration. Support can manually resend older entries.

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Import absences from DAV

The transfer of approved absences can be disabled during setup. It's enabled by default. It runs only from DAV to awork and includes only absence types that reduce capacity in DAV, such as vacation. Working from home is not imported.

• Only users with an assigned DAV user receive synchronized absences.

• A DAV request is imported as an awork absence, even if DAV stores it as individual days.

• Changes to the dates in DAV update the awork absence.

• Canceled, rejected, or deleted absences are removed from awork.

• A single half-day remains a half-day. Half-days within multi-day requests become full days.

• Each sync checks absences from 60 days in the past through 400 days in the future.

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When synchronization runs

• Regular sync: Every five minutes by default. You can set the interval to between 1 and 1,440 minutes.

• Webhook from DAV: Changes to a KV, job, budget, or customer can trigger an immediate sync.

• Nightly sync: Every day between 2 and 5 a.m. UTC, awork rereads KVs, checks linked projects, resends changed time entries, and retries failed time entries from the last 14 days as well as deletions from the last 48 hours.

If no webhook is registered, the regular sync continues to run. Changes in DAV are then detected during the next sync. Absences are not synced during the nightly run. If two awork workspaces use the same DAV tenant, only one receives webhooks. The other uses the regular sync.

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Integration limitations

• A KV stays assigned to its first project. A later change to the grouping or DAV job won't move it automatically.

• Functions and activities are matched by name. Renaming them in DAV or awork may break the match.

• A DAV tenant used by two awork workspaces can send webhooks to only one workspace. The second workspace syncs through the regular sync.

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Troubleshooting tips

If you run into a problem, first check the data and settings in DAV. If you need another sync or a check of the DAV logs, awork Support can help.

An estimate is missing in awork

Check in DAV:

• Is the Mit awork synchronisieren checkbox enabled for the estimate?

• Does the estimate have a status that's configured for transfer in your integration?

• Is the related job active or ready for billing?

• Is it a retainer estimate? These aren't transferred by default.

If you linked an existing awork Projekt using the Awork Link field on the job or the Awork-Link field on the estimate, also check that the field contains exactly one valid project link and that the project opens.

The next sync may not have run yet. If the estimate is still missing, contact awork Support.

Estimates are no longer being updated

Check whether the Mit awork synchronisieren field is still present in DAV and hasn't been renamed. If it was removed or changed, contact your DAV administrator and awork Support.

An estimate appears in the wrong project

An estimate is assigned to an awork Projekt when it's first transferred. Later changes to its grouping won't move it automatically.

If the estimate was reassigned in DAV, its tasks in awork may have the in DAV umgebucht tag.

You can move the affected tasks manually in awork. Their time entries will remain assigned to the DAV item. However, new items from the estimate will still be created in the originally assigned project.

Tasks are duplicated

If your project template already contains tasks that are also transferred as items from DAV, they may appear twice.

• Track time on the task transferred from DAV.

• Before completing or deleting the template task, check whether any time has already been tracked on it.

• Remove the relevant tasks from the project template to avoid duplicates in new projects.

A task has the "in DAV entfernt" tag

This tag means that the related item or estimate was removed in DAV.

Check whether you still need the task in awork. You can then complete or delete it. Take any time already tracked into account.

A time entry is missing in DAV

First, check the following:

• Has the timer been stopped? Running timers are transferred only after they've been stopped.

• Is the time on or after the agreed transfer cutoff date? Time logged before this date isn't transferred.

• Is the project linked to DAV? Time logged without a project or on projects that aren't linked to DAV isn't transferred.

• Is "Mit awork synchronisieren" still enabled? Check the setting on the related estimate or job.

• Do the email addresses match? The business email address in awork must match the email address of the DAV user.

• Does the DAV user have at least one role? DAV can't accept time entries for a user who doesn't have a role assigned.

If the project was connected manually, also check that the „DAV Projektnummer" project field contains the number of an existing DAV job.

If you've corrected an email address or role and the time entry is still missing, contact awork Support. They can check whether it can be transferred again.

Time is booked to the job instead of an item

This may be expected behavior. Time is booked to the job when:

• it was tracked on a manually created task or a task from the project template,

• it was tracked on a task from "Geplante Budgets",

• the DAV item doesn't allow time tracking,

• the estimate no longer has a status configured for transfer,

• the related item was removed in DAV.

Check which task the time was tracked on in awork and whether the related DAV item still exists and allows time tracking.

A time entry has the wrong role in DAV

Check whether the activity of the time entry in awork has the same name as the desired role in DAV, and whether that role is assigned to the DAV user.

If there's no matching role, the integration uses the role assigned to the item or budget line, provided the user has that role. Otherwise, it uses the user's default role.

If needed, correct the names or role assignment. To have existing time entries transferred again, contact awork Support.

Changes to or deletions of time entries aren't reflected in DAV

In the following cases, changes from awork are intentionally no longer transferred:

• The related estimate is invoiced or offset against a credit.

• The time entry has already been changed or deleted in DAV.

Check the estimate status and the time entry in DAV. You'll need to make any necessary corrections to these protected entries directly in DAV. Changes made in DAV aren't transferred back to awork.

Project links are missing in DAV or a manual link isn't working

Check whether the Awork Link field on the job and the Awork-Link field on the estimate are present.

If the fields are missing or the link doesn't work despite having a valid project link, ask DAV to check the fields and their setup.

A project, task list, or task was unexpectedly duplicated

Check in awork which entries are duplicated and whether they already contain tasks or time entries. Contact awork Support before deleting anything that appears to be a duplicate.

Is the problem still happening?

Send awork Support a link to the affected awork Projekt, the job or estimate number from DAV, and a brief description. For missing time entries, also include the date and duration of the affected entry, along with screenshots from awork and DAV.

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FAQ

Is the integration paid?

No, the DAV Integration is included in your awork plan.

Can I activate the DAV Integration myself?

No. Please contact awork Support. They'll set up the integration.

Which data stays in DAV?

Prices, budgets in euros, invoices, and retainer objects stay in DAV. awork imports estimates, items, and the tasks and planned effort derived from them.

How often is data synced?

The regular sync runs every five minutes by default. A registered webhook can trigger an immediate sync when an estimate, job, budget, or customer is changed. There's also a nightly sync.

Why isn't my time being transferred to DAV?

Check that the timer has been stopped, the date is on or after the configured cutoff date, the project is linked to DAV, and your business email address matches in both systems. Your DAV user also needs at least one role. If needed, a configured shared user can receive time entries.

Are changes to time entries in DAV synced back to awork?

No. awork syncs time entries to DAV. If an entry is changed or deleted in DAV, awork won't send a conflicting change or deletion, and it won't create the entry again.

Are absences synchronized in both directions?

No. Approved absences that reduce capacity are optionally synced only from DAV to awork. If you already use another system for this, disable DAV absence synchronization.

What happens if I deactivate the integration?

Synchronization stops and the webhook in DAV is disabled. Projects, tasks, and time entries in awork and DAV remain and are not deleted.