DATEV Unternehmen online is revolutionising the collaboration between client and tax advisor. Our guide shows you step by step how to make optimal use of the platform -- from document upload to automated payment processing.
Digital Accounting with DATEV Unternehmen online: A Guide for Clients
The digitisation of accounting is no longer a matter for the future -- it is the present. Yet many companies continue to work with paper documents, physical folders and the monthly shuttle folder to the tax advisor. DATEV Unternehmen online offers a mature platform that digitises the entire document flow and fundamentally simplifies collaboration with the tax advisory practice. This guide is aimed at clients who are planning the transition or have just begun.
Why DATEV Unternehmen online?
The Advantages at a Glance
DATEV Unternehmen online is the cloud-based client platform of DATEV eG, developed specifically for collaboration between companies and tax advisory practices. The key advantages are:
- Real-time access to all documents and reports
- Location-independent working -- documents can be uploaded from anywhere
- Automated document processing through OCR text recognition
- Audit-proof archiving in accordance with GoBD
- Seamless integration into the DATEV workflow of the tax advisory practice
- Reduction of error sources through automated processes
Who Is the Platform Suitable For?
DATEV Unternehmen online is suitable in principle for companies of all sizes that work with a DATEV-using tax advisory practice. Those who benefit most include:
- Small and medium-sized enterprises with a manageable document volume
- Companies with multiple locations or remote-working teams
- Businesses with high document volumes that wish to reduce paper flow
- Growing companies that want to set up scalable processes
Setup and Onboarding
Step 1: Registration and Access
The setup of DATEV Unternehmen online takes place in coordination with your tax advisory practice. The typical process:
- Your practice sets up your client access
- You receive a DATEV SmartLogin app or a DATEV SmartCard access for secure authentication
- After activation, you can log in at unternehmen-online.datev.de
Step 2: Setting Up Bank Connections
One of the greatest efficiency gains comes from automatic bank data retrieval. To this end, you connect your business accounts with DATEV Unternehmen online:
- All common German banks are supported via the FinTS/HBCI interface
- Account transactions are retrieved automatically on a daily basis
- Optionally, you can process payments directly through the platform
Step 3: Configuring Document Types
Together with your practice, you determine which document types you wish to use:
- Incoming invoices (accounts payable)
- Outgoing invoices (accounts receivable)
- Cash receipts
- Other documents (contracts, bank statements, etc.)
Digitising Documents: How to Do It Right
Scanning and Photographing
DATEV Unternehmen online offers several ways to digitise documents:
- Desktop scanner: for larger document volumes, a document scanner with automatic feed is recommended. DATEV offers the DATEV Belegtransfer as an upload tool
- DATEV Upload mobil app: individual documents can be photographed and uploaded directly with your smartphone
- Email upload: digital invoices in PDF format can be sent directly by email to an individual upload address
Quality Requirements
To ensure optimal automatic text recognition, observe the following guidelines:
- Sufficient resolution: at least 300 dpi when scanning
- Straight alignment: capture documents as straight and complete as possible
- Legibility: scan thermal paper receipts (till receipts) promptly before the print fades
- Individual files: each document should be uploaded as a separate file
GoBD-Compliant Processing
Under the Principles for the Proper Keeping and Storage of Books (GoBD), digitised documents must meet certain requirements. DATEV Unternehmen online supports you in this:
- Immutability: uploaded documents are stored in an audit-proof manner
- Logging: every change is documented
- Procedural documentation: DATEV provides a template procedural documentation that can be adapted to your processes
Automated Payment Matching
How Matching Works
One of the greatest productivity gains of DATEV Unternehmen online lies in automated payment matching:
- Bank transactions are automatically matched to uploaded incoming and outgoing invoices
- The system learns from your assignments and becomes increasingly accurate over time
- Open items are updated automatically
- You always have an overview of due invoices and the payment status
Payment Processing Directly from the Platform
Optionally, you can initiate payments directly via DATEV Unternehmen online:
- Batch transfers for multiple invoices simultaneously
- Scheduled payments on the due date
- SEPA direct debits (provided you hold a direct debit mandate)
- Approval workflows with dual-control principle for larger amounts
Digital Document Exchange with the Tax Advisor
The End of the Shuttle Folder
With DATEV Unternehmen online, the physical transport of documents is eliminated. Instead, you and your practice work on the same digital document set:
- You upload documents; the practice books them directly
- The practice provides you with reports (management accounts, trial balance, open items) digitally
- Queries on individual documents are handled directly on the document via a comment function
- Annual accounts documents are exchanged and approved digitally
Real-Time Reports
A key advantage of digital collaboration: you have timely access to management reports:
- Management accounts (BWA): monthly profit and loss overview
- Trial balance (SuSa): detailed account overview
- Open items list: overview of outstanding receivables and payables
- Liquidity overview: forecast of payment inflows and outflows
The DATEV Upload mobil App
App Features
The free DATEV Upload mobil app (available for iOS and Android) allows you to:
- Photograph documents and upload them immediately
- Assign document type (incoming invoice, cash receipt, etc.)
- Add notes for the tax advisor
- Create expense reports on the go
- Document travel expenses and submit them digitally
Tips for Mobile Use
- Enable automatic detection -- the app recognises document edges automatically
- Use good lighting and avoid shadows on the document
- Upload documents promptly -- this avoids backlogs
- Use batch processing for multiple documents at once
Setting Up Approval Workflows
Digitising Invoice Approval
For companies with multiple decision-makers, DATEV Unternehmen online offers digital approval workflows:
- Incoming invoices are automatically assigned to the responsible approver after upload
- The approver reviews and approves the invoice digitally
- After approval, the invoice is marked for payment
- The dual-control principle is automatically documented
Configuration
The setup of approval workflows takes place in coordination with your practice:
- Definition of approval limits (e.g. approval by managing director from EUR 500)
- Establishment of deputy arrangements
- Setup of notifications for new approval requests
From Paper to Digital Accounting: Making the Switch
Common Mistakes When Switching
- Maintaining parallel operations for too long: those who work both digitally and on paper simultaneously double their effort. Set a clear cut-over date
- Not training staff: invest in a short training session for all involved
- Incomplete upload: ensure that all documents are captured digitally -- not just the large ones
- Missing procedural documentation: the GoBD requires documentation of your digital processes
Tips for a Smooth Transition
- Begin with the new financial year or a new quarter
- Start with incoming invoices -- this is where the efficiency gain is greatest
- Establish a fixed routine: daily scanning or a weekly upload day
- Make use of the training offerings from DATEV and your practice
- Allow for a transition period of 2-3 months during which you familiarise yourself with the new processes
Time and Cost Savings in Practice
Experience shows that companies achieve considerable efficiency gains by switching to DATEV Unternehmen online:
- 30-50% less time spent on document processing
- Elimination of transport times for shuttle folders
- Faster monthly closings through timely document processing
- Lower error rate through automated matching
- Better liquidity management through up-to-date bank data
- Reduction of paper and archiving costs
Conclusion
DATEV Unternehmen online is more than a mere accounting tool -- it is the foundation of modern, efficient collaboration between your company and your tax advisory practice. The switch requires a certain initial investment in setup and familiarisation, but it pays off quickly through time savings, improved data quality and faster reports.
At compleneo, we support our clients in switching to DATEV Unternehmen online -- from initial setup through training to optimisation of ongoing processes. Contact us if you would like to take your accounting to the next level.
