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Documents from BMDask your client files and accounting documents questions, answers with the source.

Documents and master data from BMD are meant to come into the knowledge base via an agreed export recipe. Only read access is planned: nothing is changed in BMD itself, and the client data stays in your own instance.

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BMD

after clarification · database export

Example question

“Which collective agreement applies to this client?”

1 Answer with source

Connection

How the connection is designed

BMD keeps much of its content in the database rather than in folders. The plan is therefore an agreed export recipe: a scheduled export of documents and master data that is transferred, encrypted, into your own instance. Whether and how that works for you, we check before we start with you and your BMD support partner — depending on version, modules and the vendor’s approvals.

Once set up, synchronisation runs automatically: new and changed documents from BMD are added by themselves, without anyone having to upload anything.

Set-upWe estimate the effort after the advance check and discuss it with you before anything is set up — together with your BMD support partner, if you like. Setup is charged by effort, in the order of from around €2,000 one-off and from around €100 per month; the exact amount is fixed case by case after the check, before the setup.

Documents

Which documents may be stored in BMD

  • Annual financial statements including notes, the enclosures for the balance sheet meeting and the version filed with the company register — stored in the client file by financial year
  • Tax assessments and correspondence with the tax office, taken over into the client file from the Databox in FinanzOnline (the Austrian tax authority’s online portal)
  • Document images attached to the booking line in accounting — incoming invoices, outgoing invoices, bank and cash documents
  • Payroll documents: payroll accounts, employment contracts, the grading under the collective agreement and the annual payslips for the tax office
  • File notes, meeting notes and deadlines from practice management — including what was recorded after a phone call with the client
  • The firm’s outgoing invoices from time recording, with service period, client and the note on which service was billed

Example questions

Examples of questions to your documents

  • “Which collective agreement applies to this client?”

    1 Answer with source

  • “How did we last assess this matter?”

    2 Answer with source

  • “Which deadlines are expiring for this client?”

    3 Answer with source

Start

Before a connection is set up

A connection is set up for you, not activated in one click. Every source comes with its own logins, permissions and folder logic — whether and how it can be connected at your company, we check together beforehand. Set-up and maintenance are billed by effort; how much that is depends on the source and is discussed beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

In advance, we decide with you what the export recipe should cover: which financial years, which clients and whether documents that pass through the BMD Com client portal are included. Anything not in the recipe at first can be added later. Whether your installation allows read access beyond the scheduled export depends on version, modules and what your support partner enables; we clarify that with them before any effort is incurred. Writing back is not part of the plan — no bookings, no filing into the client file, no deadlines in practice management. And an evaluation that BMD only calculates when it is called up, such as a list of account balances, is not a document: what goes into the knowledge base is what is stored as a document or a report. Which reports you have stored in this way, we look at with you.

FAQ

Frequently asked questions about this connection

Are earlier years included, or only the current financial year?

That is a question of the export recipe. Usual is an initial run over the financial years you actually need: mostly the financial statements of the last few years including document images, more rarely everything back to when the firm was founded. After that, a scheduled run is meant to only add what is new or has changed. How far back the initial run goes, you decide; what that means for the effort, we discuss beforehand. If a tax audit is coming up, the audit period is often a sensible scope.

In BMD everything is tied to the client and the financial year — is that assignment kept?

That is the plan, provided the classification keys are exported too: client number, financial year, document type. For that, the client and file master data is meant to come along. An answer is then assigned to the client and the year, and the source names the document so you can check it — with two companies of the same family, that is the difference between useful and risky. Whether a document counts as a payroll account or as correspondence is confirmed by a person during the first run, because it determines who gets to see it. Which classification keys your BMD provides, we check in advance.

We are bound by professional confidentiality. Who sees the client data?

Within the firm, the people you release it to: permissions are tied to document types and roles, not to individual files and not to your BMD users. Before the initial run, you decide which role sees which document type — payroll usually more narrowly than correspondence; for a trainee tax adviser who only started this year, a cut-off date can be set. Outside the firm: you work in your own instance on servers in Germany, the language model runs in an EU data centre, and no training is done with your client data. Nothing is changed in the permissions in BMD itself.

What happens with the next BMD update?

The plan is that the export writes agreed data to a directory and does not depend on the user interface, which changes with a version change. If a new version adds fields or shifts columns, the assignment may no longer work on the next run — then the recipe is adjusted. So let us know before a major change, and we will look at the first run afterwards together.

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In thirty minutes by video we show what answers with sources look like, and clarify whether and how BMD can be connected at your company.

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