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Documents from DATEVclient files and receipts, also with a view to a change of software.

Whatever sits in DATEV DMS or in the document filing system (Dokumentenablage) — client files, receipts, correspondence, file notes — is meant to come into your instance via an agreed export recipe. The plan is read-only access; nothing is changed in DATEV. As DATEV has announced that it will phase out the portfolio developed specifically for Austria, the exported collection then sits in your instance independently of your practice software.

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DATEV

after clarification · database export

Example question

“Which receipts are on file for client number 10245 for the 2023 financial year?”

1 Answer with source

Connection

How the connection is designed

For documents, DATEV essentially has two product lines: DATEV DMS and the smaller document filing system (Dokumentenablage). In both, a database manages which document belongs to which client, which document type and which year — so a folder alone is usually not the route. The plan is either the interface DATEV provides for third-party programs, or a scheduled export of documents and master data, sent encrypted and over outbound connections only to your instance; receipts stored in the DATEV data centre — via Unternehmen online with Belege online — can come along by the same route, as far as they can be exported. Whether and which route is open to you, we check with you before we start — depending on installation, licence and permissions; a person confirms the document type on the first run. Until the connection is set up, you can upload individual files, whole folders, emails, photos and voice memos.

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

Set-upWe estimate the exact effort after the preliminary check and discuss it with you before anything is set up — ideally together with your DATEV adviser. Setup billed by effort, from around €2,000 one-off and from around €100 per month ongoing.

Documents

Which documents may be stored in DATEV

  • Annual financial statements including notes and report, filed by year under the client.
  • Receipts and account statements for ongoing bookkeeping, often with the receipt image.
  • Correspondence with the tax office: assessments, requests for further information, appeals and the documents for the tax audit.
  • Payroll documents: employment contracts, payroll accounts, notifications to the ÖGK (Austrian health insurance fund).
  • Powers of attorney, engagement letters and the practice’s fee notes.
  • File notes and meeting notes on the client that are kept in the filing system.

Example questions

Examples of questions to your documents

  • “Which receipts are on file for client number 10245 for the 2023 financial year?”

    1 Answer with source

  • “How did we justify the provision in the annual accounts of Huber GmbH?”

    2 Answer with source

  • “What did we last write to Huber GmbH about the cash register obligation?”

    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

Beforehand we look at what you have filed as documents. Reports that DATEV only calculates from the booking data when called up — balance lists, account sheets, interim figures — are not part of the collection: for today’s figures, the bookkeeping remains the authoritative source; the collection holds the report that was filed at the time. We also check whether the filing reference, document type and year come along in the export — that depends on installation and licence; if they are missing, the assignment to the client has to be done by hand, and that is usually where most of the effort lies. A route back into the DATEV filing system is not planned: drafts come out as Word, Excel or PDF files and are filed by someone in the practice.

FAQ

Frequently asked questions about this connection

We have client files going back to the 2000s. Does the old collection come across?

The plan is to take in the old collection year by year, so you decide the order. It is common not to start with the oldest year but with the one that is causing work right now: the last set of accounts, an open appeal, the years of an announced tax audit. Older years can follow afterwards; how far back the export reaches, we check on your installation. For practices in Austria there is a further point: the manufacturer has announced that it will phase out the programs developed specifically for Austria and keep them usable until the end of 2028. Whatever is in your instance by then no longer depends on these programs.

Our filing follows client, year and document type. Is this structure preserved?

Client, year and document type are the part that matters in the export. The plan is for them to come along as the origin, so that the answer can say which file and which financial year it comes from — without them, a receipt from 2019 could hardly be told apart from one from 2023. Whether this comes across like that with your installation is part of the preliminary check. If the details come along, even a receipt scan named only with a sequential number is meant to be findable via client, year and the content of the receipt.

What happens with a DATEV program update or at the turn of the year?

That depends on whether an update changes filing paths or field names; if so, the export recipe is adjusted. A short note from you or your DATEV adviser before installing it helps avoid a gap in between. The turn of the year usually adds a year; the structure stays. We look more closely when a client changes practices or records are filed under a new filing reference, so that the old file stays with the right client; documents already taken in are not affected by an update.

Not every employee may see every client. Can this be reflected?

The plan is to do this via document types and roles, and additionally via the group of clients: whoever handles a client’s payroll is meant to reach that client’s payroll documents, not the accounts of other files; a cut-off date, for instance for everything before someone joined, is possible. For the client who is to be handled by one person only, or the file that must not be available throughout the firm, the circle is drawn tightly — it is then meant not to appear in anyone else’s results either. If the permission is missing, the system says so openly instead of silently leaving out half the file. How your client groups are reflected, we agree together before we start.

Industries

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Integrations

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Request a demo — and clarify how DATEV fits in

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

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