A DATEV connection is the agreed data route between the business and its tax advisory firm. BuchhaltIQ prepares ongoing receipt, invoice and employee data and, depending on the configuration, supports DATEV Rechnungsdatenservice 1.0 and DATEV Lohnaustauschdatenservice. Professional review and bookkeeping remain with the firm.
What DATEV means for your business.
When a tax advisory firm refers to a “handover via DATEV”, this does not automatically mean a specific file export. DATEV provides several data services through which software solutions can transfer structured data and digital receipts to the DATEV cloud. The service used depends on the firm's workflow and the connected software.
For the business, the process question therefore comes first: Which information should reach the firm, when, in what state and via which configured data route? Only then can the technical connection be configured meaningfully.
Which data is needed each month.
The exact scope is agreed with the tax advisory firm. In a hospitality business, several ongoing workstreams typically come together:
- cash-register transactions and daily closings with the associated supporting records,
- bank transactions and their assignment to receipts or unresolved transactions,
- incoming documents and self-issued outgoing invoices,
- cancellations, invoice corrections and unresolved differences,
- agreed employee and monthly data for the firm's payroll process.
Completeness is not created by an export button on the final day. It is created by keeping missing receipts, unresolved transactions and incomplete master data visible throughout the month.
Which data services are relevant.
Two clearly defined routes are relevant to BuchhaltIQ. They perform different tasks and are not grouped together under a generic DATEV label.
| Service | Basic function | Coordination with the firm |
|---|---|---|
| DATEV Rechnungsdatenservice 1.0 | Transfers structured document data and the associated document images to DATEV Unternehmen online. | Client data set, permissions, data quality and the time of provision. |
| DATEV Lohnaustauschdatenservice | Supports data exchange between partner software and DATEV payroll programs. | Which data the configured workflow exchanges and who approves it. |
Depending on the configured use, the BuchhaltIQ feature set includes these data services. Other DATEV services are not automatically part of the product scope.
What the connection does not take care of.
The data route simplifies collaboration, but it does not change professional or statutory responsibilities. Three boundaries are particularly important:
- Cash register: Under section 146(1) of the German Fiscal Code (AO), cash receipts and cash payments must be recorded daily. A later data transfer does not replace this ongoing recording.
- Electronic recording systems: The notification obligations under section 146a AO are not fulfilled through a generic accounting interface.
- Retention: The periods under section 147 AO apply regardless of whether documents reach the firm manually or via a data service.
The VAT advance return also remains a tax matter. Under section 18 of the German VAT Act (UStG), it must generally be submitted by the tenth day after the end of the filing period. You should set a separate monthly cut-off date for when your firm needs the documents beforehand.
The workflow with BuchhaltIQ.
BuchhaltIQ keeps banking, receipts, invoices, the cash register, unresolved items and workforce administration in a shared working status. The month-end closing assistant then guides you through the remaining unresolved items before data is approved.
- Record ongoing transactions and identify missing evidence directly on the transaction.
- Resolve outstanding items and review the month with the month-end closing assistant.
- Deliberately approve the DATEV data route configured with the firm.
- Track status and queries together without moving the firm's professional work into BuchhaltIQ.
The product boundaries and supported areas are listed in full on the features page. The DATEV and tax advisory firm page explains how the business and the firm divide their roles.
Questions for your tax advisory firm.
These questions should be answered clearly before the first handover:
- Which specific DATEV data service should be used?
- Who configures the client data set, permissions and access details?
- Which documents and master data must be complete?
- By which day of the month does the firm need the data?
- Who gives final approval for receipt, invoice and employee data?
- How are queries and subsequent corrections documented?
Once these points have been clarified, a technical interface becomes a reliable shared workflow. To discuss a specific setup, contact BuchhaltIQ through the contact form.
Frequently asked questions.
Do I need my own DATEV licence as a hospitality business?
As a rule, the tax advisory firm works with the DATEV programs. For connected data services, access, the client data set and permissions are configured together with the firm. Ask your tax advisory firm which products or additional fees are required.
Does my tax advisory firm need to use BuchhaltIQ?
No. The business prepares its data in BuchhaltIQ, while the firm continues to work in its familiar DATEV environment. The important point is that both sides agree on the configured data route and the monthly handover date.
When does the firm need my documents?
That depends on the agreed bookkeeping cycle and your tax deadlines. As a rule, the VAT advance return must be submitted by the tenth day after the end of the filing period. The firm will therefore usually need the complete documents earlier; you should agree on a binding cut-off date.
Does the DATEV connection replace my cash-register obligations?
No. An interface transfers data. It does not replace the daily recording of cash receipts and cash payments, nor does it replace notification and retention obligations. These requirements apply regardless of the transfer route used.
Who checks whether the month is complete?
BuchhaltIQ makes unresolved transactions visible in the current working status. Operational approval remains with the business; professional bookkeeping and tax review remain the responsibility of the tax advisory firm. Responsibilities should be clearly agreed before the first handover.
Sources.
This guide is not a substitute for tax or legal advice. Coordinate deadlines, data channels and responsibilities with your tax advisory firm.