DATEV Integration: Scan Receipts and Post Directly

In tax advisory firms, receipt capture is a daily bottleneck: clients deliver receipts by post, by email or in bags. Staff scan the receipts, manually sort them by type and upload them individually to DATEV Unternehmen online. With 20 clients each providing 30 receipts per month, that amounts to 600 manual uploads — every month.

Docuflair DATEV eliminates this bottleneck. Receipts are scanned at the multifunction printer, the client and receipt category are selected on the display and the receipt is transferred directly to DATEV. No manual uploading, no intermediate storage, no rework.

This article shows the typical workflow, explains the technical integration and describes the benefits for firms and their clients.

The Problem: Manual Receipt Processing

Why receipt capture in tax advisory firms is so time-consuming

Collecting Receipts

Clients bring receipts in person, send them by post or as email attachments. Receipts must be reviewed, sorted and prepared for scanning — removing staples, separating formats, checking the order.

Scanning and Post-Processing

Receipts are scanned and saved as files on the desktop. Each receipt must then be manually named, assigned to the correct client and placed in the correct category — cash, incoming invoices, outgoing invoices or other.

Uploading to DATEV

Finally, receipts are uploaded individually or in small batches to DATEV Unternehmen online. Client and receipt folder must be selected manually. Incorrect assignment means receipts end up in the wrong client account — an error only discovered during posting.

Example calculation: A firm with 50 clients processes an average of 1,500 receipts per month. At 2 minutes of rework per receipt (naming, assignment, upload), that amounts to 50 hours per month — more than half a full-time position dedicated exclusively to receipt capture.

The Solution: Direct DATEV Integration at the MFP

Scan receipt, select client, done

1. Select Client

On the MFP display, the client is selected from a list or found via search. The client list is automatically synchronised with DATEV master data — new clients appear automatically, departed ones are removed.

2. Choose Receipt Category

The user selects the appropriate DATEV receipt category: Cash, Incoming Invoices, Outgoing Invoices or Other. This assignment is transferred to DATEV together with the receipt and determines which receipt folder the document is filed in.

3. Scan and Transfer

The receipt is scanned, automatically processed via OCR, converted to PDF/A and transferred encrypted to DATEV Unternehmen online. The receipt is immediately available in the correct client account and receipt folder — without manual uploading.

Supported DATEV Platforms

Direct integration with the most important DATEV services

DATEV Platform	Target Group	Integration
DATEV Unternehmen online	Tax advisors and clients	Direct cloud transfer with client and receipt assignment
DATEV Meine Steuern	Private individuals	Receipt capture for tax returns
DATEV DMS	Firms	Document filing in the DATEV document management system
DATEV Belege online	Clients	Receipt provision for the tax advisor

Workflow: Client Self-Scanning

Receipts from the client directly to the firm — without the postal route

Client scans receipts at their own multifunction printer
Receipt type is selected (cash, invoice, etc.) — either manually or via scan profile
Automatic assignment to the tax advisor's client account
Encrypted transfer to DATEV Unternehmen online
Tax advisor sees receipts immediately in the correct client folder

The client saves the postal route and the manual compilation of receipts. The tax advisor receives structured, categorised receipts in real time — without queries and without manual rework.

Tip: Combine the client scanner solution with QR code-driven scan profiles. Clients can then scan mixed receipt stacks with separator sheets — categorisation happens automatically based on the QR code.

Benefits for Firm and Client

Less effort, fewer errors, faster processing

For the Firm

Up to 30 minutes saved per client per day
No more manual receipt assignment and uploading
Structured receipt delivery — fewer queries to clients
GoBD-compliant PDF/A archiving with digital signature

For the Client

Independent receipt capture at their own scanner
No postal delivery, no email attachments, no receipt bags
Receipts are immediately available to the tax advisor
Simple operation on the MFP display without prior knowledge

Experience DATEV Integration Live

See in 15 minutes how client receipts automatically land in DATEV Unternehmen online — directly from the scanner, without rework.

Request Free Demo Discover Docuflair Scan

Frequently Asked Questions

Answers to the most important questions about DATEV integration for scanning

Which DATEV platforms are supported?

Docuflair DATEV supports DATEV Unternehmen online, DATEV Meine Steuern, DATEV DMS and DATEV Belege online. Integration uses official DATEV interfaces and ensures secure, encrypted transfer.

Can clients scan receipts themselves?

Yes. With the Docuflair client scanner solution, clients can capture receipts independently at their own MFP. Receipts are automatically assigned to the correct client account and made available to the tax advisor directly in DATEV Unternehmen online.

How does automatic receipt categorisation work?

On the MFP display, the user selects the appropriate DATEV category: Cash, Incoming Invoices, Outgoing Invoices or Other. This assignment is transferred to DATEV together with the scanned receipt, so the document lands directly in the correct receipt folder.

Is the transfer to DATEV GoBD-compliant?

Yes. Docuflair stores receipts in PDF/A format for long-term archiving and optionally applies a digital signature. Encrypted transfer to the DATEV cloud ensures GoBD-compliant, audit-proof storage.