Digital accounting:
5 steps, benefits and obligations
Digital accounting offers you and your company many advantages. Among other things, it allows you to optimize financial processes, organize them better and manage them more efficiently. Manual effort is reduced and so is the risk of errors in hectic day-to-day business. Your bookkeeping becomes more transparent and accurate.
We'll show you the benefits of digital accounting and how you can easily make the switch step by step.
The technical platform is operated by Integral Services GmbH. All reserved tasks are performed by Integral Tax GmbH Wirtschaftsprüfungsgesellschaft.
The key points
Avoid mistakes & save time
Digital accounting automates your processes.
Work in a legally secure manner
GoBD-compliant tools meet all legal requirements.
Flexible access
You can also view receipts and make bookings on the go.
Suitable for any size of company
From self-employed people and entrepreneurs to limited liability companies and UGs.
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What is digital accounting?
Digital accounting is the electronic recording, processing and archiving of all business transactions. Instead of filing documents in folders, use software solutions for this purpose.
All data that becomes relevant as part of your accounting is stored centrally in one place and can be retrieved in a bundled manner accordingly. Many providers rely on cloud solutions and thus enable access even on the go — via mobile devices, for example.
Just like traditional accounting, digital accounting is also subject to legal requirements, in particular the GoBD. Important points include the traceability of processes and the security and regularity of the data.
Why digitize accounting? Advantages and disadvantages
If your company relies on efficient processes, it pays off to keep the bookkeeping digitally. A look at the most important advantages and potential disadvantages will help you realistically assess the changeover and plan the next steps in a targeted manner.
Benefits of digital accounting
Disadvantages of digital accounting
- With the help of digital accounting, you can (have) documents processed faster.
- You can view your data from anywhere and make accounting decisions on the go, for example.
- The fact that many processes are now automated ensures that the risk of errors is reduced.
- Digital bookkeeping creates a good basis for seamless cooperation with the tax advisor — regardless of whether they have their law firm in the place where you live or work in Berlin, for example.
- You can archive all documents in an audit-proof manner if you choose the right tool.
- Ultimately, digital bookkeeping is also more environmentally friendly, as most invoices no longer need to be printed out. This saves you paper (and money).
- The changeover initially requires time — for example for tool selection, setting up processes, and onboarding.
- Depending on the system, there are ongoing software costs, for example for licenses, interfaces or storage.
- Digital processes only work smoothly if documents are consistently and cleanly uploaded and correctly assigned.
- Technical faults or missing interfaces can slow down processes, particularly when using multiple tools.
- Data protection and GoBD compliance must be ensured — this requires the selection of a suitable tool and clear access rights.
One thing is certain: Digital bookkeeping can significantly relieve you and your company. However, you should keep an eye on the challenges mentioned above and take them into account. It is just as important to clearly structure the collaboration with your tax advisor from the start. This gives you more freedom for your day-to-day business.
What is integral?
Integral unites Tax advice, bookkeeping and payroll in a holistic service.
Through intelligent automation, personal support and seamless integration of your existing tools, Integral ensures that your company remains tax-compliant at all times.
Experience how modern tax advice can work — with a free initial consultation or a guided tour of our platform.
When does digital accounting become mandatory?
There is currently no general obligation to keep all bookkeeping digitally in Germany. However, you must comply with legal frameworks that make digital processes much more practicable than analog processes in many cases.
The GoBD requires that digital documents be tamper-proof, comprehensible and completely archived. In addition, the tax authorities must be able to digitally access the data as part of a tax audit.
Companies with electronic cash register systems are still required to use a certified technical security device (TSE). And since January 1, 2025, all companies in Germany must be able to receive and store electronic invoices in the B2B sector.
Even though there is no complete obligation to keep digital accounts, in practice, it is often the most efficient way to securely meet legal requirements.
This is how you can digitize your accounting: step-by-step
When you switch your accounting from “analog” to “digital,” you save time, reduce errors and simplify cooperation with your tax advisor. The following step-by-step instructions will help you to approach the transition in a structured way.
Digitize accounting in 5 steps
With modern accounting software, you can work with your tax advisor even more easily. The respective access only needs to be set up.
A structured approach and comprehensive planning ensure that you can smoothly integrate the transition to digital financial accounting into your day-to-day work.
If your tax advisor does not support digital accounting, you have the option to cancel the contract and switch — to a tax advisor who meets your requirements.
Software for digital accounting: Which tools are suitable for whom?
Which solution is best for your company depends on several factors, including size and expected costs. The following overview shows typical options:
- Digital tax platforms for startups and SMEs
Integral sees itself as an all-in-one tax service: a platform for digital tax advice that automates bookkeeping, organizes receipts and offers interfaces to banks and tax consulting software. Especially for entrepreneurs, startups and SMEs, Integral is a solution to cover accounting and tax issues in one platform.
- Modern cloud software for self-employed
Independent cloud solutions are suitable for founders and smaller companies who want to manage their accounting themselves. They offer features such as automatic document entry and mobile access without including personal tax advice.
- DATEV with extensive functions
DATEV is considered standard software for many tax firms and larger companies. In addition to invoicing and bookkeeping, it enables comprehensive evaluations and is particularly common among legal forms such as GmbH or UG.
Many solutions today use AI-based automation. Automatic document recognition and payment reconciliation save time and reduce errors. A comparison of functions and costs — including consulting and accounting costs — shows which variant best suits your company.
Store receipts: Tips for digital archiving
If you want to digitize your accounting, you not only need the right tools, but should also address the question of how internal processes can be further optimized. The following tips will help you with this:
☑ Scan and enter all documents as quickly as possible. This ensures that you are working with up-to-date data.
☑ Opt for structured filingby filing documents by date, type, and project.
☑ Use a tool, which complies with GoBD and stores documents in a tamper-proof manner.
☑ Train your employees regularly, so that everyone knows exactly what they need to consider when it comes to digital accounting.
☑ Observe the legal storage periods for the respective documents, for example for annual financial statements. Even with digital accounting, you must keep receipts for as long as required by law. There is often a period of ten years for this.
With these points, you lay a solid foundation for a smooth transition.
The All-in-One Tax Service for your business
Tax Advisory
Proactive advice that helps you move forward
We understand your business and think proactively instead of just working through obligations.
Quick and personal communication
Your personal tax team will answer you within 24 hours—without waiting, without waiting for weeks.
Central platform for everything
Central platform for everything: Financial statements, receipts, and inquiries come together digitally in one place—including a digital signature.
Bookkeeping
Automated booking processing
Connect bank accounts and payment service providers such as Stripe - we automatically import all transactions.
Easy document management
Digital documents are automatically entered, all others are simply uploaded via our platform.
Weekly accounting & monthly BWA
You will receive regular evaluations and a clear overview of missing documents.
Payroll
Digital management of your employee data
Simply maintain master and transaction data online, without back and forth.
Individual support included
A personal payroll accountant is available to answer any questions or adjustments you may have.
Cost-effective & scalable
Fair prices per payslip and processes that grow with your company.
Financial Statements & Tax Return
Timely and complete
We prepare your tax returns and annual financial statements on time and submit them digitally to the tax office.
No surprises
You will receive an early overview of missing documents, tax obligations and upcoming deadlines.
Easy compliance
We make working together as easy as possible for you.
The technical platform is operated by Integral Services GmbH. All reserved tasks (Vorbehaltsaufgaben) are performed by Integral Tax GmbH Wirtschaftsprüfungsgesellschaft.
Start now with your digital accounting
Switching to digital financial accounting offers you numerous advantages: less effort, more overview and the security of complying with legal requirements. This gives you more time to focus on your core business instead of spending time with paper documents or outdated processes.
Choose a provider that suits your company and allows you to securely manage all important data at any time. If necessary, you can also access it on the go — whether for investment decisions or to quickly get an overview of your sales.
Digitize your accounting — get free advice now!
Frequently asked questions for digitized accounting
Digital accounting means that all accounting processes run electronically. Documents are digitally recorded, processed and archived and can be shared directly with the tax advisor.
Benefits include time savings, error reduction, better overview and easy archiving. Disadvantages can include initial investments, data protection requirements, and reliance on software.
There is no general obligation. However, since 01.01.2025, companies must be able to receive and store e-invoices in the B2B sector.
GoBD-compliant software, secure archiving and — depending on the process — a scanner or scan app for documents are required.
Documents are digitally recorded, automatically processed and stored in an audit-proof manner. Reports and evaluations are created directly in the software and are available at any time — even for tests.
Quick onboarding
We will guide you step by step in introducing our platform and ensure a seamless connection of all systems — for maximum flexibility.
Excellent monthly
Conclusion
You can communicate directly with your contact person via our platform, clarify open issues and ask questions about your accounting.
Timely BWA
You will receive your monthly BWA quickly and precisely so that you can keep an eye on your finances at all times.
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