A bookkeeping/accounting software is a software solution for the systematic recording, processing and analysis of business transactions. It supports freelancers and small businesses with ongoing bookkeeping, preparation of the preliminary VAT return, the income surplus calculation (EÜR) or with balance sheet obligations under the HGB and EStG. The aim is a legally compliant, efficient and transparent representation of all financial transactions.
Functions and Areas of Use
Modern accounting programs offer a range of functions tailored to different company sizes and legal forms.
Key Basic Functions
- Receipt capture: Scanning or uploading receipts with automatic text recognition.
- Posting entry: Account coding, automatic booking suggestions, recurring entries.
- Bank reconciliation: Import of bank statements and automatic matching to open items.
- VAT: Preparation and export of the preliminary VAT return for ELSTER.
- Reports and analyses: EÜR, profit and loss, VAT overviews.
- Fixed asset accounting: Depreciation according to AfA tables and fixed asset documentation.
Specific Use Cases
- Freelancers: Focus on simple EÜR, invoicing and cash management.
- Sole proprietors and small GmbHs: Double-entry bookkeeping, DATEV export for the tax advisor, multi-stage dunning procedures.
- Retail with electronic cash register: Integration according to KassenSichV and GoBD-compliant retention.
Legal Requirements and Compliance
An accounting program must meet the requirements of German legislation. Of particular relevance are the GoBD (principles for the proper management and storage of books, records and documents in electronic form), the Umsatzsteuergesetz (UStG), the Einkommensteuergesetz (EStG), the Handelsgesetzbuch (HGB) and the Abgabenordnung (AO).
Important points are:
- GoBD compliance for document storage, timestamps and auditability of postings.
- A variety of export options (DATEV, CSV, ELSTER) for collaboration with the tax advisor.
- Documentation obligations for cash registers under KassenSichV for electronic tills.
- Retention periods and audit-proof archiving.
Selection Criteria and Practical Tips
When choosing an accounting program, prioritise practical criteria that simplify your workflow.
Key Questions Before Deciding
- What is your legal form (freelancer, sole proprietor, GmbH) and which functions do you need (EÜR vs. balance sheet)?
- Do you prefer a web-based solution or locally installed software?
- How important is the interface to the tax advisor (DATEV or DATEV export)?
- Are there automatic bank connections and support for ELSTER?
Practical Tips
- Start with a trial month: Record typical receipts and test export functions.
- Use templates for invoices and dunning letters to save time.
- Set up regular routines: monthly bank reconciliation, monthly preliminary VAT return, annual EÜR preparation.
- Back up data and observe the GDPR when handling sensitive customer data.
Practical Examples from Accounting Practice
Concrete use cases show how accounting software makes everyday work easier:
- Freelancer (graphic designer): She regularly issues invoices via software, captures receipts via an app and submits the EÜR digitally to her tax advisor. The software generates the preliminary VAT return and exports the data for ELSTER.
- Small retail company: The cash register is electronically connected. Daily closings are automatically archived, bank accounts are reconciled and outstanding receivables are pursued via the integrated dunning system.
- GmbH with fixed assets: The program manages tangible assets, calculates scheduled depreciation and provides monthly reports for management as well as DATEV exports for the annual financial statements.
| Function | Freelancer/Sole Proprietor | Corporation (GmbH) |
|---|---|---|
| Receipt capture | Yes | Yes |
| EÜR / Balance sheet | EÜR | Balance sheet & P&L |
| DATEV export | Optional | Required |
| Fixed asset accounting | Mostly optional | Important |
Conclusion: A suitable accounting program saves time, reduces errors and ensures compliance with statutory obligations. Check functions, interfaces and GoBD compliance carefully against your company’s requirements and coordinate the solution with your tax advisor.