CUSTOMER SERVICE × DATEV

Document management with DATEV.

A rocket start for invoice processing.

Accounting without the paper chaos? A dream! Finally real space on your desk, no document gets lost, and an end to the flood of invoices, delivery notes and credit notes that fill cubic meters of binders, shelves and archive space. Now it is time to digitize – and then breathe easy. With DMS and the optional connection to the DATEV accounting software, companies get a highly functional DMS that not only maps paper-based processes in a team-ready interface, but also optimizes them with defined workflows. DMS does exactly what it is supposed to do: it relieves accounting where a lot of “manual work” piles up – no matter whether the company does its own bookkeeping or the tax advisor does it.

Try it free for 14 days Set up the connection

Connection to DATEV

Make it easy for yourself.

Driven by a host of well-known problems with paper and invoice documents, GREYHOUND DMS was connected directly to DATEV. After their department- or person-based approval, documents can be transferred directly to the DATEV data center, where they are posted in the accounting software in the final step.

Because of the enormous optimization potential, more customers opt for this solution every month. Besides saving archive space, it also saves time, money and nerves, and gives everyone involved in the company complete transparency. This turns accounting into a favorite topic instead of a source of frustration. And it deserves that. After all, it is the most important source of information and the basis for many key decisions and for the company’s success.

A real dream team

Customer Service powered by GREYHOUND & DATEV

Time management experts advise never to handle the same task more than once. With the DATEV integration in DMS, employees no longer have to. Once scanned, every document is available for process-optimized, workflow-supported further processing. How it is processed next is defined by individual workflows. This guarantees secure and transparent approval of invoices and all other document types across departments and employees. And after approval, the documents are transferred digitally to the DATEV data center. But the best part comes now: thanks to the integrated text recognition in DATEV, every document is automatically recognized, analyzed and pre-assigned to accounts as well as possible. The invoice recognition in DATEV also keeps “learning” and, besides general booking items such as invoice date, invoice amount and document number, increasingly recognizes booking accounts and booking texts over time – fully automatically, of course. Recurring incoming invoices can be processed extremely conveniently and quickly.

<strong>With DMS and the connection to DATEV, you can save up to 70% of the effort in processing and posting documents, and thus a large share of process costs.</strong>

From the mailbox straight into DATEV

Incoming mail

Paper-based processes often start where the mail comes in. At exactly these points in the company, incoming documents can be given individual receipt-control labels, then digitized and stored centrally. Original documents can be set aside in unsorted filing boxes.

Easy digitization

No matter what hardware is already in place, DMS provides all the tools companies need to move into a paperless way of working quickly and without stress. Even mobile devices such as smartphones, tablets or decentralized scanning units can be integrated with little effort.

Company-wide approvals

As soon as scanned documents have arrived in DMS and have been enriched with data and classified by contact using individual recognition methods, they can enter the defined (approval) processes. All recognized data and content can be used for routing and document control.

Automatic transfer

As soon as a document has successfully passed through the defined approval path, it can be transferred directly to the DATEV accounting software via the optional connection. There, the documents are available in the booking overview and, thanks to the text recognition integrated in DATEV, are prepared quickly and reliably for final posting.

Better overview

Besides a much higher process speed and fewer errors and coordination effort, DMS offers another key advantage: full cash-flow control. Personal views show invoices by limit (small, medium, high) or by due date (payable in x days / due / overdue). Any invoice can be approved directly from the personal views. This lets you manage liquidity and cash flow reliably.

Maximum security!

By digitizing all business-critical documents, companies are also ahead when it comes to security. Once documents are stored in DMS, they can no longer get lost (not even in the mail on the way to the tax advisor). The natural aging of paper is also eliminated as soon as a document arrives – fading or yellowing receipts are a thing of the past. Scanned documents are always stored in an audit-proof manner and cannot be changed at the source. And when it comes to data storage, you are on the safe side too: besides being stored in DMS, invoices are also stored in the DATEV data center. Better safe than sorry!

In detail

Workflows & customization

in invoice processing

Approval levels visible at any time

Thanks to the flexible structure, every step on the way to approval can be mapped and visualized in DMS with ease. It does not matter how many levels are involved. Of course, permissions can make the approval levels accessible only to the employees who should have access to them.

Approval filters for every employee

Besides the global overview for managing directors or managers, personal approval filters can also be created. In these filters, besides documents and invoices, delivery notes, leave requests, tasks or files can also be submitted for sign-off. After the person-specific action, the further workflows take effect.

Approvals via drag & drop

Items submitted for review can be approved or rejected very easily: simply drag the matching label or the right topic onto the item via drag&drop, and the workflow for the next process is triggered.

Sorting by amount

Nothing is more important than keeping track – and this applies especially to payments. In DMS, you can create any overviews you like, for example to sort all incoming or outgoing invoices by amount.

Complete history for every contact

Transparency and completeness at the push of a button – an important aspect, especially in accounting. Thanks to automatic contact classification, documents are assigned to the right creditor or debtor right after scanning. Later, one click on the history lists all documents of a contact.

Automatic transfer to DATEV

With the DATEV connection, documents are transferred directly to the DATEV data center after their approval run and are kept there a second time. This not only means double data security, it also saves the tax office or your own employees from entering documents manually.

Further automation in DATEV

Every transferred document is automatically text-recognized, analyzed and pre-assigned to accounts as well as possible. The invoice recognition keeps “learning” and, besides general booking items such as invoice date, invoice amount and document number, increasingly recognizes booking accounts and booking texts over time – fully automatically, of course. Recurring incoming invoices can be processed extremely conveniently and quickly.

Last but not least: “Link booking”

Once DATEV has already done most of the manual work automatically with text recognition, accounting or the tax office only has to link the recognized documents to the booking. With DMS and the connection to DATEV, you can save up to 70% of the effort in processing and posting documents. 15

DMS x DATEV

Your benefits at a glance

  • Automated document transfer to DATEV
  • More documents with the same or fewer staff
  • Fewer errors thanks to standardized processes
  • Cost-efficient and scalable at will
  • 100% customizable to every company
  • Up to 70% higher process speed
  • Person- and/or department-based approval paths
  • Person- and/or department-based approval paths
  • Double security thanks to redundant document storage
  • 100% team-ready thanks to document locking during editing and many other team features

Connected quickly

Connect DATEV and revolutionize invoice approval.

With the connection to the DATEV accounting software, documents are transferred directly to the DATEV data center after the approval run. With all document-relevant data. This lets you process documents extremely conveniently and quickly. Double data security, huge time savings and process cost reductions of up to 70% speak for themselves.

Get advice now Set up the integration

FAQ

Frequently asked questions about the DATEV integration

  • Core license for Customer Service powered by GREYHOUND
  • DATEV Unternehmen Online basic application for storing documents in the DATEV data center.
  • DATEV Belegtransfer in its latest version, used to transfer documents to the DATEV data center.
  • DATEV mIDentity Stick
  • A document scanner is required to scan the documents

You can find the instructions in the manual here: https://docs.greyhound-software.com/konfiguration/dokumentenfreigabe/datev 

Pricing is available on request. If you are interested, feel free to contact us.

Yes. Hosting takes place in German data centers, or alternatively as a monitored self-hosted operation. A role and permission concept controls access, and data processing and processing activities are documented.