DATEV onboarding for new clients
From the invitation email to the signed power of attorney: this article explains how the digital onboarding process at our firm works via DATEV Onboarding and what you’ll need for it.
Introduction
Before we can start working for you, we need a range of details: your personal details, the relevant tax office, bank details and signed powers of attorney. We collect these details via DATEV Onboarding, a cloud-based application from DATEV eG that you can access via your browser. You enter the data there once, and we then transfer it directly into our firm’s software.
The process begins with an invitation email that DATEV sends to you on our behalf. Using the link in this email, you register a DATEV account, enter your personal details and complete the forms we have provided. Once submitted, the data is sent to us and we set up your client file.
First, a few clarifications, as there are often misunderstandings regarding DATEV onboarding: Registration is free of charge and does not commit you to anything. You do not need any additional software, a chip card or a card reader – an email address, a password and a web browser are all you need.
Furthermore, the DATEV account does not provide access to your accounts. Initially, it is simply your personal login for the onboarding portal. If we later use DATEV Unternehmen Online or DATEV Meine Steuern together, you can continue to use the same account.
This article follows the order in which you go through the steps in the portal. If you are registering a company with several shareholders, please also read the section on multiple registrations – it explains why you will receive several invitations.
An overview of the process
The onboarding process consists of five sections that build on one another. You complete the first four in the portal; we take care of the last one.
| Step | What happens | Who |
|---|---|---|
| Invitation email | You will receive an email containing a link to the portal | DATEV, on our behalf |
| DATEV account | You register using your email address and password | You |
| Master data | You enter the requested details and send them to us | You |
| Forms | You complete the power of attorney, direct debit authorisation and other forms | You |
| Setting up the mandate | We enter the details and set up the account | We |
The order is specified in the portal: you cannot register without a DATEV account, and forms will not be pre-filled without master data. It is therefore worth entering all your master data first and only then opening the forms.
You do not have to complete everything in a single session. Your entries are saved in the portal, and you can log in again at any time to continue. Even after submission, you can correct the data and resubmit it.
The invitation email
Word-for-word transcript
If your firm uses DATEV Onboarding, the first thing you’ll receive is an invitation email from DATEV. Importantly, this email is sent directly by DATEV, not by the firm, but on the firm’s behalf. You can see that here too: ‘Registration invitation from the firm’ – in my case, Ken Kaiper GmbH. You then have the option to click on ‘Register’ or ‘Log in’. If you already have a DATEV account – perhaps from a previous tax adviser or a previous job – you’re welcome to use that. Otherwise, the ‘Register’ button is the correct one if you’ve never used DATEV before. This allows you to create a DATEV account – I’ll show you how in the next video – and you can then start the onboarding process.
As soon as we’ve added you to our prospective client database, we’ll send an invitation from this application. The email itself comes from DATEV, as it’s sent via the DATEV eG notification service – so the sender listed in the email isn’t our firm, but DATEV.
The text of the invitation is standardised and deliberately kept brief. For data protection reasons, the email does not contain any details regarding your case, but only a reference to the registration and the link to the portal at onboarding.datev.de.
What you will find in the email
The invitation contains two options: ‘Register’ and ‘Log in’. Which one applies to you depends on whether you already have a DATEV account.
For example, you already have a DATEV account if you were also registered via DATEV Onboarding by your previous tax adviser, or if you use DATEV Employee Online for your payslips. In this case, select ‘Log in’ and use your existing login details.
The invitation is linked to the email address we have on file. If you register using a different address, the portal will not be able to match you to our request. You must therefore register using the exact address to which the invitation was sent.
If you haven’t received the email
First, check your spam or junk folder, as automatically sent emails often end up there. If the invitation isn’t there either, please get in touch with us briefly – we can resend the invitation or correct the email address on file.
Creating your DATEV account
Word-for-word transcript
Once you’ve received the registration email, the second step is to create a DATEV account. If you already have one, you’re welcome to log in directly here. If you don’t yet have a DATEV account from previous work, please click ‘Register’ here.
I’ll copy the link, paste it into this window, and now we have the option to create a DATEV account. We enter our first name and surname – these are already pre-filled here in this case – and choose a password of our choice. Then we need to tick this box here. I agree to the terms of use, click ‘Continue’, and then an email confirmation will be sent.
We click on that as well, and then the DATEV account is set up.
The DATEV account is the login method for DATEV cloud applications. It consists of your email address and a password that you choose yourself. Optionally, you can add two-factor authentication via an authenticator app.
The account belongs to you, not to us. We cannot see your password, nor can we reset it – that’s what the ‘Forgotten password’ function on the login page is for.
If you do not yet have a DATEV account and click ‘Register’ in the invitation, you will set a password, confirm your email address and then be taken directly to the onboarding portal.
You already use a DATEV account, for example from DATEV Employee Online or from a previous practice. Click on ‘Log in’ in the invitation and log in using your existing login details. It is not possible to register a second time using the same email address.
Step by step: Registration and opening DATEV Onboarding
Word-for-word transcript
If you’ve received the registration invitation from DATEV, clicked on ‘Register’, set a password and thereby created a DATEV account, the next step is to click on ‘Log in’ in the same email – that is, in the registration invitation. So, you already have a DATEV account; simply copy this link, paste it into your preferred browser, and you’ll see the page ‘onboarding.dathev.de’ open. In my case, a landing page now opens; here, too, I simply click ‘Log in’ again, and then I can log in right here using the very same DATEV account I’ve just created.
And now you’ll see the onboarding portal open; here, I’d agree to the legal documents and click ‘Let’s get started’. You now have the option to set up two-factor authentication. We’d generally recommend this, as it makes the whole process a bit more secure. To save time, I’ll skip this step and select ‘No, I don’t want to do this right now’, then click ‘Save’, and now we can see that the actual onboarding process opens.
There’s also a direct step-by-step guide here that you can work through. However, in the next few videos, I’ll show you exactly what you need to do in this onboarding portal. To summarise: you’ll receive a registration email from the law firm, create your DATEV account by clicking on the link, confirm your email address once, then click the ‘Log in’ button in that registration email again, and you’ll then be able to log in to Onboarding. DATEV using the account you’ve just created, and you should see a screen that looks something like this.
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Open the link from the invitation email
The link takes you to onboarding.datev.de. Select ‘Register’ there if you do not yet have a DATEV account.
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Enter your email address
Use the address to which the invitation was sent. This is the only way the portal can match your account to our request.
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Create a password
A password manager can help you create a long and unique password. Using the same password as for other services is not a good idea, as a data breach elsewhere could then also affect your DATEV account.
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Confirm your email address
You’ll receive a confirmation email; click on the link it contains. Only then will your account be active.
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Log in to the onboarding portal (onboarding.datev.de)
Once confirmed, you’ll see the dashboard with the tasks we’ve set up for you.
Optional: Set up two-factor authentication
You can enable two-factor authentication in the account management section of your DATEV account. To do this, link an authenticator app (such as Microsoft Authenticator or Google Authenticator) to your account by scanning a QR code.
Each time you log in, you’ll then enter a six-digit code from the app in addition to your password. The code changes every 30 seconds. The second factor is optional for the onboarding portal; for some DATEV applications, such as ‘Arbeitnehmer online’, it is mandatory.
If you change your smartphone, set up the app on your new device beforehand or use the DATEV account’s recovery function. Otherwise, you will be unable to log in until two-factor authentication has been reset.
Enter master data
Word-for-word transcript
Now that we’ve arrived at the onboarding portal, we can carry out various tasks. As you can see from the structure of this portal, there’s an overview to start with, which includes the name of your practice and your contact person. Here you’ll see your own name, master data, prospective client, and you’ll also see various tasks, amongst other things. Your law firm may also send you additional messages regarding this; you would then see these here under ‘Conversations’.
There may also be forms that still need to be completed. You would then see these here under ‘Forms’, and you can also click on each of these tabs at the top via the ribbon to view detailed information. In my case, I currently have just three tasks to complete for onboarding, and the first task is ‘Request master data’.
When I click on that, it takes me to the ‘Tasks’ tab and into the relevant task, and the actual task – what needs to be done now – is shown here on the right in the sidebar. It says ‘Master data requested’. Of course, as a tax consultancy, we need your master data; otherwise, we can’t look after you. We need to know who you are, what your tax number is, grant power of attorney to the tax office, and so on.
And you can now simply fill this in using this ‘Master Data Requested’ function. So you’d just click here once, and as you can see, the ‘Master Data’ tab opens automatically – in other words, you’re automatically taken from this task to the ‘Master Data’ tab. You could also go directly to the ‘Master Data’ tab, where you’ll see all the personal details your firm needs. So wherever it says ‘required’, there will be fields you’ll need to fill in – such as your address, place of birth, date of birth, tax reference number, tax office, bank details, identification – this relates to the Money Laundering Act – such as the ID number from your identity card, for example, because the firm must verify your identity; this is required by law.
Here, you would now enter all your master data, and using the ‘Add person’ option at the top, you also have the option to add, for example, a spouse or children. So please enter all the master data relating to you, your family or your business. In my case, I’m currently set up as a natural person, which is why I’m seeing these selection fields. If this were a business onboarding process – not ‘Kennkaiper’ but ‘Kennkaiper GmbH’ – then different information would be requested there.
But that would be the first task, and I’ll say this task is complete. Let’s assume I’ve filled in all the master data; I could then mark this task as complete here and would see that there are only two tasks left, which we’ll look at next. But this master data entry is the most important part of the first step, because without master data, you effectively cannot be supported, and it’s important that it’s, of course, simply complete so that there are no problems with the tax office, for example.
Once you’ve logged in, you’ll see on the dashboard which details we’ve requested from you. We select in advance which categories we need – typically your basic details, contact details, the relevant tax office, tax numbers and bank details.
The fields are based on the master data as it is set up in our practice management software. This is why the portal may also display categories that are not relevant to your situation. Please complete the sections we have requested; you can leave everything else blank.
What to have ready beforehand
The process will be quicker if you have the documents to hand. Depending on your legal form, you will need to provide different details.
- [ ] Identity card or passport for your name, date of birth and address
- [ ] Tax identification number (for individuals)
- [ ] Tax number and relevant tax office (from the latest tax assessment notice)
- [ ] VAT registration number, if applicable
- [ ] Bank details (IBAN) for your business account
- [ ] Extract from the commercial register for registered companies
- [ ] Articles of association or memorandum of association for companies
- [ ] Details of your previous tax adviser, if you are changing
Step by step: Submit master data
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Open the ‘Master data’ task in the dashboard
In the portal, you will see a notification from our firm at the edge of the screen listing the requested categories.
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Fill in the requested categories
Work through the sections one by one. You can save your progress, so you can pause and continue later.
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Check the tax number and IBAN
These two details will later be carried over into tax returns and direct debits without being checked. A transposed digit block will only be noticed if a payment cannot be allocated.
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You send the data to us
We automatically receive a notification when the data is sent. The data is then stored in our prospect management system.
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Make any necessary corrections and resubmit
If you notice an error after sending the data, amend the details in the portal and resend them. We will then see the latest version.
If you switch to us from another tax adviser and a client transfer takes place, we will transfer much of the master data from your previous records. In this case, we will let you know which details you still need to enter in the portal.
Filling in forms
Word-for-word transcript
Another feature is the ability to request forms and documents. As you can see here, I still have two tasks pending. One task is ‘Request standard forms’, and here on the right in the task description I can see that I still need to complete various items, including, for example, the power of attorney for representation and tax matters. If I want to do that, I can click on it here and the form appears straight away.
Of course, it makes sense to fill in all these details only once we’ve entered the master data, because then the master data will already be fully entered here. Nevertheless, I would fill in this form and then click ‘Submit’ so that the tax adviser has the option of representing you vis-à-vis the tax office. Allow me to make a point from a professional perspective. I’d recommend entering the master data again here at the top: first name, surname, date of birth, ID number; or, if it’s a business account – i.e. not a natural person – then the tax number should be entered instead of the ID number, for example.
What I would recommend is that you tick this box – the one stating that the authorised representative is entitled to grant sub-powers of attorney. The point is simply that staff at the practice, for example, are also able to access data, because the power of attorney not only authorises us to represent you vis-à-vis the tax office, but also allows us to retrieve the data stored at the tax office – such as advance payments, payroll tax details, etc. – and insurance contributions, electronically. It’s important to always tick this box so that we have the option of allowing a member of our firm’s staff to access this information.
So please tick this box once. The ‘Notification of Power of Attorney’ section concerns who documents, administrative acts and tax assessment notices should be served upon. My recommendation here would also be to tick this box. The power of attorney also covers the receipt of tax assessment notices and other administrative documents; this means the tax office will send all these tax assessment notices directly to us as a law firm, and we can check whether they are technically correct, whether an appeal needs to be lodged, and so on.
So it’s best to tick this box as well, and it’s also a good idea to tick this box down here. Notwithstanding any restrictions on the authorised representative, the authorised representative is granted an unrestricted right to access data. This again relates to the electronic retrieval of data. If we did not tick this box, we would not be permitted to retrieve data from previous years.
However, depending on the circumstances, we may need to retrieve the previous year’s tax data for the tax return for a particular year. Without this tick, that wouldn’t work, and it would lead to further delays in the process. That’s why it’s best to tick this box as well, so that we simply have the option to potentially save all relevant data. If you have a spouse or partner, you would tick the relevant box here and enter your spouse’s details again.
Ultimately, the power of attorney looks exactly the same as for the first person above, but it must be completed separately as these are two different people. You would then click ‘Submit’ to complete this task. This gives us the authority to represent you in dealings with the tax office, and, most importantly, any correspondence from the tax office will be sent to us, so that we can deal with it directly on your behalf. You’ll also see that there are further forms, such as the detailed power of attorney, which is intended for other matters not covered by this power of attorney for representation in tax matters – in particular, things like legal proceedings and the like.
This power of attorney would also be useful for that purpose. And then, as you can see here, there are various other items. You may be sent these, or you may not, depending on whether you already have them. The law firm can choose which ones to send, but these are direct debit authorisations, for example to collect tax payments, health insurance contributions and, where applicable, the law firm’s invoices. You can also go through these individually.
Ultimately, these are standard SEPA mandates where you simply need to fill in your tax reference numbers once, and then we have the option, for example, of sending this SEPA mandate to the tax office so that the tax amounts can be debited. Of course, if you do not wish to do this and say, ‘I do not want a SEPA mandate’, that is perfectly fine too. In that case, you would simply not complete this task, would not issue this direct debit authorisation, and would let the law firm know. But ultimately, the easiest way is to provide them electronically and have them signed.
That is why it is often sent along with the other documents. You’ll see there is another task here: ‘Documents requested’. This includes your latest income tax assessment, your latest payslip and a copy of your identity card. Here, too, we have the option to click on the three dots anywhere, select ‘Upload file’ and upload these files.
What the firm requests here varies slightly, depending on the nature of your case. That’s why you have the option here not only to enter your master data, but also to fill in forms and upload specific documents, so that we can then start working together straight away.
In addition to the master data, we provide you with forms via the portal. There are two types: standard forms from DATEV, such as the power of attorney or the direct debit authorisation, and custom forms that we have designed ourselves.
You’ll find both listed as tasks on the dashboard. Standard forms are pre-filled with the master data you’ve already entered, so you don’t have to type in your name, address and tax number again. That’s why it makes sense to submit your master data first.
The power of attorney for representation in tax matters
The power of attorney is the form by which you authorise us to act on your behalf vis-à-vis the tax office. Without it, we are not permitted to obtain information about your tax account, submit returns on your behalf or accept tax assessment notices.
Once your client file has been created, we submit the power of attorney electronically to the tax authorities via the power of attorney database. This enables the tax office to send us your tax assessment notices directly in electronic form, and you will receive the notices from us already checked \[Link zu einem Hilfsartikel].
In the portal, open the standard form, check the pre-filled details and complete any missing fields. Before submitting, you will see a preview in the official layout. Once submitted, the power of attorney will be available as a PDF under ‘Documents’ and will be ready for us to process.
The power of attorney is always granted for a specific person or company. A limited liability company (GmbH) authorises us on behalf of the company, whilst each shareholder authorises us separately for their personal tax affairs. For this reason, you will need to complete several powers of attorney for companies – see the section on multiple registrations.
Direct debit authorisation
With the direct debit authorisation – more specifically, the SEPA Direct Debit mandate – we collect our fee invoices directly from your account. This saves you the trouble of manually transferring each invoice, and we avoid having to send out reminders for overlooked payments.
The form automatically retrieves the IBAN from your master data. Please check that it is the correct account – for companies, this is the company’s business account; for personal tax returns, a personal account.
Customised forms
Customised forms are questionnaires that we have created for specific situations, such as an initial consultation, taking over your bookkeeping or payroll processing. Some questions are marked as mandatory; the form cannot be submitted without answering them.
Your answers help us to assess your situation before our first meeting. For example: if you state that you employ staff, we’ll prepare the documents for payroll processing straight away.
Uploading documents
In addition to the forms, you can upload files in the ‘Documents’ section that we have requested – such as an extract from the commercial register, the articles of association, the latest annual accounts or official notices. The upload is encrypted via the portal, so you do not need to send these documents by email.
We also handle any queries via the messaging function on the portal. There, we can request documents or ask questions about the information you’ve provided, and you can reply in the same place.
Everything you send via the portal is transferred to our document management system once the client account has been set up. You will not need to resubmit the documents at a later date.
Companies: one registration per company and per shareholder
If you instruct us to act on behalf of a company – for example, a GmbH, UG, GbR or KG – we generally manage two levels: the company itself and the shareholders personally. For tax purposes, the company is a separate entity with its own tax number, its own tax office and its own powers of attorney. Each shareholder, in turn, has their own personal income tax affairs, for which master data and a separate power of attorney are also required.
In DATEV Onboarding, each of these entities is set up as a separate prospective client. We send a separate invitation to each prospective client, and each prospective client requires their own DATEV account.
Why this is the case
The portal assigns each email address to exactly one prospective client. A DATEV account can therefore only represent one entity – either the company or an individual. Switching between multiple companies within a single account, as you may be familiar with from DATEV Unternehmen online, is not supported in the onboarding portal.
That is why we need a separate email address for the company – for example, info@ or buchhaltung@ your company domain – and each shareholder’s personal email address. The company’s email address should be one to which the management will continue to have access in future – not the inbox of an individual employee.
Here’s how it works in practice
An example: A GmbH with two shareholders commissions us to handle the company’s bookkeeping and annual accounts, as well as the personal income tax returns for both shareholders.
| Prospective client | Email address | Registration | Power of attorney |
|---|---|---|---|
| Muster GmbH | Own DATEV account | Power of attorney for the GmbH | |
| Shareholder A | Own DATEV account | Private power of attorney for A | |
| Shareholder B | Own DATEV account | Private power of attorney for B |
In this case, you will receive three invitations and go through the process three times: registration, master data, forms. In practice, the company registers the person authorised to act on its behalf – in the case of a GmbH, this would be the managing director(s).
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You provide us with the email addresses
Before the invitations are sent out, please let us know which address applies to the company and which to each shareholder. Each address may only be used once.
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You will receive one invitation per entity
The company receives the invitation at its business address, and each shareholder at their personal address.
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You register the company
Using the company address, you set up the company’s DATEV account, enter its master data (Commercial Register, tax number, business account) and complete the company’s power of attorney.
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Each shareholder registers personally
Each shareholder creates a DATEV account using their own address, enters their personal master data and completes their personal power of attorney.
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You send all the data records to us
We then set up each entity as a separate client – the company and each shareholder, each with their own client number.
If a shareholder registers using the company address, or vice versa, the assignments are swapped. The private power of attorney then ends up with the company and is unusable. Before registering, you should therefore check which invitation you are currently processing.
Special case: A shareholder with multiple companies
Anyone who owns an operating limited company and a holding company, and who also receives private tax advice, requires three registrations: one for personal income tax, one for the holding company and one for the operating limited company. Each company is assigned its own business address.
For companies that are still being set up and do not yet have their own email address, please contact us. We will then agree on which address to use for registration and when it is appropriate to send the invitation.
After dispatch: What happens on our end
We receive an automatic notification every time a document is sent via the portal. The data is then stored in our prospective client management system, where we review it and contact you via the messaging function if we have any queries.
As soon as all details and forms are complete, we set up the client account. In doing so, we assign a client number and transfer your master data directly into our practice software – without having to retype anything. We send the power of attorney to the tax authorities via the power of attorney database.
We transfer the uploaded documents and completed forms into our document management system. If we use DATEV Unternehmen online or DATEV Meine Steuern together, we will then set up your access details and contact you separately regarding this \[Link zu einem Hilfsartikel].
The transfer of data from the onboarding portal into our master data takes place once, when the client account is created. Any changes you make later in the portal are not automatically updated. You should therefore notify us directly of any subsequent changes to your address or bank details.
Common sources of error
- Registering with a different email address: The portal only links the account to the address to which the invitation was sent. If the address differs, you will not see any tasks, and we will not receive any data.
- ‘Register’ despite having an existing DATEV account: If you already have an account, you cannot register again using the same email address. The registration process will be aborted, giving the impression that the portal is not working – you should instead click on ‘Log in’.
- Forms opened before master data: Without master data having been sent, the standard forms are not pre-filled. You will end up entering everything twice and risk discrepancies in spelling between the master data and the power of attorney.
- Invitations mixed up for companies: If a shareholder processes the company’s invitation, personal data ends up in the company’s record. The power of attorney is then incorrectly assigned and must be recreated.
- Tax reference number from an old notice: Following a move or a reorganisation, the relevant tax office changes and, with it, the tax reference number. An out-of-date number means the power of attorney is sent to the wrong tax office.
- Personal account in the company’s direct debit authorisation: The IBAN is taken from the master data. If a personal account is listed there, we deduct the company’s fees from the wrong account, and the entry must be corrected.
- Second factor on an old smartphone: Anyone who activates two-factor authentication and then changes their device without transferring the app will no longer be able to access their account. Recovery then takes longer than the initial set-up.
- Documents sent by email instead of via the portal: Sending extracts from the commercial register or official notices via unencrypted email poses a data protection risk. In the portal, they are stored in encrypted form and are automatically assigned to the correct client file.
Frequently asked questions
How much does registration with DATEV Onboarding cost me?
Nothing. The DATEV account and use of the onboarding portal are free of charge for you. The application is part of our practice software, the costs of which we cover.
I already have a DATEV account from my employer. Can I use that?
Yes. If you use DATEV Employee Online, you already have a DATEV account. In our invitation, click on ‘Log in’ instead of ‘Register’. This is only possible if the invitation was sent to the same email address used to create the account.
Why does the invitation come from DATEV and not from your firm?
The invitation is sent via DATEV eG’s notification service, even though we initiate it. The text is standardised and cannot be customised by us. However, the link in the email leads to the tasks we have set up for you.
How long does the onboarding process take?
Registration takes just a few minutes. If the documents are prepared in advance, the master data and forms for a single entity can be completed in around 20 to 30 minutes. For a company with several shareholders, the time required increases accordingly, as each entity must be processed individually.
Do I have to complete everything in one go?
No. Your entries are saved temporarily in the portal, and you can log in again at any time. You can also correct data even after submitting it and resubmit it. We always work with the most up-to-date information.
Why do I need a second registration for my GmbH when I already have an account?
The portal assigns each email address to exactly one prospective user. Your personal account is for you as a private individual; the GmbH is a separate taxable entity with its own tax number and its own power of attorney. That is why the GmbH registers separately using its own business address.
Do I also need to sign the power of attorney on paper?
In most cases, the standard form completed and submitted via the portal is sufficient. If the tax authorities require an additional signature in your case, we will contact you and provide the form for you to sign.
What happens to my data if the mandate does not go ahead after all?
The data will remain in our prospective client database until a decision is made. If no mandate is established, we will delete the prospective client’s details. Your DATEV account remains unaffected and continues to belong to you.
Can I change my master data in the portal later if I move house?
The data is transferred from the portal to our master data once, when the client account is set up. Subsequent changes made in the portal are not automatically reflected in our system. Please notify us directly of any changes to your address or bank account details after you have been registered, and we will then update your master data accordingly.
Legal notice
This article provides an overview and is not a substitute for individual advice. The scope of functions, terminology and menu navigation of DATEV Onboarding and the DATEV account may change as a result of updates by DATEV eG; the description reflects the status at the time of publication.
If you have any specific questions regarding your registration, the documents required or the inclusion of multiple companies, please contact us directly.
As at: September 2026