An overview of DATEV Unternehmen online as a shared workspace with the practice. Modules, document workflow, collaboration and division of tasks.

Introduction

DATEV Unternehmen online (DUO for short) is a cloud-based application from DATEV and serves as the shared workspace for your bookkeeping and our work as a firm. You upload your documents and account transactions there, and we post them. All data is stored in the DATEV data centre in Germany, and both parties have access to the same documents at all times.

Before we go into the details, here are a few clarifications to start with, as there are often misunderstandings about DUO:

Using the system does not mean that you will now be doing the bookkeeping yourself – we will continue to handle the posting to accounts. You do not need to be an IT expert; after a brief induction, day-to-day use involves just a few simple steps.

DUO isn’t just for large companies either. Even from the very first receipt of the month, the digital approach is worthwhile, as it eliminates the need to collect and hand over paper documents. And your data isn’t stored ‘somewhere in the cloud’, but in the DATEV data centre, which is designed to meet the requirements of tax consultancy firms.

This article explains what DUO consists of, how the document process works from upload to analysis, and how tasks are divided between you and us.

The individual steps are explored in more detail in the following articles:

What DATEV Unternehmen Online consists of

DUO is not a single programme, but a collection of applications that we tailor to your needs. Which modules you use depends on how your accounting system is structured. You log in via duo.datev.de and, under ‘My Applications’, you will only see the areas that have been activated for you.

The most important applications

Most businesses work with two or three modules. The others are added as and when required.

• Belege Online – the document archive. This is where your incoming and outgoing invoices, cash register receipts and other documents are stored. They are stored in an audit-proof manner in the DATEV data centre and are available to us for posting.
• Bank Online – the link to your business accounts. Account transactions are retrieved electronically, and you can assign documents to payments and prepare bank transfers (link bank accounts and make payments ).
• Order Management Next – the module for creating quotations, delivery notes and invoices, including e-invoicing (creating invoices with Order Management Next ).
• Cash Book Online – for cash transactions. This allows you to manage up to 99 cash registers in compliance with GoBD, from entry to the cash count report.
• Online Document Approval – a digital approval workflow used to check and approve incoming invoices before payment.
• DATEV Personal – for payroll-related documents such as employment contracts and variable monthly data, should we handle your payroll processing.

How the process works

Working with DUO follows a fixed process that is repeated month after month. You take care of digital data entry; we handle the bookkeeping and reporting.

1. Documents are uploaded to the system

   You upload your documents – via the app, by email, via your browser or automatically via connected tools. E-invoices are received directly via the e-invoice inbox.

2. Documents are categorised

   Each document is assigned a document type (for example, incoming invoice or cash). Text recognition extracts the date, amount and supplier in advance, so that the documents can be easily found later.

3. Account transactions are added

   Your bank accounts are linked, and transaction data is retrieved electronically. This creates the counterpart to the documents.

4. Documents and payments are linked

   Using the payment reference, the system automatically matches many documents to the corresponding payment. You can complete the rest with just a few clicks.

5. We take care of the bookkeeping

   We access the same data, post the receipts and generate your reports, such as the BWA. There’s no longer any need to send anything by post or on a USB stick.

The practical benefit: documents no longer get lost because they are recorded immediately upon receipt. And because we see the same data as you do, most enquiries regarding missing or unclear documents are eliminated.

Working with us

DUO acts as the interface between your office and our firm. We set up your access and the modules for you and activate the relevant applications. Day-to-day operations – uploading documents, keeping an eye on your accounts – are your responsibility.

Because we both access the same database, we work on an ongoing basis rather than just once a quarter. You can see your documents, we can see them too, and any outstanding issues can be resolved straight away. This shortens the time between receiving a document and the finalised analysis.

Requirements for use

To access DUO, you’ll need a login method – usually DATEV SmartLogin as an app on your smartphone. We explain how to set up SmartLogin in this article. We’ll take care of ordering DUO and the login method for you using a consultant number we provide.

We will invoice you for the module and licence costs as part of our agreement with you, or DATEV will charge you directly. Technically, all you need is a up-to-date browser; for mobile uploads, you’ll also need the free DATEV Upload mobil app.

Common sources of error

• Documents are collected rather than uploaded on an ongoing basis: if you only enter documents in batches at the end of the month, you risk losing individual receipts and missing cash discount deadlines. Uploading documents as and when you receive them avoids both problems.
• Incorrect document type: A document marked as ‘Other’ does not appear in the posting lists. Although the invoice is then in the system, it remains unposted and is missing from the report.
• Blurry receipt photos: The text recognition system cannot process images that are difficult to read, and in case of doubt, neither can we. The receipt must then be submitted at a later date.
• Save the PDF locally first: Anyone who manually downloads and then uploads every email invoice is creating unnecessary work for themselves. Using the upload email address, this can be done in a single step.
• Account not linked: Without a linked bank account, the corresponding payment details for the receipts are missing, and payment allocation cannot take place.

Your tasks and our tasks

The work involved with DUO is clearly divided. Here’s a rough guide:

Your tasks:

• Upload receipts promptly and assign them to the correct receipt type
• Keep bank accounts linked and check account transactions regularly
• Match receipts to payments, where this does not happen automatically
• Respond to any queries we may have regarding individual receipts

Our tasks:

• Set up and activate access and modules
• Post the supporting documents to accounts and prepare the accounts in accordance with accounting standards – where necessary, also derive the advance VAT returns from the accounts
• Prepare reports such as business performance analyses and open item lists
• Support you with any questions regarding the system’s operation

This breakdown serves as a starting point. We will agree with you on an individual basis how much you will prepare and what we will take care of.

Frequently asked questions

Legal notice

This article provides an overview and is not a substitute for individual advice. The range of functions and menu navigation in DATEV Unternehmen Online may change as a result of updates.

If you have specific questions about set-up, the appropriate modules or the division of tasks, please contact us directly.

Last updated: May 2026