A guide to the methods for transferring documents to DATEV Unternehmen online. Manual upload, app, upload email, e-invoice inbox and integrated tools.

Introduction

In order for us to prepare your accounts, your documents must be received in DATEV Unternehmen Online (DUO). There are several ways to do this, ranging from manual uploads via a web browser and the smartphone app to fully automated integration with invoicing portals. Which method is right for you depends on how your documents are received.

First, a few clarifications, as there are often misunderstandings regarding document uploads:

You do not need to upload every receipt individually via your browser – there are automated methods for recurring receipts.

Furthermore, an uploaded document has not yet been posted. Uploading brings the document into the system; we then take care of posting it.

And you do not need to save an email invoice locally before uploading it – you can forward it directly via the upload email address.

This article explains the upload methods one by one, shows you how to set up the most important ones, and provides guidance on which method is best suited to which type of document.

You can read an overview of how DUO is structured as a whole; the article on preparatory bookkeeping explains how uploading fits into the monthly workflow:

An overview of the methods

DUO supports several input channels, which can be combined. Most companies use two or three of them in parallel.

In all cases, the documents are sent to the ‘Documents Online’ application and stored there in an audit-proof manner at the DATEV data centre.

Manual upload via the browser

The most direct method is via the browser. Log in at duo.datev.de, open ‘Documents Online’ and click on ‘Upload documents’ above the overview. Then select the files or drag and drop them into the window.

During the upload, you assign the documents to a document type, such as incoming invoices, outgoing invoices or cash register. Manual upload is well suited to individual documents and special cases. For regularly recurring invoices, the automatic methods described below are usually the better choice.

DATEV Upload Mobile (app)

With the free DATEV Upload Mobile app, you can photograph paper documents directly with your smartphone and transfer them to DUO. This is the ideal solution for receipts you collect whilst out and about – such as petrol receipts, entertainment expenses or purchases of materials from a DIY store. You log in to the app via DATEV SmartLogin.

1. Install the apps

   Install DATEV Upload Mobile and DATEV SmartLogin from the App Store or Google Play Store.

2. Log in

   Open Upload Mobil and log in via SmartLogin.

3. Take a photo of the document

   Take a photo of the document, crop it if necessary, or add multiple pages.

4. Select the document type

   Select the appropriate folder or document type, for example ‘Incoming invoices’.

5. Upload the document

   Start the upload by tapping the cloud icon. The document is immediately available in ‘Documents Online’.

Ensure your photos are sharp and clearly legible. The text recognition feature cannot process blurred images, and if in doubt, you will need to re-enter the document.

Upload via email: Send receipts by email

With Upload Mail, you can forward email invoices directly to DUO without downloading them first. You’ll be given a dedicated, very long email address to which you can send your documents. The attachment is automatically sorted into the specified document type.

You can set this up in ‘Documents Online’: in the context menu on the right-hand side, under ‘Master Data’, select ‘Open Upload Mail’ and then ‘Configure’.

1. Open the configuration

   In ‘Documents Online’, open ‘Master Data’ via the context menu, then select ‘Upload Mail’ and ‘Configure’.

2. Enter your sender address

   Enter the email address from which you wish to send documents. Only authorised senders are accepted.

3. Confirm the setup

   DATEV will send you an email containing a confirmation link. Click on the link and, if necessary, log in to DUO.

4. Save the destination contact

   You will then receive the destination address to which you will forward documents. You should save it as a contact in your email programme, as the address is very long.

You can set up separate destination addresses for different types of documents, such as one for incoming invoices and one for outgoing invoices. When you send your outgoing invoices by email, simply enter the destination address for outgoing invoices in the BCC field. This way, the invoice is sent to the customer and to DUO in a single step.

E-invoice inbox: Receive e-invoices automatically

Genuine e-invoices (in the XRechnung and ZUGFeRD formats) arrive via the DATEV e-invoice inbox. You set this up on the DATEV e-invoice platform and link it to DUO. Incoming e-invoices are then automatically made available as documents online.

You can find a detailed article on the e-invoice platform here:

Incoming e-invoices are checked against the EN 16931 standard, and their data is displayed in a readable format. Audit-proof archiving takes place in Belege Online (= DATEV Unternehmen Online), not in the inbox itself.

Integrated tools for documents from online portals

Nowadays, many invoices are stored in online portals – with mobile phone providers, hosting services and software subscription providers. Tools such as GetMyInvoices or Invoicefetcher are designed to automatically collect these documents. They retrieve invoices from portals and email inboxes and transfer them to DUO.

Both are official DATEV partners. Invoicefetcher automatically transfers new documents every half hour, whilst checking for duplicates. GetMyInvoices retrieves invoices from a large number of portals and can also link to business accounts and credit cards.

Requirements on the DATEV side

In order for such a tool to be able to transfer data to DUO, the relevant DATEV service (Invoice Data Service or Accounting Document Image Service) must be activated. We will carry out this activation for you.

For importing documents from a folder on your PC, there is also DATEV Document Transfer, a small desktop programme. This is suitable if documents are stored collectively in a Windows folder and are to be uploaded in batches.

Which method for which document?

Here’s a rough guide based on real-world experience: the best way to record paper documents and receipts whilst on the move is to use the app. Forward email invoices from suppliers via Upload-Mail. Genuine e-invoices arrive automatically via the e-invoice inbox. Invoices from online portals are handled by a connected tool.

Manual browser uploads are reserved for individual cases and exceptions. The aim is for as few documents as possible to require manual processing, with the majority entering the system automatically.

Once the documents have been recorded, they are linked to payments. This is described in the article ‘Linking documents to payments’.

Common sources of error

• Collecting receipts in the app: Receipts that haven’t been uploaded are lost if an error occurs. Every receipt should be uploaded immediately after being photographed.
• Blurry or crooked photos: The text recognition system cannot process them. The receipt must then be re-entered, which doubles the effort involved.
• Incorrect receipt type during upload: A receipt categorised incorrectly will appear in the wrong list or be overlooked and remain unposted.
• Uploading the same invoice multiple times: If both a tool and you manually upload the same invoice, duplicates are created. A duplicate check does not always catch this.
• Upload email from an unauthorised address: Documents from a sender address not on file will not be accepted. Every sender address must be authorised in advance.

Frequently Asked Questions

Legal notice

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

If you have any questions about setting up an upload method or connecting a tool, please contact us directly.

Last updated: May 2026