What is DATEV Personal?
Overview of DATEV Personal as a cloud-based solution within DATEV Unternehmen online. Features (monthly data, personnel files, employees, personnel data, calendar), division of tasks with the practice.
Introduction
DATEV Personal is a cloud-based solution that enables you, as an employer, to send us all the data and documents required for payroll processing. You can use it, for example, to record working hours, update employee details and exchange documents – and we use this information to prepare the monthly payroll. The application is accessed via DATEV Unternehmen online and has been fully available since 2025.
First, a few clarifications, as there are often misunderstandings regarding DATEV Personal:
Using it does not mean that you will now be doing the payroll yourself – we will continue to handle the actual payroll processing. Nor do you need your own payroll software to do this.
DATEV Personal is not a separate app that you install, but rather part of your access to DATEV Unternehmen Online.
This article outlines the application: what it does, what functions it offers, what you need to use it, and how tasks are divided between you and us. You can then find details on how to use the solution in the following articles:
What DATEV Personal is
DATEV Personal acts as the interface between your company and our practice for everything to do with payroll processing. Instead of exchanging timesheets, certificates and change notifications via email, post or a shared folder, this data is transferred digitally via the DATEV Cloud.
The advantage lies in the one-off data entry. You enter new bank details or a month’s working hours just once, and the data is transferred to our payroll programme without the need for re-entry. This reduces data entry errors that would otherwise occur during manual transfer.
All data and documents are exchanged via the DATEV Cloud in compliance with the GDPR and archived in an audit-proof manner. As the transfer is entirely digital, it is not affected by where you or we happen to be at any given time.
What features DATEV Personal offers
The application is divided into several sections, which you can use as required:
- Monthly data – You enter monthly variable figures such as working hours, bonuses or holiday pay into a tabular overview and approve them for payroll processing.
- Personnel file – You exchange documents such as employment contracts or certificates with us and, if desired, add comments and suggested assignments.
- Employees – You update master data such as your employees’ addresses or bank details.
- Personnel data – You can have new employees complete the online personnel questionnaire, trigger an immediate notification if required, and retrieve the electronic certificate of incapacity for work (eAU).
- Calendar – You record attendance and absences down to the day, which makes pre-recording easier, particularly for employees on an hourly wage.
There is a separate article with specific instructions for each of these areas.
DATEV Personal is constantly being expanded. New functions become available to you automatically, without the need for installation or updates, as soon as they are activated.
What you need
To use DATEV Personal, you need a contract for DATEV Unternehmen Online. DATEV Personal is not a standalone product but is accessed via this platform.
We’ll take care of the ordering and set-up for you. You don’t need to procure the application yourself – we’ll register your business and activate the required functions for you.
To log in, you’ll need a secure login method, such as DATEV SmartLogin. We explain exactly how access works in a separate article \[Link zu einem Hilfsartikel\].
Distinction from the ‘classic’ HR management system
There is a second product in the DATEV portfolio with a similar name, which often causes confusion. The DATEV Classic HR Management System is software for companies that manage their HR entirely in-house – with digital personnel files, contract and work equipment management, an overview of holiday and absence records, and customised reports.
This software is generally not relevant to you as long as we handle your payroll. DATEV Personal as a cloud solution covers precisely those areas where your business and our firm work together. If, in addition, you are interested in comprehensive in-house HR management, please get in touch with us – we’ll then work out together what makes sense.
Your tasks and ours
DATEV Personal thrives on a clear division of labour. Broadly speaking: you provide the data, we prepare the payroll.
Your responsibilities:
- Enter and approve monthly data and absences
- Keep your employees’ master data up to date
- Provide documents via the personnel file
- Create new employees and trigger the immediate notification where required
- Retrieve the eAU (electronic sick note) for sick leave notifications
Our tasks:
- Preparing the monthly payroll
- Handle reporting and certification procedures with health insurance funds and authorities
- Provide you with reports
- Distributing payslips to your staff
This breakdown can be tailored to your business during a discussion. We will agree on a case-by-case basis which tasks you will handle and which we will take care of.
Common sources of error
- Confusing the service with your own payroll software: DATEV Personal does not process payroll itself. Anyone expecting to generate finished payslips here is looking in the wrong place – we produce the payslips based on the data you provide.
- Missing DUO connection: DATEV Personal cannot be accessed without a contract for DATEV Unternehmen online. The tile only appears once we have activated your account.
- Data entered but not approved: Monthly data you have entered is only sent to us once you have approved it. Without this approval step, the data remains in the system but is not included in the payroll.
- Confusion with the Classic HR management system: If you order the wrong product, you will receive software for your own HR management rather than the tool for collaborating with us.
Frequently asked questions
Do I now have to process the payroll myself using DATEV Personal?
No. We will continue to process payroll using our payroll software. You simply provide the data and documents we need for this via DATEV Personal.
Do I need my own software, or is a web browser sufficient?
You do not need your own payroll software. DATEV Personal is a cloud-based solution and is accessed via DATEV Unternehmen online in your browser.
How much does DATEV Personal cost?
DATEV Personal requires a contract for DATEV Unternehmen online. We’ll discuss the specific terms with you, as they depend on your existing DUO contract and the range of functions you use.
Is the data exchange secure?
Yes. The data and documents are transmitted in encrypted form via the DATEV cloud, processed in accordance with the GDPR and archived in an audit-proof manner.
What is the difference between this and the ‘Personal-Managementsystem classic’?
The classic HR management system is software for in-house HR administration within your company. DATEV Personal, as a cloud-based solution, is designed to facilitate collaboration with us on all aspects of payroll processing.
Who sets up the application?
We take care of the order and set-up. We’ll provide you with the necessary login details and grant you access to the required functions.
Can several people in our company use it?
Yes. A separate account can be set up for each person who is to work with DATEV Personal. We will clarify the details regarding user management during the set-up process.
Legal notice
This article provides an overview and is not a substitute for individual advice. The range of functions and menu navigation in DATEV Personal may change as a result of updates; the current version of the application is always the authoritative one.
If you have any questions regarding set-up or use within your organisation, please contact us directly.
As at: June 2026