DATEV Meine Steuern: Approve the tax return
Guide to approving your tax return in DATEV Meine Steuern. The importance of signing off, notifications and registration; checking and approving your tax return; submitting it to the tax office.
Introduction
Before your tax return is sent to the tax office, you must check it and approve it. This step is also known as ‘signing off’ – by doing so, you confirm that you have checked the return and agree with its contents.
The approval process is carried out digitally. You will receive a notification, check the documents online and approve them with a single click. We will only submit the return to the tax office once you have approved it.
First, a clarification, as the process has changed in recent years\_
The former standalone application ‘DATEV Online Approval’ has been replaced; approval is now carried out via the DATEV portal and by email notification. For you, this means, above all, that you no longer need a separate authentication token; instead, you log in as usual using your standard login procedure.
This article explains what approval entails, how the notification works, and how to check and approve the tax return.
Word-for-word transcript
Before your tax return is sent to the tax office, you must check it and approve it. Approval is carried out digitally. You’ll receive a notification, check the documents online and approve them with a single click. We’ll only submit the return to the tax office once you’ve approved it. First, a clarification: the former standalone application ‘DATEV-Freizechnung online’ has been replaced. Approval is now only carried out via the DATEV portal and by email notification. This article explains what approval entails, how the notification works and how to check and approve your tax return.
What approval means
We prepare your tax return in full and then make it available to you for review. By approving it, you confirm that you have seen and checked the return and agree to its submission.
Approval is a prerequisite for the final step: without it, we will not submit anything to the tax office. This means you retain control over what is submitted right up to the very end.
You can review the return whenever and wherever suits you. Simply open the return online and take as much time as you need. We will only set a deadline if the tax office’s submission deadline requires it.
Notification and registration
Word-for-word transcript
As soon as the tax return is ready for approval, you’ll receive a notification. You’ll get one by email and another in the DATEV portal, indicated by the red circle next to the bell icon in ‘Messages’. When you open these messages, you’ll see a new task. The task “Income Tax 2025 for approval has been created”. This notification alerts you to the pending task.
As soon as the tax return is ready for approval, you will receive a notification – in the DATEV portal and, as a rule, also by email. The notification alerts you to the pending task.
Please keep your email address up to date. The notification regarding approval is also sent by email. If the address is out of date, you may not notice the pending task, and the submission will be delayed.
To log in, use your usual login method, usually DATEV SmartLogin. You do not need an additional device for this.
Check and approve the return
Word-for-word transcript
To review and approve a declaration, first open the notification. Click on the ‘Approval’ task, and you will then have the option to view and review the document before either approving or rejecting it. If you wish to approve the document, confirm that you have read it in full. If you wish to reject the approval, please state a reason for rejection. In this case, we grant approval by confirming that we have read all the documents in full and complete the task. And with that, the approval is complete.
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You open the notification
Follow the instructions in the email or on the DATEV portal regarding the outstanding task.
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Log in
Log in using your usual login method, for example via SmartLogin.
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You check the documents
You review the prepared tax return. If necessary, you also check any attached calculations or additional documents.
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Approve or reject
If you agree, approve the return with a single click. If you notice anything, reject it and let us know what needs to be clarified.
Once you have approved it, we automatically receive a notification and can submit the return to the tax office.
What you should check
Before approving the return, it’s worth taking a look at the key points. Are your personal details and bank account details correct for any potential refund? Are the items you’ve provided via supporting documents and information included?
You do not need to check the return in detail – we’ve taken care of that. The aim is for you to understand the outcome. If you have any questions about individual items, please contact us before approving the return.
Multiple people, one tax return
In the case of a joint tax assessment, both spouses can be included as signatories. Each person then logs in using their own login details and approves the return.
We’ll work through how this is set up in your case together. This ensures that approval is given by the correct people.
What happens after approval
Once you have approved the return, we’ll send the data electronically via the DATEV Cloud to the tax office – without printing or posting. We’ll then make the subsequent steps, particularly the tax assessment notice, available to you in your inbox.
Common sources of error
- Overlooking a notification: An out-of-date email address or a notification overlooked in the portal can mean that pending approval goes unnoticed. This causes a corresponding delay in transmission.
- Approval postponed: We will not submit anything until you have approved it. This can become a problem if the submission deadline is tight.
- Rejection without explanation: If a return is rejected without it being clear what needs to be clarified, this leads to a further round of enquiries. A brief note speeds up the correction process.
- Assuming that everything is complete once approval is given: Approval is your confirmation; we then carry out the submission. The process is only finalised once the decision has been issued.
Frequently asked questions
Am I bound by the declaration once I have approved it?
By approving the declaration, you confirm its submission. As long as you have not yet approved it, the declaration can be amended. If you notice anything before approval, please reject it and contact us.
What should I do if I spot an error whilst checking the return?
Do not approve the declaration; instead, reject it and let us know what is incorrect. We will correct the declaration and make it available for approval again.
Do I still need to print anything out or sign anything?
Approval is carried out digitally. A printout or a signature on paper is not usually required.
Do I still need an authentication token like I used to?
No. The previous system using a separate token has been phased out. You now log in using your usual login method, usually via SmartLogin.
Can both my spouse and I approve the declaration?
In the case of joint taxation, both individuals can be set up as authorisers. Each person logs in using their own login method. We’ll sort out the set-up together.
How will I know when a declaration is ready for approval?
You will receive a notification on the DATEV portal and, as a rule, also by email. Please ensure your email address is up to date.
What happens after I’ve authorised it?
We submit the return electronically to the tax office. We will then make the tax assessment notice available to you in your inbox.
Legal notice
This article provides an overview and is not a substitute for individual advice. The procedure and terminology relating to approval may change as a result of updates to DATEV applications; the current version is always the authoritative one.
If we have any questions regarding the approval of your tax return, we will contact you directly.
Last updated: June 2026