Once your Spendesk account is connected to DATEV Rechnungswesen, Spendesk will pull your master data and let you use it in Spendesk. Follow these steps to set up your analytical dimensions, tax codes, suppliers and employees.
Configuration steps
After you have successfully connected Spendesk to DATEV Rechnungswesen and installed the Local Agent, follow these steps to configure your accounting setup.
Step 1 — Analytical fields mapping
Navigate to Settings > Accounting Setup > Mapping. All of your DATEV Rechnungswesen cost dimensions will be listed in the left column.
Cost centres (KOST1 / Kostenstellen): For each cost dimension you want to use in Spendesk, click Select value and pick an analytical field. This Spendesk analytical field will be mapped to the corresponding DATEV cost centre.
Cost carriers (KOST2 / Kostenträger): Similarly, map your KOST2 values to a secondary analytical field in Spendesk.
If you need to create new analytical fields in Spendesk, you can do so under Settings > Organisation > Analytical fields.
⚠️ Important: Cost centre names in Spendesk must match exactly the names in DATEV Rechnungswesen so that Spendesk can automatically match them at the next settings refresh.
Step 2 — Chart of accounts settings
Navigate to Settings > Chart of accounts.
On the Bank accounts tab, select all three accounts you will use in Spendesk.
On the Expense accounts tab, you can deactivate accounts that will not be used in Spendesk.
On the VAT accounts tab, verify that all your tax codes (Buchungsschlüssel / Steuerschlüssel) have been correctly pulled from DATEV Rechnungswesen. Deactivate the ones you don't need in Spendesk.
On the Supplier accounts tab, choose to automatically assign a collective supplier account (Sammellieferant) to all card purchases and/or invoices, or use individual Kreditorenkonten.
On the Employee accounts tab, assign a collective account payable for employee expense claims, or configure specific accounts per employee.
Step 3 — Suppliers and employees import
Spendesk will import your suppliers and employees (creditors) from DATEV Rechnungswesen and try to match them with your existing suppliers and members in Spendesk.
If there is no existing matching supplier, Spendesk will create one.
If there is no existing matching member, Spendesk will not automatically create one.
Important notes:
Spendesk does not create or update supplier records in DATEV Rechnungswesen. The supplier data flow is one-directional: DATEV → Spendesk.
To trigger a data refresh, go to Accounting Setup > Accounting integration and click Refresh accounting settings.
Next steps
When you have completed the setup, you are ready to export your expenses and payments to DATEV Rechnungswesen.