As a German customer, it's likely that you're using DATEV as your main accounting software. Spendesk has direct integration with Rechnungsdatenservice 1.0 (formerly DATEVconnect online) and is listed in DATEV's marketplace as an official 'Schnittstelle' partner.
Requirements in DATEV
To start using this feature, you must access Unternehmen Online and follow DATEV's tutorial to set up the required permissions and packages to connect your DATEV account to third-party applications. Essentially, two steps have to be done here:
- Activate the 'Erweitert' (advanced) mode in Unternehmen Online. Here's an article which explains how to do this. It will allow third-party applications to export expenses on your behalf.
- Order the Rechnungsdatenservice 1.0 (formerly DATEVconnect online) package in DATEV's shop. You'll then be able to use third-party applications listed in DATEV's marketplace. This module will be charged by DATEV using variable pricing (€2/month + additional €3.5/month per connected entity + variable pricing depending on the number of exported expenses per month).
Requirements in Spendesk
To activate the integration on Spendesk, please reach out to your account manager who will activate it for you.
Once it is activated, you'll need to fill in your DATEV chart of accounts in Spendesk (SKR 03-04 for instance). Please make sure to retrieve your list of expense accounts (Sachkonten), VAT accounts (BU codes), vendor accounts and employee accounts (Kreditorenkonten). Spendesk will only accept valid accounts, so don't hesitate to reach out to your own tax consultant to retrieve these accounts.
Once the DATEV integration feature has been activated on your account, you will see a new widget in your Settings > Accounting page:
Simply click on the 'Connect to DATEV' button to start the authentication process. You will be redirected to DATEV where you'll be asked to grant permission to Spendesk to retrieve the list of entities that you have access to on DATEV after login in:
After clicking on the 'I agree' button, you'll be redirected to Spendesk to choose the entity you want to connect with Spendesk:
If you don't have the appropriate set of permissions described above, you'll see an error message. Otherwise, you'll see a modal which will let you select the DATEV entity you want to connect with Spendesk. After hitting the 'Connect' button, you'll be redirected for the second time to DATEV to grant access to this entity to Spendesk for a 2 years period. Don't worry, you'll be able to revoke this access anytime afterwards!
After clicking 'I agree', you'll then, be redirected back to Spendesk. Two scenarios can happen here:
- The authentication process failed because of missing permissions. Spendesk will ask you to check your permissions and retry the authentication flow.
- The authentication process succeeded, you'll now see a slightly modified Accounting Settings page dedicated to DATEV:
That's it for this tutorial! In the next chapter, we'll see how to use the accounting settings page to replicate your own chart of accounts (SKR format).