Document entry

Document entry: Efficient administration and digitization of documents

Document entry plays a central role in accounting. It ensures the complete documentation of all business transactions and serves as the basis for proper bookkeeping. Entrepreneurs are required to keep all receipts — whether on paper or digital — to prove tax-relevant information. With increasing digitalization, electronic document entry is becoming increasingly important.

What is document entry?

Document entry includes collecting, sorting and processing documents that are required for accounting and tax returns. Documents are essential for providing evidence to the tax office and document a company's income and expenditure. There are different types of documents that must meet different requirements.

Types of documents

Document type Examples External documents Incoming invoices, receipts, delivery notes Own documents Replacement for lost documents, own withdrawals Internal documents Transfers, payrolls, settlements Electronic documents Digital invoices, electronic credit notes

Importance of document entry in accounting

The principle of “No booking without a document” shows how important it is to record all documents. Complete document management helps to keep track of things and to process accounting correctly. In addition, receipts are relevant for the tax return, as the tax office can request proof in individual cases.

How does digital document entry work?

As a result of increasing digitization, electronic document entry is becoming increasingly relevant. In doing so, legal requirements, in particular the principles of proper accounting (GoBD), must be observed.

GoBD-compliant document entry

The GoBD regulate the proper storage and archiving of electronic documents. To ensure that digital receipts are accepted in the event of a tax audit, companies must ensure that:

• No data is lost: The original documents must be archived completely and unchanged.
• Audit security is guaranteed: The auditor must be able to access the stored data at any time.
• Documents are stored in accordance with GoBD: This includes storage in an electronic archive.

Benefits of digital document entry

• 📱 Faster capture through mobile apps
• 🔍 Easier search and retrieval of documents
• 💾 Space-saving archiving of documents
• ✅ Compliance with legal requirements (GoBD compliance)

Store receipts correctly

In addition to recording, receipts must also be properly stored. There are different retention periods, which vary depending on the type of document:

• 6 years: Commercial letters, offers, order confirmations
• 10 years: Invoices, balance sheets, tax returns

Make sure that the deadlines apply from the end of the calendar year in which the document was created.

Tips for document storage

• 📂 Sort documents by years and categories (e.g. income, expenses)
• 🗂️ Store tax documents in separate folders
• 💻 Archive documents electronically and save them regularly

conclusion

Document entry is an essential part of accounting and ensures that all business transactions are comprehensibly documented. The switch to digital recording saves time, creates space and meets legal requirements such as the GoBD. Careful organization and proper storage of receipts not only make bookkeeping easier, but also cooperation with the tax office.

The use of modern invoicing and accounting software enables quick and easy digital recording and archiving of receipts — and thus contributes to efficiency and legal certainty in the company.