What is the DATEV RDS integration?

DATEV RDS (Rechnungsdatenservice) sends your approved Factorial expenses, the invoice data plus the receipt, straight to your tax advisor's DATEV Unternehmen Online (DUO) inbox. The records arrive pre-coded with account numbers and VAT codes. Your advisor reviews them, adjusts if needed, and posts them to the ledger. Unlike the DATEV File Export, there is no file to download or upload: Factorial pushes the data to DATEV over its API.

How it works

1. Install DATEV RDS from the Marketplace.
2. Connect to DATEV once for the company. You sign in through DATEV with SmartLogin or SmartCard.
3. For each legal entity, select its DATEV dataset (Berater plus Mandant) from the list Factorial shows.
4. Set the fallback creditor accounts:
   • Supplier collective account
   • Account for company-paid card expenses
     Then, confirm the VAT to BU-code mapping:
     • 19% → 3
     • 7% → 2
     • 0% → 40
5. Check the readiness panel. It tells you whether each dataset can receive an import and whether your mapped accounts fit the dataset's account length. It also names exactly which categories or accounts still need attention.

Exporting expenses

1. In Expenses, select the approved expenses you want to export and click Export to DATEV.
2. Factorial groups the expenses per legal entity and per accounting month and sends them to DATEV.
3. Track the progress in the processing log. The records land in the advisor's DUO inbox (Belegablage), pre-coded.
4. Your tax advisor reviews the records, adjusts them if needed, and posts them to the ledger.

Scope

The integration:

• Exports regular expenses, mileage and per diems.
• Sends data one way, from Factorial to DATEV.
• Creates one accountsPayableLedger record per expense, or one per VAT rate when the expense has a multi-rate breakdown.

What is sent

The following fields are synced:

• Date and amount
• G/L account (Sachkonto): from your Factorial per-legal-entity account mapping
• Creditor account (Personenkonto): the employee's account, or the supplier collective account, for reimbursements; the card account for company-paid expenses
• VAT rate and its BU code
• Booking text, document number, supplier name
• Currency and exchange rate, when applicable
• Cost centre (KOST1)
• Receipt file for each expense

Limitations

• German legal entities only.
• Needs the accounting setup: G/L accounts come from your Factorial category-to-account mapping. The readiness panel flags any category or account that is missing or does not fit the dataset before you export.
• DATEV side must be ready: the dataset needs document management (Belege online) active, and your DATEV user needs permission for the service.
• Corrections happen in DATEV: records land in the DUO inbox for the advisor to review and post; they are not written directly to the ledger.
• Cost centres: one KOST1 per record. KOST2 (Kostenträger) and cross-border reverse-charge BU codes are not covered yet.