This article is for: finance teams and admins.
Once Factorial is connected to DATEV, send approved expenses and their receipts to your DATEV client (Mandant) in a few clicks, so your tax advisor has everything without anyone typing or uploading. You choose when to send, so DATEV only gets what you've checked.
Send expenses to DATEV
Overview
Only expenses that are Approved, In payroll, Sent to pay or Paid are sent.
What you need: Factorial connected to DATEV, with every legal entity showing Ready (see How do I connect Factorial to DATEV?), and permission to manage expenses.
How to use
- Check the connection is active: in Settings > Expenses > Integrations, the Connection tab shows Connected. If it shows Reconnection needed, click Connect to DATEV and sign in again.
- Go to Spending > Employee expenses > Expenses.
- Select the approved expenses, or filter by Sync status = Pending sync.
- Click Sync to DATEV.
- Check the review and click Sync.
The review, the Sync status column and what each status means work the same as for any connection. See How do I send expenses to my accounting software?
Check what DATEV accepted
How to use
- Go to Settings > Expenses > Integrations and open the Processing log tab.
- Each send shows the month, the client (Mandant), the book (Rechnungseingangsbuch, the incoming-invoices book, or Kassenbuch, the cash book) and its Status: Processing, Completed, Partially accepted, Failed or Check in DATEV.
- In DATEV, your tax advisor processes the Belege (the receipts and vouchers). For the Kassenbuch, they finalise the entries (Festschreiben) in Kassenbuch online.
Tips and Best Practices
- Agree a rhythm with your tax advisor, for example sending every Friday, so DATEV is up to date before they start.
- Connect right before you send. The connection expires after about 11 hours.
- Look at the Processing log after every send, not only when something looks wrong.
Related articles: How do I connect Factorial to DATEV? · How do I send expenses to my accounting software? · How do I export expenses? · How do I close the month in Expenses? A checklist for finance
Troubleshooting and FAQ
Troubleshooting
| What you see | What it means | What to do |
|---|---|---|
| Reconnection needed | The 11-hour connection ended | Click Connect to DATEV and sign in again |
| Partially accepted or Check in DATEV | Some expenses were refused, or the result is unclear | Open the Processing log. Check DATEV Belege online before sending again, so nothing is booked twice |
| An expense changed after it was sent | DATEV can't update a Beleg that's already booked, so Factorial doesn't send it again | Correct it in DATEV and click Accept as exported, or, only if DATEV doesn't have it, click Not booked at DATEV so the next sync sends it again |
| Cannot export, Accounts DATEV would reject or "This client has no Kassenbuch" | A setup problem with the client or its accounts | See the troubleshooting in How do I connect Factorial to DATEV? |
FAQ
1. Are receipts sent too?
Yes, each expense goes with its receipt.
2. Are expenses sent automatically when they're approved?
No. You send them from the Expenses list when you're ready, so DATEV only gets what you've checked.
3. Where do card expenses go?
To the Rechnungseingangsbuch, unless you turned on the Kassenbuch for company cards. Then card expenses in euros paid with the cards you chose go to the Kassenbuch. Reimbursed expenses always go to the Rechnungseingangsbuch.
4. How long does the DATEV connection last?
The DATEV sign-in lasts about 11 hours. After that, the status shows Reconnection needed. Connect again right before you send.
5. Can I send several months to DATEV at once?
Yes, but DATEV takes one Kassenbuch month at a time. If you send several months, the oldest goes first and the next ones follow as DATEV finishes each.
6. How often should I send expenses to DATEV?
Weekly or at month-end, whenever your tax advisor needs the latest expenses. After each send, the Processing log shows what DATEV did with it, so you know whether your tax advisor has everything before they start.