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Connecting Cobot to DATEV

Optimize your accounting processes by connecting Cobot with DATEV.

Laura avatar
Written by Laura
Updated this week

DATEV is a leading accounting software used by companies in Germany, Austria, and Switzerland. In this guide, you will learn how to connect Cobot to DATEV in just a few steps to synchronize your invoices from Cobot to DATEV every month.

This integration is available in all regions, but in the German language only.

Setting Up the Integration

IMPORTANT NOTE

  • Before you can get started with the integration, you need to enable Rechnungsdatenservice 1.0. in your DATEV Arbeitsplatz

  • There is an additional cost associated with Rechnungsdatenservice 1.0., so please review DATEV's website for more information and a detailed cost breakdown here.

Once you have activated the Rechnungsdatenservice 1.0., setting up the integration is easy. Log in to your Cobot admin portal » Add-ons » Click on the DATEV card » Mit Cobot anmelden (Sign in with Cobot).


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This is an image of the Cobot and DATEV integration page, showing how users can sync invoices from Cobot to DATEV automatically. It includes visuals of a phone and computer screen displaying invoice data, with a sync icon between them, and a button to sign in with Cobot.

If you are an admin or multiple Cobot accounts/spaces you will be asked to select the space you wish to connect. You will need to do this with each space.

This is an image of the Cobot and DATEV integration interface showing a confirmation screen. It displays two coworking spaces listed for connection, one labeled Your Space and the other Tu Espacio. A confirmation button indicates that the user is already signed in to Cobot. On the right side, a section explains what the integration does, including monthly invoice syncing with DATEV. The top bar includes navigation to support and a button to go back to Cobot.

Entering Your Client ID

The next screen will ask for your client ID. This can represent different entities (e.g. a mandate from a tax advisor, etc.) and is required for identification and authentication with DATEV.

This is an image of the Cobot integration interface for DATEV, where the user is prompted to enter their DATEV client ID in order to connect their Cobot space with DATEV. It shows the Cobot and DATEV logos, a form field for entering the client ID, and a message indicating that the connection has not yet been established.

Where to find your Client ID:

  • You should have this in your DATEV Unternehmen Online account.

  • It is made up of the following format: “Consultant number” “-” “Client number” (e.g. 123456-12345).

    • If you do not have a client ID, please contact your tax office.

After entering your client ID, you will be redirected to a control screen. Here you can check all your data and then click on Verbinden mit DATEV (Connect to DATEV).

Entering Your Customer and Revenue Account Number

The next step is to enter the number of your revenue account and your customer account.

This is an image of the DATEV integration settings screen in Cobot. It shows an example space called "datev sandbox test" with fields to configure DATEV accounting data including the revenue account, customer account, and main ledger label. The interface allows users to connect their Cobot space to DATEV by entering the required accounting details.

IMPORTANT INFORMATION ABOUT YOUR CUSTOMER ACCOUNT
(also called BP Account Number )
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  • Spaces use either one or more customer accounts.
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  • If your space has several customer accounts, these must be created as a custom field in Cobot, as the interface only provides one field for integration.
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  • By creating them as a custom field in Cobot, each member can be assigned their own customer account.

    • The name you choose for the account number field can be entered directly on the integration page (Feld für Kundenkonto), just below the Erlöskonto and Kundenkonto fields.

Synchronize Your Invoices From Cobot to DATEV

As soon as the integration between Cobot and DATEV has been successfully set up, your invoices will be transferred from Cobot to DATEV on a monthly basis and in the correct format.
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SYNC WORKFLOW

  • On the 5th of every month, the data from your Cobot invoices from the previous month are uploaded to DATEV, including PDF.

  • Once the upload is complete, you will see confirmation in your Cobot Dashboard activity feed.
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  • As soon as an invoice has been synchronized from Cobot to DATEV, it is automatically blocked for processing in Cobot, as DATEV does not allow the same invoice to be entered twice. The invoice can therefore no longer be changed or edited in Cobot.
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  • If errors occur during the transfer from Cobot to DATEV (e.g. due to an incorrect character or exceeding the file size), the invoice can be manually re-synchronized using the "Re-Sync" button.

    Here is an example of what your integration dashboard in Cobot will look like:

    Here is a concise alt text for the image: **This is an image of the Cobot and DATEV integration dashboard showing an active connection.** It includes synced invoice data such as issue dates, invoice numbers, and sync statuses. The space name is "Your Space" and DATEV connection details like client ID, customer account, and revenue account are visible, along with options to modify or disconnect the integration.

Accounting Codes and Cost Centers

If you use accounting codes and/or cost centers in Cobot, these will also be transferred to DATEV.

  • Accounting codes are transferred to DATEV as field “KOST1”.

  • Cost centers or the number of the cost center is transferred to DATEV as field “KOST2”.

  • To activate accounting codes and cost centers in Cobot, go to Setup » Invoice settings and activate these two fields:

Understood. From now on, I will provide an alt text for every image you upload. Here is the alt text for the latest image: **Alt text:** This is an image of a settings interface in Cobot showing that the options to enable accounting codes and enable cost centers are both selected. These settings allow users to track revenue using accounting codes on invoices and to track costs by area or department using cost centers. Links labeled "Manage accounting codes" and "Manage cost centers" are available for further configuration.

Please note:

When the DATEV integration is activated, the following features are automatically activated for your Space:

1. Do not generate 0€ invoices

2. Activate separate address fields*

*Activating separate address fields requires you or the members themselves to enter the addresses of your members once again.

GoCardless Reconciliation with DATEV

If you use DATEV for accounting and GoCardless for payment collection through Cobot, here’s how to reconcile your records:

  1. Payments Collected via GoCardless
    Cobot invoices are paid by members using direct debit through GoCardless.
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  2. Bundled Transfers (Payouts)
    GoCardless sends the collected funds to your bank account in grouped payouts, each covering multiple invoices.
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  3. Identifying Invoices in Each Payout
    The GoCardless dashboard shows which specific Cobot invoices are included in each payout.
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  4. Invoice Upload to DATEV
    Cobot uploads all invoices to DATEV, each marked with a consecutive invoice number.
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  5. Reconciliation Process in DATEV
    Using the invoice numbers, you can match each Cobot invoice to its corresponding GoCardless payout and to the bank transaction in DATEV. This ensures clean, verifiable bookkeeping and makes audits easier.

Next Step: Make Cobot even more powerful with our open API.

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