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.
This guide covers:
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).
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.
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.
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.
IMPORTANT INFORMATION ABOUT YOUR CUSTOMER ACCOUNT
(also called BP Account Number )
Spaces use either one or more customer accounts.
If your space has several customer accounts, these must be created as a separate field in Cobot, as the interface only provides one field for integration.
By creating them as a separate field in Cobot, each member can be assigned their own customer account.
The name of the field must currently be entered in the integration by our support team. Send us a message and let us know the name of the field in your space.
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.
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.
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.
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:
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:
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.
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