E-invoice to the tax adviser: DATEV and receipts
Are you writing ZUGFeRD or XRechnung invoices and wondering how receipts and accounting data get to the tax advisory firm? This guide for ZUGFeRD tax advisers and XRechnung tax advisers explains the handover: DATEV accounting batch (on the Plus plan), receipt archive and what the tax advisory firm really needs.
What the tax adviser really needs from you
A tax advisory firm needs two things separately: the accounting data for financial accounting and the receipts themselves as evidence. The structured XML of an e-invoice does not replace the receipt, it only speeds up the recording.
In practice, this means: You deliver an accounting batch with date, amount, tax rate, offsetting account and receipt field - and also the invoice files themselves. Quotavo separates exactly like this: DATEV export for the booking records, archive and PDF/XML download for the receipts.
Important for the first conversation: Clarify whether your tax advisory firm uses SKR03 or SKR04 and which advisor and client number applies. Without these three pieces of information, no accounting batch will fit.
ZUGFeRD-PDF or XRechnung-XML: what the tax advisory firm does with it
ZUGFeRD is the more convenient case for the tax advisory firm: the PDF remains readable for humans and contains the machine-readable data. One receipt, one file, no allocation problem.
XRechnung is a pure XML file without a visual component. It is the standard route to public clients, but is more cumbersome for the tax advisory firm because it cannot be read without a viewer. If your tax advisory firm requests it, provide the XML in addition to the PDF.
For accounting itself, the format plays a smaller role than is often assumed: bookings are made from the accounting batch, the e-invoice format primarily affects archiving and auditability.
Step by step: Hand over receipts from Quotavo to the tax advisory firm
- Ask your tax adviser for your advisor number, client number and chart of accounts (SKR03 or SKR04).
- Enter these values in Quotavo under Settings → Data export → DATEV.
- Select the period under DATEV export, for example a month or a quarter.
- Download the accounting batch as a CSV in EXTF format (file name: EXTF_Buchungs Stapel_YYYY-MM.csv).
- Export the associated invoice PDFs from the archive; for government invoices, additionally the XRechnung-XML.
- Both are handed over to the tax advisory firm via the agreed method, such as DATEV companies online, a client portal or encrypted transmission.
What you need to keep yourself
Handing it over to the tax advisory firm does not release you from keeping it yourself. Invoices are subject to the statutory retention requirement, and the original in the original format is decisive - with ZUGFeRD, that is, the PDF with embedded XML, not a newly printed PDF.
In practical terms, this means: Do not subsequently change exported e-invoice files and keep them as they were sent. The archive in Quotavo keeps your outgoing invoices searchable.
This page is a practice-oriented classification and not tax or legal advice. Your tax advisory firm is responsible for making binding statements about your case.
For tax advisers: what arrives from Quotavo clients
Clients who use Quotavo deliver outgoing invoices as PDF with embedded ZUGFeRD-XML according to EN 16931. For public clients, there is also an independent XRechnung as CII-XML.
The accounting batch is an EXTF-CSV with a selectable chart of accounts SKR03 or SKR04 as well as advisor and client number from the client profile. The period can be freely selected; month or quarter are usual.
Quotavo is deliberately not financial accounting: there is no bank connection and no own account assignment logic beyond export. The tax advisory firm retains complete control over the bookkeeping.
Frequently asked questions (FAQ)
- Is it enough to just send the ZUGFeRD PDFs to the tax adviser?
- As a rule, yes for document storage, but usually not for bookkeeping. Most tax advisory firms also want an accounting batch because this significantly shortens the recording process. Quotavo delivers both separately: PDF/XML from the archive and DATEV export as EXTF-CSV.
- Which chart of accounts do I have to set, SKR03 or SKR04?
- This is what your tax advisory firm specifies, it is not a free decision. SKR03 is process-oriented and widespread in medium-sized businesses, SKR04 follows the balance sheet structure. Ask once and enter the value permanently in your profile.
- As a small business owner, do I even need e-invoices according to Section 19 UStG?
- Practically all B2B companies, including small businesses, have to receive and archive data. Simplified rules and transition periods apply when sending invoices. Please clarify with your tax advisory firm what specifically applies to you; the decision tree on this page helps you choose the format.
- Does Quotavo replace my accounting software?
- No. Quotavo covers quotes, invoices, customer management and e-invoicing. DATEV export supports collaboration with tax advisers, but does not replace financial accounting with bank connections and annual financial statements.
- How do I hand over ZUGFeRD invoices to my tax adviser?
- The ZUGFeRD PDF from the archive is usually sufficient for document storage. The tax advisory firm also wants a DATEV accounting batch (EXTF-CSV) for bookkeeping. In Quotavo you export both separately: PDF with embedded XML and accounting batch with SKR03 or SKR04.
- What needs to be taken into account when handing over to a tax adviser when using XRechnung?
- XRechnung is pure CII XML without a visual PDF – mandatory for authorities, more cumbersome for tax advisory firms. Deliver the XML in addition to the readable PDF and clarify with the tax adviser whether he will process the XML directly or just archive the PDF.
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