Digital Accounting refers to the electronic recording, processing, and archiving of business transactions and documents. It is a form of financial accounting organisation in which paper-based processes are replaced or supplemented by digital workflows.
Basics
In digital accounting, documents are scanned or received directly electronically, then accounted for and booked using software. Data is stored centrally and archived in an audit-proof manner.
The structure of bookkeeping – accounts, journal entries, analyses – fundamentally remains unchanged. The primary change is in the form of processing.
Legal framework
Digital accounting is subject to the same legal requirements as traditional accounting. In addition, in particular GoBD to observe the requirements for traceability, immutability, and proper archiving of electronic data.
Structure and system classification
Digital accounting is not a discipline in itself, but rather an organisational manifestation of Financial accounting. It particularly concerns:
- digital document capture,
- electronic archiving,
- Software-assisted accounting and booking.,
- automated evaluations.
Technical requirements
- Accounting software with legally compliant archiving function
- Structured document organisation
- Access and authorisation concepts
- Data security and backup strategy
Note: The regularity is not dependent on the degree of digitalisation, but on the comprehensible documentation of the processes.
Typical workflows
- Digital capture or import of receipts
- Examination and accounting
- Booking in the system
- Tamper-proof archiving
- Creating evaluations
Practical relevance
Digital accounting enables structured and location-independent processes within financial accounting. For companies, traceability and documentation security are of particular importance.
Typical sources of error
- Missing or incomplete procedural documentation
- Inadequate access controls
- Non-audit-proof archiving
- Unclear document assignment
FAQ
What is digital accounting?
The electronic recording, processing, and archiving of business transactions.
Is digital accounting legally permissible?
Yes, provided that the legal requirements – particularly the GoBD – are met.
Does it replace traditional accounting?
It does not replace the fundamental principles of bookkeeping, but rather the paper-based organisation.
Conclusion
Digital accounting is a modern organisational form of financial accounting. What is crucial is not the technology alone, but the proper and comprehensible implementation of the statutory requirements.
Brasser Accounting Solutions GmbH is a specialised accounting service provider and part of a corporate group with Quint GmbH (tax consultancy/auditing) and Service Place Årjäng AB (Swedish tax office). BAS exclusively performs services according to § 6 No. 3 and 4 StBerG and does not provide tax or legal advice.
