Accounting for small businesses, self-employed & tradesmen

Be honest: Accounting is rarely what you get up for in the morning. Yet there is a great deal attached to it. Liquidity, taxes, outstanding invoices, stress with receipts and, in the end, the question: Does it all fit proper bookkeeping?

If you'd rather focus on your ownFocus on business If you want, digital accounting is often the fastest way. Sometimes accounting outsourcing is also a good solution. This gives you more peace of mind and better numbers.

If you're new to us, find out more about us at the Klarwerk agency. Also take a look at uOur servicesn on.

Why “manual” is almost always more expensive than it looks

In traditional bookkeeping, the following usually happens:

• Receipts and invoices are collected in WhatsApp, e-mail inboxes, cash boxes and jacket pockets.
• Everything is sorted “somehow” once a month.
• Mistakes go unnoticed until they hurt: incorrect allocation, missing documents, unclear account movements.
• Outstanding invoices are overlooked and liquidity is suddenly lacking.

The problem isn't that you can't. There is simply too much outside of daily business.

What really counts legally (in short, without lawyer-German)

For accounting to be “clean”, processes and filing must be correct. Two terms are decisive here:

1) Work in accordance with GoBD

GoBD stands for “Principles for the proper management and storage of books and documents in electronic form”. They also regulate the data access.

For Self-employed and freelancers This means: Documents must be stored correctly digitally. Changes must be clearly understandable. Auch electronic cash books must be properly managed.

It is important to connect to the Principles of Proper Accounting (GoB): comprehensible, complete, accurate and verifiable at any time. A”simple bookkeeping“Excel is often not enough. This is especially true if documents can be changed later. Even if there is no secure storage, this is a problem.

Systems with clear Post management and interfaces, e.g. DATEV interface, Lexware Office or similar accounting software.

That's exactly what it's about: store digital documents in such a way that they are comprehensible, complete and verifiable. Official basis: GoBD (BMF, PDF). (Federal Ministry of Finance)

2) YOUR or double bookkeeping?

• Many self-employed people use the Income surplus invoice (EUER) as a simplified profit calculation. The legal basis is, among other things EStG § 4 And in practice, it overflows ELSTER: EUER attachment. (Laws on the Internet)
• Others are Requires double bookkeeping (typical when organized commercially, reaches certain sizes or as a capital company Commercial register entered). Basis includes HGB § 238 and associated often P&L (profit and loss statement) instead of EURE. (Laws on the Internet)
• Storage and order are also regulated for tax purposes, e.g. in AO § 146 and AO § 147. (Laws on the Internet)

If you want to check whether a company is in the register: Commercial Register Portal and background information from the Ministry: BMJV: Commercial Register. (commercial register)

What digital accounting means in practice (that's how it really works)

A good digital solution is not a “tool for the tool's sake.” It is a process that involves your relevant data makes available quickly.

Typical process:

1. Receipts and invoices Come in digitally
2. For example via upload or via email to a fixed address, clean per month/project.
3. Preparatory work is automated
4. Modern systems use OCR and partly artificial intelligenceto pre-recognize and sort documents and suggest recurring bookings. This reduces errors, saves time and ensures clean account allocation according to specifications.
5. Result: overview instead of gut feeling
6. They have a clean basis for evaluations, open items, cash book and, depending on the setup, BWA/P&L.

That is exactly what our offer is about Munich Accounting: Accounting & Office Management. There you can also see which tasks we take on and what clearly remains with the tax advisor. (klarwerk-agentur.de)

The building blocks that really help in everyday life

Preparatory accounting

Die preparatory accounting is the foundation: collect documents, check them, assign them, store them digitally, prepare the export for the tax advisor.

Have the cash book kept

If there are cash transactions or cash spending, it is worthwhile Have the cash book kept. This means that it is clean every day and not “at the end of the month.”

Accounting Open Items (OPOS)

Die Open accounting items For many, the game changer is:

Who owes you money? What is past due? What has already been paid? This is how you manage liquidity instead of just “hoping.”

Write invoices (hassle-free)

When it comes to Write invoices Go, count mandatory information and clean filing. Legal basis: UStG § 14. (Laws on the Internet)

Accounting software for small businesses: What matters

If you have a accounting software for small businesses search, pay less attention to “a thousand features” and more at:

• simple document transfer (upload, app, email rules)
• clear rights/roles (Who can see what?)
• Exporting to tax advisors
• audit-proof filing (GoBD)
• clean interfaces (bank, cash register, bill)

Important: Data in cloud systems is okay if you do it right. There are good, official security tips from BSI: BSI: Cloud risks & security tips. (BSI)

Advantages and Disadvantages of Accounting Outsourcing

benefits

• less loss of time, fewer errors
• Processes continue even during stress or construction
• quick overview of figures and open items
• You get know-how and structure “with it”

drawbacks

• You must set up cleanly at the beginning (accesses, rules, filing)
• Documents must still be complete (no clean accounting without materials)
• clear differentiation: tax advice remains with the tax advisor

Image suggestions (including clean ALT texts so that there are no ALT attribute problems)

1. Photo: Craftsman with tablet + document scan
2. Old: “Digital accounting in Munich: Scan documents and store them in compliance with GoBD”
3. Chart: Process 1—2—3 (Document → System → Overview)
4. Old: “Accounting outsourcing: preparatory bookkeeping process”
5. Screenshot style: Open item list (example)
6. Old: “Accounting Open Items: Overview of Unpaid Invoices”
7. Symbolic picture: checkout/cash payment
8. Old: “Have a cash book kept: digitally document cash income and expenditure”

Tip: Keep alt texts short, describe what can be seen, a keyword at most once.

FAQ: 10 real questions from everyday life (with answers)

1) How much does an accounting service cost in Munich?

For small companies, it is often between 80€ and 300€ per month, depending on bookings/complexity. Rough frame: 50€ to 500€.

2) Is there a package for small volumes?

Yes, e.g. monthly support for up to 150 bookings. Details and scope are available here: Monthly support for up to 150 bookings.

3) Can I outsource everything?

Ongoing accounting (preparatory), OPOS, cash register, document management: yes. Tax consulting/financial statements: tax advisor.

4) Do I still have to file paper receipts?

Usually not when digital filing is organized in accordance with GoBD. (Federal Ministry of Finance)

5) How quickly can I get a monthly overview?

As soon as documents are available and the process is complete, you usually have evaluations a few days after the key date. (Depends on document flow.)

6) What do you need from me in the beginning?

Accounts (bank/export), document storage, clear rules (cash register, projects, invoices). That's when it works.

7) What does OPOS really do for me?

They see where money is stuck. This often has a more direct effect than “making even more sales.”

8) I am a craftsman: is it different?

Yes Lots of cash receipts, materials, discounts. That is exactly why checkout + clear processes are important.

9) Can I continue to write invoices in parallel as before?

Yes, as long as mandatory information is correct and the documents end up cleanly in the system. (Laws on the Internet)

10) Where can I find more accounting knowledge on your site?

In the topic Topic: Accounting & Office Management and here, for example:

• Accounting for self-employed people step-by-step
• Documents for the tax office
• Save time with digital accounting

Would you like to organize your accounting more easily and set it up cleanly digitally?

Write to us briefly or get an initial consultation: contact. (klarwerk-agentur.de)

And if you want to see who's behind it first: About us. (klarwerk-agentur.de)

‍