With Datev Unternehmen online and the IT service provider's e-invoicing platform, manual document entry is no longer necessary. Invoices can be easily uploaded or sent digitally. (Photo: © Sascha Deforth)
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July 7, 2025
Who does the paperwork? In the skilled trades, office work often takes up valuable time. How e-invoicing and digital processes help startups minimize the workload – for greater efficiency and focus on what matters most.
Those starting a business in the skilled trades today often combine traditional craftsmanship with state-of-the-art technology . This same principle should apply to the business side as well, since it is a crucial pillar of a growing company . Seamless digital processes in the office help to quickly ensure stable liquidity, process orders and invoices in a legally compliant manner, and are simply more efficient.
E-invoicing is a key component in partially automating business processes – and in some sectors, it's already mandatory. Digital thinking has long prevailed in workshops, studios, and bakeries: machine control via app, 3D scanners instead of tape measures, and precise planning using CAD. However, in offices, quotes and invoices often still end up as printouts in paper folders – or as PDF attachments in inboxes . Since the beginning of 2025, it's clear: this era is coming to an end. With e-invoicing, digitalization will become mandatory in the business sector as well.
"This represents a true paradigm shift – e-invoicing is now the legal norm, while paper invoices are the exception ," explains Christian Goede-Diedering, specialist at Datev . Although the legal requirements for mandatory electronic invoicing are being phased in and initially only apply to B2B transactions – with transition periods until the end of 2027 – founders are well advised to address the issue correctly from the outset. Because: those who set up processes digitally from the beginning save time, money, and stress in the long run – and have the chance to enjoy a Sunday outdoors instead of in the office.
Christian Goede-Diedering, specialist at Datev eG : "Especially in the start-up phase, it is important to have someone by your side who not only knows the tax obligations, but also supports you in setting up electronic business processes."
Operations management
Operations management
Operations management
E-invoices are not only legally compliant , but above all, efficient . They consist of structured data sets that can be directly imported into accounting software and processed automatically . Time-consuming manual entries are eliminated. This saves costs – from paper and postage to archiving – and frees up time for what really matters when starting a business: building a successful operation.
However, be aware: A PDF invoice sent via email does not meet the requirements. E-invoices must conform to specific formats such as XRechnung or ZUGFeRD to be processed by the system. Datev already offers established tools for this purpose with its e-invoicing platform and solutions like Datev Unternehmen online. These help to capture, check, approve, and archive incoming invoices in an audit-proof manner – completely digitally, regardless of whether you're working from the office, a home office, or on the go.
A key success factor in implementing digital processes is close collaboration with a tax consulting firm . "Especially during the start-up phase, it's important to have someone by your side who not only understands tax obligations but also supports you in setting up electronic business processes," says Goede-Diedering. These firms often work with DATEV systems, which enables seamless digital communication and data transfer and processing – without media breaks or manual rework. Therefore, most standard IT solutions used in many industries have interfaces to DATEV software. The DATEV Marketplace at go.datev.de/marktplatz showcases these solutions.
Furthermore, it's particularly practical: With DATEV Unternehmen online, invoices can be easily uploaded or created directly, payments prepared, and account activity monitored . All relevant data is automatically stored in the DATEV cloud and is immediately available to the firm. This allows them to provide early tax or business advice if, for example, revenue deviates from projections or liquidity problems are looming. Artificial intelligence is also used in the background.
Anyone starting a business today should not only meet current requirements but also be prepared for future developments . A digital reporting system for tax-relevant invoice data is expected from 2030 onwards. Datev is preparing for this with its own e-invoicing platform, which will also cover tax reporting in the future.
Another advantage of such platforms: Invoice exchange takes place in a secure network like Traffiqx, which guarantees the highest security standards. Virus scans, identity verification, and transparent status updates ensure trust – and protect against manipulation , which is unfortunately all too common with PDF invoices sent via email. In short: Those who organize their office digitally have more time for their work.
Founders in the skilled trades demonstrate how tradition and modernity can perfectly complement each other – in the workshop, the studio, the bakery, and the office. Those who embrace digital business processes and e-invoicing early on benefit twice over: they are legally compliant and more efficient at the same time. With the right software that grows with the company and a well-connected tax consultancy, this obligation becomes a real opportunity.
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What commercial IT solutions must provide for craft businesses:
✔️ Common e-invoice formats are supported and invoice exchange with business partners is fully digital.
✔️ They are certified, reliable and comply with the principles of proper accounting for the digital age, the GoBD.
✔️ Data protection, data security and audit-proof archiving are guaranteed – even in the cloud.
✔️ Business analyses show the current business development. Negative trends can be identified promptly.
✔️ New technological possibilities such as AI are made available to users where they provide benefits.
✔️ End-to-end digital processes reduce the consumption of paper, space, energy and other resources.
Legally compliant: The obligation to use e-invoicing for B2B and B2G is in place and is being further expanded.
Practical: End-to-end digital commercial processes with business partners, including tax consulting firms.
News: Always have access to the latest commercial data for your office and business, even when you're on the go.
Professional: Find industry software with proven integration with Datev solutions via the Datev Marketplace.
Away from gut feeling: Make business decisions based on reliable, current data.
Free Sunday: Collaboration with a tax advisor and efficient digital processes save time.
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