hsp conducted an interview with Mr Jens Ehlers, managing director of the tax consultancy firm „Ehlers & Schaefer“, on the use of Opti.Tax Doku

About the law firm Ehlers & Schaefer

The law firm Ehlers & Schaefer sees itself as a partner to its clients, offering a personalised, flexible and efficient service. The firm’s philosophy is centred on the needs of its clients, with the aim of fostering a trusting and long-term working relationship. The firm acts as a strong advocate for its clients and their interests in dealings with public authorities and banks. Its services include consultancy, start-up support, M&A advisory, annual accounts and tax returns, as well as payroll and financial accounting.

The firm is one of the first tax consultancy firms to specialise in Opti.Tax Documentation has made a decision and is supporting us in our further development through feedback. Opti.Tax Doku provides a specialist guide to creating general procedural documentation, as well as an ever-increasing number of specific templates, e.g. for cash management in accordance with the requirements of cash register audits.

The following interview, conducted by Mr Matin Mehrabi, focuses on hsp’s software solution for process documentation:

The interview in words and writing:

Today we are at the Ehlers & Schaefer tax consultancy. In this interview, Mr Ehlers talks about his experiences with Opti.Tax Doku so far.

Good afternoon, Mr Ehlers. Thank you very much for taking the time to do this interview. Would you be so kind as to tell us a little about your company?.

Our firm has been in business for around 38 years now. We tend to work with small and medium-sized enterprises. Our client base ranges from small income tax clients to medium-sized businesses with 200 employees. As well as our traditional services – such as tax returns and annual accounts – we spend a great deal of time providing consultancy on business succession and financing matters. We’ve also started offering some process consultancy, specifically in the area of digitalisation for our clients. When it comes to document management and similar matters, the demand for such consultancy is increasing significantly.

The requirements imposed by the tax authorities naturally vary depending on the size of the business and its accounting practices, but they are stringent.

Why were you looking for a software solution for process documentation?

As this is a relatively complex topic when it comes to Procedural documentation. The requirements of the tax authorities naturally vary depending on the size of the business and its accounting practices, but they are demanding. Of course, I can create a Word document and „jot it down“. The only problem with that is this: revising it, checking it and making repeated amendments is significantly more difficult than if I had a programme at my disposal that allows me to edit such documents using templates and similar features, and which I simply have a better handle on – particularly when dealing with a large number of clients. That’s why we set out to find a programme.

And how did you come across Opti.Tax Doku?

To begin with, we naturally looked at what our industry-specific software provider had to offer. We found that there were partial solutions available, but these were always limited to specific areas of process documentation – not a comprehensive solution. Then, whilst searching online – using the search terms „process documentation software“ – we came across hsp’s software and realised that there is actually no real alternative on the market that implements this so comprehensively, not only technically within the software, but above all in terms of subject matter expertise. And right from our first contacts with hsp’s managing director, we realised that he’s well-versed in the subject both technically and in terms of the subject matter itself. What’s also great is that he creates procedural documentation himself using his software and can therefore identify any rough edges that still need smoothing out.

We realised that there is actually no genuine alternative on the market that implements this so comprehensively – not only technically in the software, but above all in terms of subject matter expertise. And right from our first discussions with the managing director of hsp, we could tell that he was well versed in the subject, both technically and in terms of subject matter expertise.

Are there any other ways to use the software?

Apart from the fact that this enables you to comply with the tax authorities’ requirements, I see a major benefit in the fact that the client actively engages with their processes, considers whether the way they have organised their document filing makes sense, how they handle digital documents in the first place, and describes this – after all, you’re also describing workflows. It’s, so to speak, a set of operating instructions, perhaps also for training a new employee, so that someone can quickly be enabled to handle all aspects of bookkeeping sensibly within such a business.

What makes us happy is the scope. It really is comprehensive.

How satisfied are you with Opti.Tax Doku?

What we’re pleased with is the scope. It really is comprehensive. We need to tailor it down for our client base. It’s clearly also possible to use it to draw up procedural documentation for corporate groups, which aren’t currently part of our target audience. It’s easier to tailor it down than if you were to find that something is still missing here and there. We’re quite pleased with the text templates. In terms of subject matter, they’re very well put together, alongside the structure that’s provided. So it’s actually quite easy to work with them.

What suggestions for improvements would you have for our software?

The tax authorities have, of course, used a specific set of terms in the GoBD. There are certain terms that appear there, a specific order, keywords, and it would be helpful if, when the tax inspector reads the procedural documentation at the client’s premises, they could quickly identify these keywords so they can then get on with ticking the boxes. That is one thing we would like to see. The other point concerns our own process of drawing up the procedural documentation: we’d like this process to be reflected even better within the programme, so that we can see what we’ve already completed whilst drawing up the procedural documentation and what still needs to be done. These are just small tweaks where we’d still like to see improvements.

Thank you very much for this feedback. We will do our best to act on it. Would you recommend Opti.Tax Doku to others?

Yes, definitely. If there are colleagues in the profession who are looking for something they can offer their clients as a solution, and who want to develop such solutions, then that certainly makes sense.

I would like to thank you once again most sincerely for taking the time to give this interview, Mr Ehlers, and I wish you continued success with your law firm.

Would you like to find out more about Opti.Tax.Doku and boost your turnover?

Get in touch with us today at www.hsp-software.de/kontakt

You can find further information about the law firm online at www.ehlers-schaefer.de