Carrying out process documentation with the aid of software

An opportunity to optimise processes rather than a tedious chore

Procedural documentation, which has been mandatory since 1 January 2015, is currently a cause for concern for many businesses and their tax advisers. Every taxable business, however small, must set out in detail how data is processed as part of its electronic accounting system. Software can be doubly helpful in this regard – not only because it makes it easier to draw up procedural documentation, but also because it helps to identify opportunities for optimisation within organisations.

Tax adviser Jürgen Hütl founded his firm, Viaam, in October 2018. The young company provides services to small and medium-sized enterprises, sole traders, limited liability companies (GmbHs) and freelancers. Hütl uses the Opti.Tax, developed by hsp Handels-Software-Partner GmbH, to create procedural documentation in accordance with the GoBD (Principles for the proper maintenance and retention of books, records and documents in electronic form, as well as for data access). The solution was introduced at the firm in April 2019.

For a long time, Hütl had been searching for a programme that would cover the subject comprehensively and satisfactorily, and be able to represent it effectively. An online search eventually led him to Opti.Tax. „I don’t know of any other provider with comparable software for tax advisers,“ says Hütl.

Whilst there are various cloud-based software programmes available, they are unable to cover the full scope in the required format. They provide ready-made questionnaires that users can work through, but do not offer bespoke solutions tailored to clients’ varying needs.

Hütl took part in an online seminar to learn about Opti.Tax and its features. As the founder of a new practice, price was also a factor for him. This was another reason why he was looking for an existing solution that did not need to be reprogrammed and could be implemented and put to use straight away – without high investment costs.

He also wanted the system to be easy and intuitive to use, as well as tools to map out the process documentation step by step.

Smooth implementation and training with added value

The installation of Opti.Tax was carried out smoothly by hsp and the firm’s ASP service provider in half a day. The ability to integrate the firm’s own service provider into the process was important to the firm’s managing partner.

In addition, a one-day training session was held on site. Hütl initially considered doing without it for cost reasons. With hindsight, he can only recommend the training. He concludes that it not only improves users„ ability to use the software. Paul Liese, managing partner at hsp, also shared his wealth of experience with Viaam – for example, how other firms use the software or how they structure their pricing and marketing. Running through scenarios relating to audit compliance was also a valuable exercise. “The day was well worth it,„ concludes Hütl. “Mr Liese gave us so many tips – including on how to comply with the GoBD – that went far beyond the content of the manual.”

Process documentation as an opportunity for process optimisation

The law firm uses Opti.Tax to prepare procedural documentation. The majority of its clients do not yet have any; they were simply informed of this in advance.

Jürgen Hütl believes it is important not to view procedural documentation merely as a tedious obligation for the tax authorities, but as an opportunity to transition a business to digitalisation and, in doing so, to improve processes and workflows.

His law firm makes full use of the tool and advises clients on how to adapt and optimise business processes within their organisations. The procedural documentation serves as a guide for clients, with the added benefit that it meets the requirements of the tax authorities.

Two users are using the tool at the law firm. Their verdict: once you’ve been shown the ropes, the software is intuitive to use.

Software highlights

For Hütl, the highlights of the programme are its taxonomies. This allows the user to work through the procedural documentation item by item, checking each one individually and assigning it a processing status. This ensures clarity and makes the work easier. Furthermore, individual items can be easily amended and adapted for future procedural documentation.

Should a new letter be issued by the Federal Ministry of Finance setting out changes to how the GoBD is to be applied, these can easily be incorporated and new requirements can be implemented in existing documentation without any problems.

Hütl is also very pleased with the application’s structure, the viewing options and the live preview, which provides an overview of how values will be reflected in the final documentation.

Continuous optimisation through regular releases

Thanks to the updates – including a dedicated template for cash register procedure documentation – management within the programme has already improved. Viaam also expects a further benefit from the Templates for various sectors, which are to be made available in a future release.

The practice uses the solution for tax advisers and kanzlei.land as a digital, centralised order platform through which all client matters are handled and direct collaboration is possible. Since August 2019, Opti.Tax has offered the option of making the questionnaires – which the client must complete for procedural documentation – available interactively via an interface in kanzlei.land’s cloud system. Questionnaires can be completed there and the results automatically imported into the software, which simplifies collaboration with the client. Previously, the questionnaires were provided via Excel spreadsheets and the results had to be manually imported – not an ideal solution for a practice that is digitally organised and uses an online platform. It was important to Hütl that the cloud system could be used for the catalogue editing function. This means the client can use the access they have already been granted and do not have to adapt to a new, additional piece of software.

Generally speaking, regular releases are issued promptly and do not disrupt workflows. „It speaks volumes for hsp that the software is constantly being developed and improved,“ says Hütl. Another advantage is that the rights management system for updates is structured in such a way that the firm can carry them out itself without needing external assistance. „That’s a huge relief, because an update can be carried out at any time.“ Furthermore, hsp is always open to reporting any issues or providing feedback. Opti.Tax is a dynamic software solution that is constantly being developed and improved. Hütl can confirm this.

Conclusion

hsp’s Opti.Tax enables Viaam to create procedural documentation organised by item, which makes subsequent amendments and versioning straightforward. It is a valuable tool not only for meeting regulatory requirements, but also for helping clients to scrutinise and improve the processes within their organisations.