An opportunity to optimise processes rather than a tedious chore
Procedural documentation, which has been compulsory since 1 January 2015, is currently a source of 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 bookkeeping. Software can be doubly helpful in this regard – not only because it simplifies the preparation of the procedural documentation, but also because it helps to identify opportunities for optimisation within the company.
Tax adviser Jürgen Hütl founded his firm, Viaam, in October 2018. The young firm provides services to small and medium-sized enterprises, sole traders, limited liability companies (GmbHs) and freelancers. Hütl makes use of the Opti.Tax software 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, and for data access). The solution was introduced in April 2019.
For a long time, Hütl had been looking for a programme that could cover the subject comprehensively and satisfactorily, and represent it in the best possible way. An online search eventually led him to Opti.Tax.
„I don’t know of any other provider offering 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 a webinar to learn about Opti.Tax and its features. As the founder of a start-up consultancy, cost was also a factor for him. He was therefore looking for an existing solution that did not need to be reprogrammed and that could be implemented and put into use straight away – without high investment costs.
He also wanted the system to be easy and intuitive to use, and to include tools for documenting the process 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 within 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 took place on site. Hütl initially considered doing without it for cost reasons. With hindsight, he can only recommend the training. It not only improves users’ ability to use the software, he concludes. Paul Liese, managing partner at hsp, also shared his wealth of experience with Viaam – for example, how other law firms use the software or how they structure their pricing and marketing. Running through scenarios relating to audit compliance was also a valuable contribution.
„It was a day well spent,“ 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 handbook.“
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 at the law firm are using the tool. Their verdict: once you’ve been shown how it works, it’s intuitive to use.
Software highlights
For Hütl, the highlights of the programme are its taxonomies. This allows users to work through the procedural documentation item by item, checking each one individually and assigning it a processing status. This provides a clear overview and makes the work easier. Furthermore, individual items can be easily amended and adapted for future procedural documentation.
Should a new letter be received from the Federal Ministry of Finance setting out changes to how the GoBD is to be applied, these changes can easily be incorporated and new requirements can be implemented in existing documentation without any problems.
Hütl is also very pleased with the software’s structure, the display 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 updates such as a dedicated template for cash handling documentation, management within the programme has already improved. Viaam also expects further benefits from the sample templates for various sectors, which are due to be made available in a future release.
The firm uses the ‘Steuerberater und Steuerbüro.online’ solution as a digital, centralised order platform through which all client matters are handled and direct collaboration is facilitated. In a new release from August 2019, Opti.Tax will offer the option of making the questionnaires – which clients must complete for procedural documentation – available interactively via an interface in the Steuerbüro.online cloud system. Questionnaires can then be completed there and the results automatically imported into the software, which will further simplify collaboration with clients. At present, the questionnaires are provided via Excel spreadsheets and the results are 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 way, clients 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 carried out swiftly 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 without external assistance. „That’s an enormous relief, because an update can be carried out at any time.“ Furthermore, hsp is always open to reporting issues or providing feedback. Opti.Tax is a dynamic piece of software that is constantly being developed and improved. Hütl can confirm this.
Conclusion
The Opti.Tax software from hsp enables Viaam to, To produce clear procedural documentation for each item, which makes it easy to make adjustments and manage versions at a later date. It is a valuable tool not only for meeting legislative requirements, but also for helping clients to scrutinise and improve the processes within their organisations.
German 
English