GoBD-compliant and high-performance # Process documentation software **Discover the Opti.Tax documentation**on how to draw up your procedural documentation in a structured manner. **Now featuring BPMN process modelling and AI assistants.** ## Opti.Tax documentation: the superior software solution on the market ### Opti.Tax for procedural documentation Only Opti.Tax offers the complete package for your practice: - Visualisation as a BPMN diagram AND as a text document - Links, attachments and references of all kinds - AI-assisted generation of sample process chains and texts - technical leadership, all key interfaces, and much more. **Watch the video to see how Opti.Tax takes the creation and maintenance of your procedural documentation to a whole new level.** Sorry, your browser doesn't support embedded videos. Reliable We have been developing compliance and reporting solutions for professionals for decades. Complete The software uses the BZSt taxonomy, so you won’t miss a thing. Latest We keep the software up to date with free updates. Professionally managed, well thought-out, GoBD-compliant ## The benefits of using Opti.Tax for procedural documentation ### Technical leadership in software To ensure you reach your goal as smoothly and efficiently as possible, Opti.Tax helps you prepare your documentation. - **On-board help videos**: explanatory videos on individual items, accessible directly within the software - **Live validation**: Your entries are checked for validity on an ongoing basis - **Training courses and e-learning programmes**: personalised onboarding, plus helpful e-learning videos and discussion groups within the hsp Community ### AI-generated process chains and texts The ChatGPT integration in Opti.Tax supports you and takes the strain off you when it comes to many time-consuming tasks: - **Expand on the text:** Fill in text fields more quickly by entering keywords – the AI will turn them into complete sentences - **Creating process chains:** Based on keywords or a voice recording, the AI generates sample processes that you can edit - **Gathering information:** For detailed descriptions, the AI retrieves information and data on software systems and interfaces for you ### Microsoft 365 integration included With the **Microsoft 365 integration** timeliness becomes a matter of course: - **Automatic notifications** in the event of process changes \(via email or the Teams app\) - All tasks go straight to Microsoft **To Do**and therefore in**Outlook** - Integrated and **seamless transition:** Tasks are not overlooked; everyone stays informed Using Opti.Tax to create dynamic procedural documentation ## Software that provides you with active support ### Create an AI-supported process chain An easy way to get started with your first workflow: use the AI assistant to generate a template that you can customise – or start from scratch and begin writing straight away. To use the AI assistant, all you need is a paid ChatGPT key. Everything else is already integrated into Opti.Tax. ### Apply the generated process chain with a single click Once the AI assistant has created the process chain according to your specifications, you can import it into your project with a single click. You can then edit and customise every detail of the process chain. ### Assign responsibilities and view them as swimlanes Assign responsible persons to the individual process steps. When you regenerate the BPMN diagram, the processes will be displayed as swimlanes in accordance with your assignments. 5 ## Reasons for maintaining up-to-date procedural documentation ### Comply with GoBD requirements and save resources Without proper documentation, companies risk facing objections during tax audits, which cost time and money to resolve. With comprehensive, up-to-date procedural documentation, these resources can be channelled towards more important matters. ### Paving the way for digitalisation Companies must increasingly digitise their processes in order to achieve long-term success. To do this, they need an overview of the current situation. With dynamic process documentation, they gain even more: a foundation upon which digital processes can be systematically built. ### Preserving knowledge, reducing dependencies If individuals with specialist knowledge leave the company, process chains can quickly be thrown into disarray. Documentation helps to prevent ad-hoc processes and the loss of knowledge due to staff turnover. ### Training new staff more effectively A standardised onboarding process, set out in the living procedural documentation, leads to the faster integration of new staff. This rapid induction saves resources and enables new staff to be integrated into day-to-day operations much sooner. ### Growing in a structured and healthy way Without defined, standardised processes, companies grow in an unstructured and uncontrolled manner. This leads to bottlenecks and inefficiencies, which waste resources. Living documentation enables companies to grow in an organised and efficient manner. Practical example: Law firm and client Collaborative documentation without media breaks The software’s extensive help features were a great help to me. Even if you get stuck at some point, there are ways to find help. The tutorial videos alone make you feel much better prepared, especially if you’re not from that field. **Annabell Wermter** Consultant, di-Tra Consulting GmbH The software solution for GoBD-compliant procedural and process documentation ## Why process documentation with Opti.Tax makes all the difference With the Opti.Tax process documentation software and hsp’s outstanding service, you gain access to a wealth of features and support to help you create comprehensive, legally compliant and up-to-date documentation, step by step. - **Comprehensive onboarding, including training** - **Help videos with practical tips within the software** - **Create, maintain, validate and submit using a single solution** - **Assigning tasks, setting deadlines, retrieving data, exchanging messages – all digitally and seamlessly across different platforms** - **Hundreds of templates for a wide range of sectors** - **maximum flexibility through simultaneous graphical and textual visualisation** - **outstanding German customer support** Developed for you in Hamburg Why so many professionals put their trust in hsp Excellent support A software solution is only as good as the support that comes with it, particularly when it comes to specialist software. That is why we offer you: - Comprehensive onboarding with a personal appointment for you or your staff - Personal assistance from our support team led by Julian Rodewald - A comprehensive help centre with countless technical questions and answers about the software Unrivalled practical relevance Only experts know what professionals like you really need. That is why we work with leading law firms: - Experts in the field support our software development - Strong partners: ADKL, Energiesozietät, Schröder & Partner, Clostermann & Jasper, and others. - New features are regularly implemented in response to customer requests Made in Germany Our development, testing and support teams are based in Hamburg. Our servers are located in Munich. There are good reasons for this: - All data is processed in accordance with strict EU legislation and the GDPR - You need to be able to rely on software and support – and that’s only possible locally - We need to be just as familiar with German laws and regulations as you are Free of charge and with no obligation ## Book a consultation now Let’s work together to find out how you can successfully use Opti.Tax for procedural documentation in your specific case. - in person - free of charge - in detail Book your no-obligation consultation now and find out more about Opti.Tax: Can't find a suitable date, or is the calendar not working? ## More on the subject of process documentation [Process documentation software](../../en/process-documentation-software/index.md) Find out how to use the **Opti.Tax software** Create GoBD-compliant procedural documentation easily, securely and efficiently. This page outlines features, benefits and practical solutions for businesses, tax advisers and law firms – including digital collaboration, **artificial intelligence**, templates and legally compliant documentation. [Read now](../../en/process-documentation-software/index.md) [Process documentation: a requirement and an opportunity](../../en/process-documentation-obligation-opportunity/index.md) Documentation is mandatory for all businesses – with the emphasis on „all“. This includes large corporations, medium-sized enterprises, sole traders and freelancers. However, many of them put off dealing with the issue, as compiling documentation can be time-consuming and complex. Ralf Göbel, Managing Director of Sales & Consulting at doxx-on systems GmbH, strongly advises companies to keep proper records. In an interview with Paul Liese, he explains why. [Read now](../../en/process-documentation-obligation-opportunity/index.md) [Creating procedural documentation: it’s that simple](../../en/draw-up-procedural-documentation/index.md) Here you can find out why professional procedural documentation is not only a legal requirement but also offers real added value for your business – for example, in optimising business processes. Read on to discover specific steps and digital solutions for creating procedural documentation efficiently. **Read, review and put it into practice now – and make sure you’re fully prepared for your exams\!** [Read now](../../en/draw-up-procedural-documentation/index.md) FAQ – Frequently Asked Questions Frequently Asked Questions about the Opti.Tax procedural documentation software Opti.Tax is a powerful tool for creating and maintaining procedural documentation. We have answered some of the most frequently asked questions about it for you. #### What is procedural documentation in accordance with GoBD?(feb962e862691d32b) Procedural documentation sets out how tax-relevant data is recorded, processed, stored and archived within a company – particularly with regard to the GoBD requirements set by the tax authorities. #### Who is required to draw up procedural documentation?(6f0edca273d538e59) In principle, every business that processes tax-relevant data electronically is obliged to do so under the GoBD – regardless of its size or sector. This also applies to freelancers and the self-employed. #### What information must procedural documentation contain?(7539d3a78c5719bb5) A complete set of procedural documentation typically includes: - General description of the company - Overview of IT systems and software - Description of data flows - Responsibilities - Internal control system \(ICS\) - Archiving and backup processes #### What happens if there is no procedural documentation?(f2a11458db33612c1) During tax audits, the absence of such documentation may be regarded as a procedural irregularity, which could result in additional tax assessments or even penalties. It is therefore essential to maintain comprehensive procedural documentation. #### How does hsp’s software help with process documentation?(26f8aecc18b9b8625) With hsp’s software solution, businesses and tax advisers can create process documentation that is GoBD-compliant, efficient and structured – including templates. #### How often should the procedural documentation be updated?(0f5a5c8a705d0d6c9) The GoBD refers to ‘historisation’ and ‘revision’. It is therefore recommended that records be reviewed and updated annually – particularly in the event of a change of system, process changes or organisational changes within the company. #### Is procedural documentation also relevant for small businesses?(cf2c9460930bdcefe) Yes, even small businesses and sole traders are required to document their processes, provided that tax-related data is processed digitally. #### How long must procedural documentation be kept?(1f296a92ebe38b12f) The retention period is usually **10 years**, in line with the statutory retention period for tax-related documents. #### Can a tax adviser take charge of the procedural documentation?(4a47b5145c0ba1143) Yes, many tax advisers offer the creation and maintenance of procedural documentation as a service – often in conjunction with a suitable software solution such as that provided by hsp. #### What are the advantages of digital process documentation compared with a paper-based solution?(8c4a300b2bffb8b5b) Digital solutions enable: - faster updates, - greater traceability, - automated system analyses, - and greater reliability in tax audits. #### What benefits does process documentation offer businesses, apart from the GoBD requirements?(3223f80a75fb6d3aa) Procedural documentation improves the transparency of internal processes, identifies weaknesses and promotes the optimisation of workflows. It therefore also serves the purpose of internal quality assurance. #### How can process documentation help with digitalisation projects?(c1476756cc4a9de6d) It provides a structured overview of existing systems, interfaces and processes – a valuable basis for digitalisation strategies and IT projects. #### To what extent does procedural documentation support risk management?(f4670da3534471124) By documenting critical processes, organisations can better identify and assess risks and mitigate them through appropriate controls – for example, in the event of data loss or system failures. #### Does the procedural documentation help to improve efficiency?(1a777551b6151dccf) Yes, it helps to highlight redundant or inefficient workflows. Optimised processes save time and resources – particularly where accounting, IT and management accounting intersect. #### Why is procedural documentation also relevant for investors or banks?(91419586baed3e8e9) Up-to-date procedural documentation demonstrates professionalism and a structured internal control system – which builds trust amongst banks, investors and potential partners. If you have any further questions, please do not hesitate to get in touch. We look forward to hearing from you. Your message to us How can we help you? About hsp – Software innovation made in Germany We eliminate media breaks for you Since 1991, hsp Handels-Software-Partner GmbH has been developing professional software solutions for tax consultancy and audit firms, as well as for businesses. Our taxonomy software **Opti.Tax** has established itself amongst discerning professionals in the DACH region as the reliable, high-performance and long-term solution for electronic invoicing. The digital tools for legally required, GoBD-compliant documentation are particularly popular. **Practical relevance, up-to-date content and genuine service** Our software modules are developed in close collaboration with experienced partner firms such as Energiesozietät GmbH for internal control systems \(IKS\), ADKL Abels Decker Kuhfuß & Partner mbB for transfer pricing, and Schröder & Partner for the digital pension file. In this way, we ensure that the features in Opti.Tax are tailored to the real-world challenges of day-to-day professional practice. Regular updates ensure that changes to legislation and new requirements are incorporated into the software in a timely manner. In addition, we support you with a comprehensive range of service and support offerings, e-learning courses, access to the hsp Community, our weekly live broadcast „hsp live at 11“ and much more.