# Property Tax FAQ

## FAQ Topic Overview

## General Information & Basic Principles

#### What software can be used to process property tax?(65cdf4a99569610f0)

With the „Property Tax“ module of our „Opti.Tax“ software“

#### What sets Opti.Tax Property Tax apart from solutions offered by other providers?(0e8d04f4893ca0169)

[Opti.Tax](../../en/products/opti-tax/index.md) is not a stand-alone solution, but a platform for various topics in financial reporting and compliance documentation. Furthermore, our taxonomy-driven approach makes the ‘property tax’ project type dynamically available in Opti.Tax. If the tax authorities make any changes to the data structure, the taxonomy is regenerated, made available in Opti.Tax, and all users have the latest version ready for implementation in no time at all.

#### Who is the provider of the property tax software?(b3cd868746893351d)

„Opti.Tax Grundsteuer“ is a software programme developed in-house by hsp.

#### When will the software be available for use?(ac1b83825e0788b21)

The software has been available for use since its completion in early 2022.

#### Is there a white-label solution \(with the law firm’s logo and colours\)?(b3016fc52be69971e)

Yes.

#### Can the client use the software via an app, or is it only available via a web browser?(17f51783811010412)

The client runs via a web browser. We recommend using it on a PC or tablet; on a smartphone, the screen or resolution may be too small.

#### What service packages are available?(338eaf57feddc9a3d)

Please see our packages .

#### Single-user or network licence?(c5d90dba4593178da)

The licence can be used for both. There is no limit on the number of users.

#### Is it possible to create multiple users with different permissions?(796a5e4b40bd4fc31)

#### Is there online access for clients?(8416f4f8a51e7945c)

#### What are the prices for each service package?(991057a7629a05777)

As a member of a tax advisers’ association or the IDW, you pay 29 EUR per month / 2.50 EUR per tax assessment notice sent. Alternatively, the pricing is 59 EUR per month / 5.00 EUR per tax assessment notice sent.

#### Are there any additional costs involved in obtaining standard land values, etc.?(b0e40a0e08dd33084)

No.

#### What is the contract term?(79c740ebd24c78c66)

The contract term is 12 months.

#### Is it possible to purchase a trial version or to carry out a test run using test accounts?(1ab43e0c44f2db3e7)

No, unfortunately this option is not available.

#### Is it possible to change the tariff?(f179a0b7ef64bfa5e)

#### Is the software simply made available, or are there other services on offer to help the law firm manage its work as efficiently as possible?(620bcf48d20d7a465)

In the [hsp.community](https://community.hsp-software.de/) – accessible via the web or app – law firms receive, amongst other things,
- Checklists \(What documents/papers are required, etc.\)
  - Process description \(e.g. as a DATEV Procheck process\)
  - Various sample cover letters \(drawn up by the hsp team and other law firms that share their own templates\)
  - Power of attorney template \(drawn up by a solicitor\)
  - Engagement letter \(drawn up by the solicitor\)
  - E-learning on law firm organisation as part of the Property Tax project
  - E-learning course on the practical implementation of property tax: „What do I need to know about property tax to implement it correctly?“
  - E-learning on how to use Opti.Tax
  - Discussion forums for exchanging views with other law firms

#### Is the software web-based or is it installed locally?(26213fc95012b18de)

Both. The consultant’s workplace is on-site; the platform for communicating with the client is online.

## Interfaces & Integrations

#### Which interface is being used?(57db8d26872cafd40)

This depends on the practice software used. With DATEV, for example, this includes DATEVconnect and, with the release of version 22.0 at the end of January, the DATEV Basisdaten Online interface as well.

#### Is there an interface with Datev?(cd66651bf45e1d3ef)

Yes, Opti.Tax Property Tax has a DATEVconnect interface.

#### Is there an interface with DATEV DMS?(ba4f7263fe845de4b)

Yes, reading and writing.

#### Is there an interface with DATEV Basisdaten Online?(fc6438ceb1c8b9ec6)

#### Is it possible to exchange data with DATEV \(information from Annex V\)?(6a1c0ceb50a1f9e44)

#### How does the DATEV import work? Is it selective, comprehensive, or is there a preselection process?(5b4f17ae294d56090)

Selectively, or alternatively via orders in EO Comfort or via the ‘Info’ section in the client information

#### What data can be transferred via the interface?(8cec53dc98f511273)

Client master data, properties from the fixed assets/inventory list, income tax returns from the document repository/DMS

#### Is there already an integration of land used for agriculture and forestry?(0f0a7115eac23171e)

Yes, you can also use Opti.Tax Property Tax to prepare declarations for the assessment of the property tax value for agricultural and forestry businesses \(Agriculture and Forestry Annex\).

#### Is there also a „reverse process“ for the data, i.e. from property tax back into the master data?(c0a88e865141e3ad7)

At present, the DATEV Basisdaten Online interface does not allow master data to be imported back. Via the DATEVconnect interface we use, this is possible for a very limited amount of data. The restriction to this limited amount of data is due to the DATEVconnect interface itself.

#### Is it possible to submit the declaration directly? Is there an Elster interface available?(313f86f07f7e41913)

Yes, the Elster Rich Client is integrated. This is used to submit the tax returns.

#### Is it possible to synchronise with Datev DMS?(8151631348abd7181)

Yes, that is possible.

#### Can documents already held by the law firm be imported into the case file?(b4fb3a6759ea8e755)

Yes, that works.

#### Is a completed declaration automatically imported into the law firm’s DMS?(e3ff7f2826d2bbbc8)

#### Is there an interface for fee invoicing \(transfer of the value of the matter, etc.\)?(6d755c8a350a6c3bb)

Yes, via the DATEVconnect interface, we transfer the asset values to the order in EO comfort as order items. This is also supported by Wolters Kluwer’s law firm software \(Addison, tse:net, etc.\).

#### Is there an interface for unit value?(f2f286c81e151c0d5)

You can request assessed value notices via Opti.Tax.

#### Is there an interface with land registry and cadastral offices for importing parcels of land, etc.?(7fdd0f8cefbd2fe49)

There is no interface for retrieving this information from the authorities’ databases. However, Opti.Tax allows you to retrieve the documents from which the information can then be extracted.

#### Can data such as standard land values, etc. be imported automatically – are there interfaces to BORIS, etc.?(7b0dfb30703b26594)

#### Are there interfaces with any software providers?(99f4e7b2235341bf7)

Yes, for DATEV, Addison, BMD and SIMBA.

## Workflow & File Management

#### How is the client invited to use the software?(abcadc0578c2fd828)

When a client is set up in Opti.Tax Property Tax, they or their staff are invited via email. The client cannot open a project themselves initially.

#### Is it possible for clients to upload documents? Can documents also be uploaded by taking a photograph?(e07dc73c768a55542)

Yes, you can upload both documents and image files.

#### Is it possible for tax advisers to upload documents?(42aed4261debbc897)

#### What data is required for each client?(fd0863a0ccd3e2c15)

This may vary depending on the type of property and the federal or state model. We have provided law firms with a checklist for the information of their clients.

#### Is it possible to save the results \(i.e. the tax returns that have been prepared\) automatically in DATEV?(8d2feda688a9b6f8a)

#### How are invoices generated? Is data transferred to DATEV, where the invoices are then created?(be8da95212c49e5a0)

Transfer of item values / notional item values for state-specific models to orders in EO Comfort as order lines

#### What options are available for the large-scale development of plots of land?(150f32e20bd81b872)

Import via interfaces to law firm software, extraction of data from PDF forms \(Anlage-V, declaration of inheritance/gift\) as well as CSV/XLS files, or access to database views.

#### Can the tax adviser communicate with the client via the software?(7bb2d26e8397af6fe)

Yes, this feature has also been incorporated.

#### Can documents be shared with clients via the programme?(228efbddb9656c727)

#### Can bulk emails or form letters be generated via the portal?(be3ba7bf8e61d854a)

#### Are there any automatic checks and guidelines indicating when a tax adviser should intervene?(d04269da875f68816)

Yes. Validation messages inform both the consultant and the client whether the data record is valid, whether any fields need to be completed, or whether certain fields have not been filled in correctly due to dependencies on other fields.

#### Is it possible to view the processing status at any time?(3c092df8172fa0e5e)

Yes, you can view the documents at any time.

#### Does the software include a deadline management feature?(d06965f9c35d8114f)

Yes, this feature has been implemented.

#### Is the client guided when answering the questions? Does a previous answer influence the questions asked subsequently?(73bc3d676a4add0fa)

Yes, the client is guided through the workflow.

#### Who does the client interact with – solely the adviser, or can they, or do they have to, enter their own details into the system?(97c81aa2f5dad746e)

The client works with the adviser and provides information and documents.

#### Are there any automatic reminder functions for clients or staff?(c98016bf9d1a6e61d)

#### How can documents from external sources be uploaded?(24a8e904757bd8863)

This can be done either by dragging and dropping or via the file selection dialogue.

#### Is it possible to have a paper copy and a digital copy?(de0e40ceb74076557)

Yes, both are possible.

#### Which documents can be OCR-ed?(22aad7a6140110720)

Appendix V: Determination of the required value for a gift or inheritance

#### Are there any automated reminders or push notifications?(afccce321e122aa96)

Yes. The client can set the frequency of notifications to suit their needs \(immediately upon each event, every 4 hours as a summary message, etc.\)

#### Is it possible to record working hours?(466350abe6d0c977a)

No, this is not yet possible. Whilst the feature is planned, there is currently no need for it amongst the more than 500 law firms that already use Opti.Tax for property tax matters, as the majority of them rely on flat-rate charges or valuation-based billing.

#### How can I check the processing status of the relevant declarations of determination?(22a78f7eec8766a0a)

From the firm’s perspective, I can view the processing status via the project management system. The client can view the status of the relevant declarations of determination when the tasks are made available or a release request is submitted.

#### Is there an automatic review of decisions?(3c8ca2ace02107e94)

This has not yet been implemented, as the structure of the notices is not yet available. As soon as this is known, an automatic notice verification process will be implemented. When the assessment notice is submitted via ELSTER, an entry is made, for example, in DATEV Post, Deadlines and Notices. This ensures that the practice’s deadline management system is informed of the process.

#### Are there any automatic validity checks?(504f4c2dc90c54648)

Yes, whilst data is being entered, the user is guided in real time by entry prompts and is alerted if data is missing or inconsistent.

#### Has a notice of reassessment been issued, or has there been any information to the effect that an assessment has been made?(a5a6509ce7d72f881)

The notices are sent by post. At present, it is not possible to provide an email address for the tax authorities in the authorisation to receive correspondence.

#### Can the software be used via a terminal server?(ba53bac83bd89ff1c)

#### Is there a help section or an FAQ section in the programme?(e3e6c683d16e7882a)

Yes, there are. Both in the programme and in the [hsp.community](https://community.hsp-software.de/).
- Here, users can access e-learning courses on how to use the software and gain specialist knowledge on the federal and state models, as well as on agriculture and forestry.
- In addition, sample documents, powers of attorney, contracts, checklists, sample cover letters,
- Users actively engage with one another to clarify technical queries and to build and share knowledge collectively.

#### What support is available?(7c5cda646e257f3d6)

Monday to Friday from 8 am to 5 pm by telephone; also available outside core office hours [Support](../../en/support/index.md) via chat, via the web, via email.

## Legal Information & Data Protection

#### Where is the data transferred from clients stored?(68072769ab928aaeb)

In an SQL database within the law firm’s IT infrastructure

#### How is data backup ensured?(059346c80ede91aa5)

Data security is ensured by backing up the database as part of the nightly backup run for the firm’s systems.

#### How long is the data stored for?(0e4f40c4e54fac519)

In accordance with the applicable retention periods

#### How is it ensured that the currently applicable legal provisions are available?(00015afa3fc43b8b9)

This is ensured by hsp’s product management team \(comprising the development and tax consultancy departments\), distribution to customers via online updates, and the technical framework provided by the taxonomy.

#### Have the legal provisions of all federal states been recorded?(135be0f388d9f6f65)

Yes, the regulations for all 16 federal states are on file.

#### Is there access to the federal states’ geoinformation systems?(08ac54baf93c79061)

#### Is there access to land registry information?(b35592240719fd07b)

#### Is there access to the standard land values?(adde308981ce953d5)

#### Who has control over the data?(b3755a8f4fabacd21)

The law firm

#### Is the client guided when answering the questions? Does a previous answer influence the questions asked subsequently?(7766a7c7a3cb98aa9)

#### What data is imported from third-party programmes?(35b08499dd3ea700f)

All client master data and known assets/properties from fixed assets, Schedule V, and the determination of the required value \(gift/inheritance\) are imported from the practice management software. Further data can be imported from ALKIS \(the land registry offices’ software\) as well as industry-specific software \(LAND-DATA, Hannibal, etc.\).

#### Is data protection guaranteed, and if so, how is it ensured?(5231c2c982881c3ee)

The hsp team includes an external data protection officer and specialist solicitor in IT law, who, from his law firm, sets out all the processes within the software in accordance with the GDPR and other relevant regulations, specifies how these are to be implemented, and subsequently checks and approves the results.

#### What happens to the data after termination? How is it archived?(8c070938b084acc01)

The data remains within the firm’s IT infrastructure and can continue to be used for analysis and research purposes. The only restriction is that, following termination, it is no longer possible to create new projects.

#### Is it possible to create a legally valid digital signature?(86f04105dfd776354)

Yes, the digital signature feature from d.velop Sign is integrated and can be used. The following types of signature are included:
- Advanced Seal Signature
- Qualified personal signature \(meets the written form requirement\)