What you can expect from this article
In the following article, you will find out why the managing director of a German company considers procedural documentation to be indispensable. The background to this is that many tax professionals are warning that: The question is no longer whether the tax authorities will ask for procedural documentation, but when. Such documentation is mandatory for all businesses – with the emphasis on „all“. This includes corporate groups, medium-sized enterprises, sole traders and freelancers. Yet many of them put off dealing with the issue, as compiling such documentation can be time-consuming and complex. Ralf Göbel, Managing Director of Sales & Consulting at doxx-on systems GmbH, strongly advises companies to keep this documentation up to date. In an interview with Paul Liese, he explains why.
Why is process documentation mandatory?
Ralf Göbel, Managing Director of doxx-on systems GmbH, does not cite the GoBD as the reason for this requirement; rather, in conversation with Paul Liese, he explains that every digitalisation initiative should begin with process documentation. Only those who have a thorough understanding of their processes can digitalise and optimise them efficiently. Göbel admits that he himself used to be sceptical about documentation – particularly because of the perceived high level of effort involved. Now, however, he sees it primarily as a great opportunity: process documentation enables transparent process analysis and specifically highlights weaknesses.
Process visualisation as the key to success
Many companies initially opt for partial documentation whilst, at the same time, already optimising their processes. According to Göbel, the focus should not be on selling a documentation package, but on the added value of process optimisation. Through detailed process visualisation, managers and staff alike can identify clear benefits and opportunities for optimisation.
A visual representation of the processes clearly highlights where media breaks, duplicated steps or unnecessary tasks occur. This transparency leads to more efficient workflows and also makes it considerably easier to train new staff.
Whilst companies often associate process documentation with negative connotations, as they primarily think of tax audits, Göbel emphasises that the documentation is generated automatically as soon as the current state of the processes is recorded as part of a digitalisation project. In this way, process documentation becomes a valuable by-product of successful process optimisation.
Three specific benefits of process documentation
Companies benefit in concrete terms from three key advantages of process documentation:
According to Göbel, the best way to convey the potential for automation is through engaging storytelling and practical examples. This motivates companies to develop further digitalisation initiatives on their own.
Furthermore, tax practise firms benefit significantly from thorough procedural documentation for their clients. Optimised processes reduce the workload and improve collaboration in the long term.
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