Backoffice and accounting: the operational work, fully outsourced
We take over the complete ongoing financial accounting – that is, the actual bookkeeping, not just sorting receipts – along with the office work that arises every day: quotes, invoices, dunning, filing, document management. Year-end work and tax advice remain with your tax advisor, whom we support with clean, ready-to-use data.
What we take on
Accounting and backoffice work interlock: whoever writes invoices and manages dunning knows the incoming payments – and books them more quickly and accurately as a result. You can commission both together or separately.
Full financial accounting
Ongoing bookkeeping: recording and coding incoming and outgoing invoices, cash and bank postings, payment transactions, account reconciliation, accounts receivable/payable management and preparation of the VAT return. No year-end closing work.
Quote & invoicing service
Creation and dispatch of your quotes and outgoing invoices – with correct mandatory information, clean numbering sequences and, on request, as an e-invoice in the required format.
Dunning & payment monitoring
Monitoring of outstanding items, multi-stage dunning according to your specifications, payment reminders, coordination with customers and handover to a debt collection agency or lawyer if necessary.
Office organisation
Incoming and outgoing post, scheduling, ordering, travel expense reports, preparation of documents and communication with your external partners.
Document management
Digital, audit-proof filing of receipts with a clear structure, searchability and permissions. We set it up, maintain it and make sure retention periods are met.
Reports & handover
Monthly management reports and trial balance, prepared handover to your tax advisor, plus special reports for banks, funding bodies or shareholders.
Your system stays your system
Many providers tie their customers to a piece of software – and make switching later expensive. We take the opposite approach: you decide which system is used for the bookkeeping. We work in your environment, with your logins and your accounts.
Internally, we use Agenda. If you don't have a system of your own, or want to move away from an isolated solution, you can use this environment too. If you bring your own system, we work in it – and if you ever want to switch, you receive your data in a format the new provider can work with.
Just as a matter of course: exports and handovers to your tax advisor are delivered in the format required there – usually as a DATEV-compliant export or as a structured handover file.
In practice, this means
- No software obligation. You don't have to buy a new solution to work with us.
- No data lock-in. Posting data and receipts belong to you and can be exported at any time.
- Clean interface to your tax advisor. Handovers in the format expected there.
- Optional: payroll. Available as an add-on and in cooperation with the relevant authorities – on request.
- Clear division of responsibility. We handle ongoing bookkeeping; annual financial statements, tax returns and tax advice remain with your firm.
What the collaboration looks like day to day
Accounting works well when it is boring: the same rhythm, the same routes, fixed appointments. Here is what a typical month looks like.
Receipts arrive
You upload receipts digitally, forward emails, or we retrieve them directly from your systems. Paper can be digitised.
Ongoing bookkeeping
We record and code transactions continuously rather than in bulk at month-end – so outstanding items and liquidity are always up to date.
Reconciliation
Bank, cash and outstanding items are reconciled. We collect any queries in a single list instead of interrupting you individually.
Reporting & handover
On the agreed date you receive the reports; the handover to your tax advisor is delivered in the required format.
Outsourcing accounting: what it actually involves
The term "accounting service" is used very differently by different providers. Some sort receipts and hand the pile over to the tax advisor. Others only record invoices. By full operational financial accounting we mean that the books are actually kept: transactions are coded, accounts are reconciled, outstanding items are managed, payments are allocated and the VAT return is prepared. The result is a set of books from which reliable figures can be derived at month-end – not just a tidy stack of receipts.
Why ongoing bookkeeping is worth more than fast catch-up work
Anyone who only books shortly before the VAT return is due gets figures that are already out of date by the time a decision is needed. Anyone who books continuously can see at any time which invoices are outstanding, how liquidity is developing and whether a cost item is running out of line. That is why we work in short cycles rather than monthly blocks. The overall effort is the same – the benefit is completely different.
The most common case: catching up on a backlog
Many companies come to us when their accounting is several months behind. In that case: first a stocktake, then catching up, then regular operation. For working through unsorted or incomplete documents we bill by time spent, because the scope cannot be seriously estimated in advance. However, you receive an estimate of the scope beforehand and an upper limit above which we check back with you.
Backoffice: the underestimated time sink
Writing invoices, checking incoming payments, sending reminders, filing documents, settling travel expenses, placing orders – each of these tasks individually takes only a few minutes, but together they add up to several days a month. Because it rarely feels urgent, it gets postponed until it becomes a problem: invoices go out too late, receivables are chased too late, documents can't be found in a dispute. Once outsourced, this work doesn't pile up, because with us it is part of a fixed process.
E-invoicing and digital receipts
The move to structured electronic invoices affects almost all companies in German B2B business. In practical terms this means: incoming invoices must be receivable and processable in structured formats, and outgoing invoices must be generated accordingly. We set up this process – from the inbox through processing to audit-proof archiving – and link it to the bookkeeping process so that no duplicate entry occurs. Where technical adjustments are needed for this, the IT and digitalisation area comes in.
A clear line to your tax advisor
We are not a tax advisor and do not replace one. Annual financial statements, tax returns, tax planning and the final assessment of difficult issues belong with your firm. Our task is the ongoing operational work and a handover prepared in such a way that your firm can carry on quickly and without further queries. In practice, this often lowers costs on the tax firm's side too.
Concrete package prices by number of postings per month can be found on the page Accounting – packages and pricing.
Frequently asked questions about backoffice and accounting
Do you actually book the entries yourselves, or only prepare them?
Can we keep our current software?
How do the receipts reach you?
What happens if our accounting is behind?
Do you also handle payroll?
Do you work together with our tax advisor?
How much time does your accounting cost you each month?
In a free strategy call, we look at your receipt volume and tell you which package fits – and what switching would mean.