How to synchronize attachments with the DATEV Belegbilderservice and Qonto?

• All users with the role Account holder, Admin, or Accountant can set up the DATEV integrations with Qonto. 

• DATEV Belegbilderservice is available for our Smart, Premium, Essential, Business, and Enterprise plans. Click here to find out how to change your current plan.

Requirements at DATEV

• The MyDATEV client registration including rights assignment and access medium and ordering of DATEV Belegbilderservice Rechnungswesen were successfully completed.
• DATEV Belege online with the corresponding fiscal year is available (via DATEV registration)

How do I set up the Belegbilderservice?

👉 Important note: Please complete all necessary steps on the DATEV side first before proceeding with the setup in Qonto.

Setup at DATEV

• You or your tax advisor complete the MyDATEV client registration including rights assignment and access medium and ordering of DATEV Unternehmen Online.
• DATEV Belege online is included in the registration. Please create the corresponding fiscal year here

How do I set up the DATEV connection in Qonto?

Make sure you have completed all required setup steps on the DATEV side before starting.

1. Open Integrations and Perks in the Qonto web app and select DATEV Belegbilderservice.
2. Click Connect, set a name for the connection, and authenticate with your DATEV credentials.
3. Select the synchronization start date.
4. Choose whether you also want to synchronize unpaid incoming invoices and/or unpaid outgoing invoices, in addition to transaction attachments.
5. In the second step of the setup flow, assign each displayed Qonto document category to one of the available document types in DATEV Unternehmen online. Renamed or newly created document types can also be selected where available for the corresponding category.
6. Review your mapping and save the settings.

If you do not want to transfer a particular document type, select the option not to send it to DATEV. If you have not enabled unpaid invoice synchronization, you must map at least one of the two transaction attachment categories to a DATEV document type.

Your documents will then be synchronized automatically every day.

⚠️ If you later rename or delete a mapped document type in DATEV, you must update the mapping in your Qonto integration settings as well.

Activate synchronization of unpaid invoices (optional)

In the same setup flow, you can select whether unpaid invoices should also be synchronized with DATEV in addition to transaction attachments:

• Unpaid outgoing invoices – invoices created and sent by you that are still outstanding
• Unpaid incoming invoices – supplier invoices that have not yet been paid

You can activate or deactivate both options independently. The selection can be adjusted at any time via the integration settings.

ℹ️ Note: If you do not make a selection, only the transaction attachments will be synchronized as before.

How do I change the settings of an existing connection?

You can change your synchronization settings and document type mapping without disconnecting and reconnecting the integration.

1. Open the integration list in the Qonto web app.
2. Select the DATEV Belegbilderservice connection. You’ll be redirected to My integrations, where a side panel for the connection opens.
3. In the side panel click on Settings.
4. If needed, adjust the start date and enable or disable the synchronization of unpaid incoming and outgoing invoices.
5. In the next step, review or change the mapping to DATEV document types.
6. Save your changes.

Your most recently saved mapping will be displayed when you reopen the settings or reconnect the integration. Review the mapping before saving to make sure it still matches the document types available in your DATEV account.

💡 Changes apply from the next synchronization run, usually the following day between 6:00 AM and 10:00 AM. Wait until that run has completed before checking whether the documents have arrived in DATEV.

You will see the last saved settings and can make changes.

Synchronization of unpaid invoices - Details

In addition to transaction attachments, unpaid outgoing and incoming invoices can also be automatically transferred to DATEV via the DATEV Belegbilderservice. This allows receipts to be available in DATEV before payment.

Outgoing invoices (customer invoices)

If synchronization of unpaid outgoing invoices is enabled, outgoing invoices with the status “Unpaid” in Qonto are transferred during the daily synchronization run.

• Destination in DATEV: The document type you selected for unpaid outgoing invoices in your Qonto integration settings.

Incoming invoices (supplier invoices)

If synchronization of unpaid incoming invoices is enabled, incoming invoices with the status “To be paid” in Qonto are transferred during the daily synchronization run. This corresponds to the stage after the first approval level in the invoice approval process.

• Destination in DATEV: The document type you selected for unpaid incoming invoices in your Qonto integration settings.

💡 If you need to update these assignments, you can do so at any time in your integration settings without disconnecting the integration.

Timing of synchronization

The synchronization of unpaid invoices occurs at the same time as the transfer of transaction attachments.

What happens when an already transferred invoice is paid?

As soon as an unpaid invoice in Qonto is assigned to a transaction (automatically or manually), a two-stage protection mechanism against duplicate transfers takes effect:

Protection by Qonto: Qonto checks based on the invoice ID whether the document has already been transferred to DATEV. If so, it will not be sent again.

Protection by DATEV: DATEV automatically rejects files if a receipt with the same file name already exists in the system.

⚠️ Important note: Please avoid manual uploads of already synchronized invoices.

If an invoice is manually downloaded, renamed, and uploaded again, it may be recognized as a new document and transferred twice.

✅ Recommendation: Let the process run completely through Qonto and do not make manual interventions.

Help, my receipt transfer is not working! Troubleshooting

Below you will find information on the most common sources of errors. 

The setup on the DATEV side is not correctly completed. Contact your tax advisor and clarify whether the registration via the myDATEV client registration and booking of DATEV Belegbilderservice Rechnungswesen was completed for your company. Complete the registration and only then establish the connection in your Qonto App.

The access credentials or access medium are incorrectly configured. Make sure that access credentials such as advisor number and client number are created and entered analogously to the accounting service.

Receipt format, size, or receipt type is incorrect. For the best possible transfer, a file size under 500 KB, but maximum 20 MB per receipt and the file format .pdf is recommended.

Receipts duplicated, incorrect data. Once a receipt has been transferred to DATEV, it can no longer be changed from Qonto. If you transfer receipts twice, e.g., by renaming, simultaneous use of the DATEV Invoice Data Service 1.0 or similar, this is done at your own risk.

Receipts are not transferred or do not arrive in DATEV

Open the DATEV Belegbilderservice settings in Qonto and check whether the affected document types are mapped to the desired DATEV document types.

What do I do if a mapped document type no longer exists in DATEV?

Renamed and newly created document types in DATEV Unternehmen online are supported, but the mapping in Qonto must always reflect the document types currently available in your DATEV account. If you rename or delete a document type in DATEV after setting up the connection, documents can no longer be transferred correctly until you update the mapping in Qonto.

To fix a broken mapping, follow these steps:

1. Open the settings of your existing DATEV connection in the Qonto web app.
2. Update the affected mapping to a valid, currently available DATEV document type and save your changes.
3. Wait for the next synchronization run, then check whether the documents have arrived in DATEV.

If documents are still not appearing in DATEV after the next sync, also verify the following in your integration settings:

• Whether the affected document type has been set to not be sent to DATEV
• Whether synchronization of unpaid invoices has been disabled

Receipts are missing - Was the correct start date selected?

Receipts dated before the selected start date are not included. Check the start date in your DATEV connection settings in Qonto and adjust it if necessary.

You do not need to disconnect and reconnect the integration to change the start date. The change takes effect with the next synchronization run.

For further questions or uncertainties, please contact your tax advisor or Qonto Support via chat in your App.