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

Setup at Qonto - Establish connection in the Qonto App

• Go to Integrations and Perks → DATEV Interface for Receipt Images
• Click on connect
• Set your Authentication name
• Authenticate with your DATEV credentials
• Activate synchronization and select the start date for the history

The synchronization of your receipts will now automatically occur daily at 07:00 (GMT+1).

Done! 🚀 You have now set up the Belegbilderservice with DATEV and Qonto.

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.

🆕For existing users – Adjust settings (without reconnecting)

Customers who already have the integration active can subsequently adjust the settings for synchronizing unpaid invoices – without having to disconnect and reconnect the integration.

Access is available via the active connection in the Connect Marketplace: The customer clicks on the DATEV Belegbilderservice card, where "Connected" is displayed, and receives the option to adjust the settings there.

The customer should follow these steps:

1. Navigate to the integration list in the Qonto Web App
2. Click on the DATEV Belegbilderservice card
3. Click on "Settings" – a tray flow opens
4. In the tray flow, the customer can adjust the following:
   • Change the start date of synchronization
   • Activate / deactivate unpaid outgoing invoices
   • Activate / deactivate unpaid incoming invoices

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

⚠️ Note: Currently, this only affects the DATEV Belegbilderservice. Changes (start date and/or "unpaid") do not take effect immediately, but become active from the following day (or with the next data transfer).

Please wait until the next sync (approx. 6:00–10:00 AM) and then check in DATEV.

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)

As soon as an outgoing invoice in Qonto receives the status "Unpaid", it is automatically transferred to DATEV.

It is recorded in DATEV as an open item.

Target folder in DATEV: AUSGANGSRECHNUNG

Incoming invoices (supplier invoices)

Incoming invoices are transferred as soon as they have received the status "To be paid" in Qonto.

This corresponds to the time after the first approval level in the invoice approval process.

Target folder in DATEV: EINGANGSRECHNUNG

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, do not arrive in DATEV. For proper transfer, it is absolutely necessary that the receipt types Incoming Invoice and Outgoing Invoice are NOT renamed in the DATEV program. 

Receipts missing, period incorrectly selected. Select the start date carefully. Receipts before the start date will not be captured. If you want to change the start date, you must disconnect and reconnect the integration in the Qonto App. 

This guide is intended to help you complete the setup of the DATEV Belegbilderservice smoothly. It does not claim to be complete.

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