With linqi’s no-code solution, businesses can digitise and automate their accounting processes: receipts, incoming invoices, approvals, queries and handover to the accounts department or tax advisers are transformed into clear digital workflows. This reduces manual work, provides a clearer overview and supports GoBD-compliant processes.
It makes sense for companies to digitise their bookkeeping because it makes the process faster, more organised and less prone to errors. Digital receipts, electronic invoices and centralised accounting data replace paper files, manual filing systems and scattered documents. This makes it easier to record, check, analyse and pass on invoices, payments, expenses and open items to the tax adviser. At the same time, digital accounting creates better conditions for reliably meeting requirements such as GoBD, retention obligations and e-invoicing.
To ensure that digitalisation truly reduces the workload and delivers tangible added value, the processes behind the bookkeeping should also be taken into account. This is because receipts are often found in emails, invoices await approval and important information has to be painstakingly pieced together. With linqi, it is precisely these steps that can be mapped out as digital workflows: incoming invoices, supporting documents, approvals and handover to the accounts department or tax advisers all follow a clearly defined process. This saves time, reduces the workload on staff and makes the accounts process more transparent and easier to manage.
Anyone who, when thinking about digitising bookkeeping, pictures mountains of scanned paper or PDF invoices is on the right track – but is leaving a lot of potential untapped.
The key lies in the entire workflow: How do the documents enter the company? How are they checked? Who approves them? How are they transferred to the accounting software or tax adviser? And how are they archived in an audit-proof manner?
linqi has the answers. With the no-code platform, accounting processes can be digitised without extensive IT knowledge and flexibly adapted to new requirements. If a process changes, the accounts team can easily adjust the automation in linqi themselves.
We can therefore conclude that digital accounting consists of three levels:
1. Accounting data
This includes invoices, supporting documents, payment details, account allocations and reports.
2. Accounting software
This processes data, creates journal entries, supports tax processes and facilitates collaboration with tax advisers.
3. Accounting processes
These involve data entry, verification, approval, forwarding, task allocation and archiving. It is precisely these processes that can be digitised and automated using linqi.
The benefits of digital accounting therefore stem not only from the software itself, but also from improved workflows. What’s the point of a digital tool if you still have to search for invoices via email, request approvals over the phone and, in the end, forward documents manually anyway?
With linqi, businesses and freelancers can organise their accounting processes so that information automatically ends up where it belongs.
linqi can digitise recurring steps in preparatory accounting. Incoming invoices, for example, are then automatically forwarded to the relevant person so that they can check or approve the payment. The process then moves on to the accounts department.
This reduces manual intermediate steps such as:
This not only makes accounting more digital, but also significantly clearer, more transparent and more efficient.
Good bookkeeping thrives on traceability. The clearer a process is, the lower the risk of documents being lost, invoices being processed twice or approvals being missed. linqi helps to standardise workflows and make responsibilities transparent.
This is particularly important as businesses grow. What might still work on an ad-hoc basis with just a few invoices quickly becomes confusing when dealing with numerous documents, multiple sites or different cost centres. Furthermore, there are, of course, legal requirements that must be met – and digital accounting is becoming increasingly important in this regard too.
There is no blanket requirement for every company to fully digitise its entire accounting system in exactly the same way. In practice, however, digitisation is becoming increasingly important. A key driver of this is e-invoicing.
Since 1 January 2025, companies in Germany have been required to be able to receive e-invoices for domestic B2B transactions. An e-invoice is not simply a PDF, but an invoice in a structured electronic format that can be processed electronically, such as XRechnung or ZUGFeRD.
Transitional periods still apply to sending e-invoices, however: companies with a turnover of more than 800,000 euros in the previous year must issue e-invoices from 2027, whilst smaller companies must generally do so from 2028. Small business owners are exempt from the obligation to issue e-invoices, but must still be able to receive them. Companies should therefore set up their accounting processes now to ensure that e-invoices can be securely received, checked, approved and archived in accordance with GoBD.
GoBD stands for ‘Principles for the proper management and retention of books, records and documents in electronic form, as well as for data access’. The GoBD sets out the requirements that companies must meet to ensure their electronic records remain traceable and verifiable for tax purposes. The GoBD is laid down by the Federal Ministry of Finance.
The following principles are particularly important for digital accounting:
Or to put it more simply: will it be possible to trace at a later date which document was received and when, who checked it, how it was processed and where it is archived?
What may sound like a complex process here can be structured and automated much more effectively at the process level using linqi. This is because GoBD compliance is achieved not only through an archive or accounting software, but also through clear, documented and repeatable processes.
Audit-proof archiving means that tax-relevant documents are stored in a way that ensures they are complete, unaltered, legible, retrievable and traceable. This applies, for example, to invoices, accounting records, business correspondence and other tax-relevant documents.
Important: Simply storing a file in a cloud folder is generally not sufficient. Clear rules, access rights, logging, retrievability and documentation of the procedure are required.
With linqi, the path to audit-proof archiving can be prepared at the process level. This allows you to specify that a document does not end up somewhere at random, but is guided through a defined workflow – namely: receipt, verification, approval, payment, filing. In this way, archiving does not become a chaotic afterthought, but an integral part of the digital accounting process.
All tax-relevant documents that are important for accounting, taxation and the traceability of business transactions must be archived. These include, in particular:
Incidentally: In the case of e-invoices, it is particularly important that the structured electronic part is retained. A simple printout or a PDF file alone is not sufficient for structured e-invoices.
Since 1 January 2025, a retention period of eight years has generally applied to accounting documents such as invoices and expense receipts. Ledgers, records, annual accounts, inventories and opening balance sheets must still be retained for ten years. Other business documents subject to retention requirements must generally be retained for six years.
In individual cases, longer retention periods may also apply, for example in the event of ongoing audits, pending proceedings or specific industry-related requirements.
Many SMEs start by looking for the best accounting software. This is understandable, but it is only part of the solution. This is because traditional accounting software primarily deals with journal entries, supporting documents, invoices, tax data and reports.
The question of process often remains unanswered: how does the correct information enter this system in a complete and verified form?
That is why the better question is: which combination is best suited to digital accounting?
Accounting software supports businesses with tasks such as:
Solutions such as Lexware Office, sevdesk or DATEV Unternehmen online are often relevant for SMEs. Depending on your needs, they can assist with invoicing, document entry, e-invoicing, bank reconciliation or collaboration with tax advisers. DATEV Unternehmen online is a particularly obvious choice if the tax consultancy works extensively with DATEV. It is important to note the following distinction: Accounting software processes accounting data. linqi, on the other hand, manages the processes used to ensure this data is prepared in a complete, verified and traceable manner.
linqi operates at an earlier stage and on a broader scale. The no-code solution helps to digitise the entire accounting process. This includes, for example:
This makes linqi particularly appealing to businesses that aren’t simply looking for accounting software, but want to improve their working methods through digitalisation.
Digital accounting works through the interaction of various components. These include document capture, e-invoicing, workflows, interfaces, archiving and reports.
A possible workflow with linqi might look like this:
1. A document or invoice is received
For example, via email, upload, scan or as an e-invoice.
2. The transaction is recorded in the digital process
Relevant information is captured and assigned to the correct workflow.
3. linqi manages the verification process
The person responsible is assigned a task, verifies the transaction and adds further information if necessary.
4. Approval takes place digitally
Different approval levels can be set depending on the amount, cost centre or department.
5. Queries are documented within the process
Instead of scattered emails, information remains attached to the transaction.
6. Handover to the accounts department or tax adviser is carried out in a structured manner
Data and supporting documents can be prepared for further processing.
7. Archiving becomes part of the process
The process does not end with the payment, but with traceable filing.
The biggest hurdles in switching to digital accounting are limited staff and time resources. Concerns about high complexity and heavy reliance on IT also play a role, particularly for small and medium-sized enterprises. However, those who approach the digitisation of their accounts with a sound plan and take a step-by-step approach can benefit greatly from it in the long term.
Step 1: What processes are currently in place?
Firstly, companies should identify how receipts, invoices and payment information are currently processed. Where do delays occur? Where is information being entered twice? Where are responsibilities unclear?
Step 2: Which processes should be digitised?
Not every process needs to be fully automated straight away. It makes sense to have a clear starting point, such as the processing of incoming invoices or the approval of expense claims.
Step 3: What role does linqi play?
linqi can map the process as a digital workflow. Companies define which steps take place, who is responsible, what information is required and when the process is complete.
Step 4: Which systems need to be integrated?
Depending on the company, accounting software, DATEV, document management, email, ERP or other systems may be relevant. It is crucial that the process does not get held up at system boundaries.
Step 5: How are GoBD and archiving taken into account?
Tax requirements should be considered from the outset. This also includes consultation with a tax adviser, who can assess which requirements are relevant to the specific company.
Step 6: How are staff involved?
Digital accounting only works if the people involved understand the process. Who checks what? What deadlines apply? What happens if there are errors? What information needs to be added?
Step 7: How is the process continuously improved?
This is very easy to achieve with linqi. After all, a major advantage of no-code solutions is their adaptability. If requirements change, the process can be further developed. This is precisely what matters, because accounting isn’t set in stone. New legal requirements, growing teams or additional approval stages may necessitate adjustments at any time.
Get a no-obligation consultation on accounting processes with linqi
Digital accounting can be very secure if implemented professionally. Technical and organisational measures are key. These include, for example, access policies, role-based permissions, logging, data backup, encryption and clear lines of responsibility.
linqi provides support here, particularly at the process level: Who is authorised to view what? Who is responsible for which step? Which task is still outstanding? What has already been completed? In this way, security is not only considered from a technical perspective but is also automatically embedded within the organisational structure.
linqi is particularly suitable for businesses that wish to structure and automate their preparatory accounting. These include, for example:
The key benefit: linqi doesn’t just digitise accounting – it makes it process-driven. Companies can help shape how their processes should work.
Anyone wishing to digitise their accounting in a future-proof way that adds value needs more than just software for document capture. The process behind it is crucial: from the receipt of a document through to verification, approval and queries, right through to handover and archiving.
This is precisely where linqi’s strength lies. As a no-code solution, linqi helps the accounts department directly to design and automate processes themselves and integrate them with existing systems. This reduces manual tasks, clarifies responsibilities, makes procedures more transparent and ensures workflows can be better documented.
This is a particularly important step, especially in light of GoBD, e-invoicing and audit-proof archiving. After all, digital accounting means more than just less paper. It means greater control, greater security and a lighter workload in day-to-day business operations.
After a preliminary discussion of approx. 30 minutes, we will automate your process free of charge and demonstrate linqi to you using your own process in a live demo via video call (approx. 60 minutes) to clarify any open questions.
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