Documents arrive unsorted, records are missing, deadlines sit in letters that have to be read first. An agent sorts, captures and reminds, under the rules that apply to professionals bound by confidentiality.
This work comes back every week, and nobody was hired for any of it.
- 01
Sorting documents
Clients send documents mixed by email, upload and post. Each one has to be assigned.
- 02
Chasing records
Missing records are requested one by one, often several times.
- 03
Reading deadlines
Tax assessments and letters have to be read before a deadline is in the calendar.
- 04
Routine questions
The same client questions are answered by email again and again.
Confidentiality applies to the agent too. It is in the contract, not in the small print.
Each of them can be started on its own. Critical steps go to a person for approval.
- 01
Assigning client documents
Documents are recognised, assigned to client and period and prepared for bookkeeping.
- 02
Requesting missing records
Missing documents are identified and requested from the client at your pace.
- 03
Capturing deadlines
Deadlines in assessments and letters are recognised and proposed for your deadline calendar, for review.
- 04
Distributing incoming mail
Incoming letters are assigned to the matter and the person responsible.
- 05
Answering standard questions
Draft replies to recurring client questions from your templates, for approval.
This is how an agent works on a typical case. An example of the approach, not a reference.
Input
A client sends a stack of documents for the quarter
Result
Sorted documents, list of missing records
- 1
Read
Type, date, amount and issuer of each document are recognised.
- 2
Assign
Documents are assigned to client and period, and duplicates are flagged.
- 3
Find gaps
Comparison with the previous quarter: which recurring documents are missing?
RequestHuman decides
A draft request for the missing records is ready, and you approve it.
- 5
Hand over
Complete documents go to DATEV for processing.
In addition to the data processing agreement, processing in Frankfurt and full logging, the following applies in this industry.
- 01
Professional secrecy
In Germany, client data is protected by professional secrecy under criminal law (§ 203 of the German Criminal Code, StGB). The professional codes for tax advisers (§ 62a StBerG) and lawyers (§ 43e BRAO) require service providers to be bound to confidentiality. For firms, this undertaking is part of our contract. Outside Germany, your local professional rules apply as well.
- 02
No training on client data
Client content is not used to train third-party models. Where needed, the model runs in your own infrastructure.
- 03
Processing in Frankfurt
Processing takes place in German data centres. Transfers to third countries only happen with your explicit approval.
- 04
A human checks deadlines
Recognised deadlines are proposals. Your team enters them and is responsible for them.
Typical systems in this area. We check others in the initial call.
- DATEV
- Microsoft 365
- Outlook
- Google Workspace
- Gmail
Scale
The complete department workflow
In firms, incoming documents, requests for missing records and deadlines interlock. That is a department workflow with DATEV as the core system.
For a single process such as incoming documents, the Starter package is enough.
- Agent system for an entire department
- Connection of two to three core systems
- Ongoing optimisation, monitoring and server costs
May we pass client data to a service provider?
German professional law allows it under certain conditions, including a written confidentiality undertaking by the service provider. This undertaking and the data processing agreement are in place before any processing starts. The professional-law assessment of the individual case remains with you, as does checking any additional rules in your own jurisdiction.
Does it work with DATEV?
Yes, we connect DATEV, the software most tax advisers in Germany work with. Which route suits your setup we clarify in the audit.
Does the agent enter deadlines itself?
It proposes them, citing the passage in the letter. They are only entered after a person has checked them.
In the initial call we look at one concrete process and tell you honestly whether and how it can be automated. 30 minutes, free of charge, by video, in English or German.