The DATEV File Export (Expenses) integration lets you export approved expenses from Factorial in a DATEV-compatible format. You can then upload the exported files to DATEV Unternehmen Online (DUO) using Belegtransfer, so your tax advisor can review and book the expenses without having to enter them manually.
Overview
The DATEV File Export (Expenses) integration is designed for German legal entities.
It exports approved Factorial expenses, including regular expenses, mileage, and per diems, into a file that can be imported into DATEV. The exported data can include:
- Expense date and amount
- VAT rate
- G/L account (Sachkonto)
- Creditor account (Personenkonto)
- Currency and exchange rate, when applicable
- Invoice or document number
- Booking text
- Supplier name
- Cost centre (KOST1)
- Receipt files associated with the expense
The integration works in one direction: Factorial → DATEV. It doesn't read information back from DATEV.
Each expense is exported as one accounts payable ledger booking. If an expense contains multiple VAT rates, a separate booking is created for each VAT rate.
Before you start
Before setting up the integration, make sure that:
- You're using the integration for a German legal entity
- Your Factorial accounting setup is configured
- Your chart of accounts and ledger mapping are available so expenses can be assigned to the correct G/L accounts
- You have your DATEV consultant number (Beraternummer) and client number (Mandantennummer) available
How to use
Set up the integration
- Go to the Factorial Marketplace
- Install DATEV File Export (Expenses)
- Open the integration settings
- Enter your consultant number (Beraternummer)
- Enter the client number (Mandantennummer) for each legal entity
- Select your chart of accounts:
- SKR03
- SKR04
- Set the account length between 4 and 8 digits
- Enter your supplier collective account
- Enter your card bank account
- Make sure your Factorial accounting setup correctly maps expenses to G/L accounts
Export expenses from Factorial
- In your sidebar, go to Expenses
- Filter the list to show the approved expenses you want to export
- Select DATEV File Export (Expenses)
- Wait for the export to finish
- Download the generated ZIP file from the Expenses Documents folder. A link to the file is also provided in the export completion notification.
Important notes
- Only approved expenses are exported
- Receipts larger than DATEV's per-file limit of 20 MB are not included in the export
- An expense that's already been exported is not exported again unless it has changed
Upload the files to DATEV
Factorial generates a ZIP file, but DATEV Belegtransfer requires the individual files rather than the ZIP archive.
- Extract the ZIP file downloaded from Factorial
- If you have several legal entities, you'll find one archive for each Mandant (client number) inside the ZIP
- Extract each Mandant archive separately
- Add the extracted files to DATEV Belegtransfer for the corresponding Mandant
- Start the transfer
- Belegtransfer sends the files to DATEV Unternehmen Online, where your tax advisor can review and book them
If you have several legal entities, extract each archive and upload its files to the corresponding Mandant in Belegtransfer.
Tips and best practices
- Make sure your Factorial accounting setup is complete before exporting expenses.
- Check that each expense can be assigned to a valid G/L account.
- When working with multiple legal entities, make sure each extracted archive is uploaded to the correct Mandant.
- Always extract the ZIP before uploading the files to Belegtransfer.
- Review the export notification for any receipts that couldn't be included.
- Remember that this integration is a file-based export, not an automatic connection to DATEV.
FAQ
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Which legal entities can use the DATEV File Export (Expenses)?
The integration is designed for German legal entities.
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Which types of expenses are exported?
The integration exports regular expenses, mileage, and per diems, provided they meet the export requirements.
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Are unapproved expenses exported?
No. Only approved expenses are exported.
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Does the integration automatically send data to DATEV?
No. Factorial generates the export file, and you manually upload the extracted files to DATEV through Belegtransfer.
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Does DATEV send information back to Factorial?
No. The data flow is one-way: Factorial → DATEV.
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Which chart of accounts can I use?
You can configure the integration to use SKR03 or SKR04.
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How are G/L accounts assigned?
G/L accounts are taken from your Factorial accounting setup and mapped per legal entity.
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What happens if an expense has multiple VAT rates?
The expense is exported as one accounts payable ledger booking for each VAT rate included in the expense's VAT breakdown.
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Can I export an expense more than once?
An expense that's already been exported isn't exported again unless it changes.
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Can I upload the ZIP directly to Belegtransfer?
No. Extract the ZIP first and upload the individual files to Belegtransfer.
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What happens if a receipt is larger than 20 MB?
The receipt is left out of the export and reported as excluded. The remaining expenses in the batch can still be exported.
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Who should I contact if I need help?
- For help with the DATEV File Export in Factorial, contact Factorial Support through the in-app help.
- For questions about importing, reviewing, or booking the files in DATEV Unternehmen Online, contact your tax advisor.