What is accounting software and why do you need it?
An accounting program digitally records your business transactions: incoming and outgoing invoices, bank entries, documents and recurring payments. At the end of a period, the software automatically creates reports like the income statement (EUeR), tax returns or a business analysis (BWA).
The decisive advantage over an Excel spreadsheet or paper folder: Every reputableaccounting software is GoBD-compliant. This means it meets the tax authority requirements for electronic bookkeeping, especially the immutability of booked data and archive-safe documentation. Anyone not keeping GoBD-compliant records risks objections at the next business audit.
Modern cloud solutions like Lexware Office or sevDesk go even further: They recognize documents via AI, automatically reconcile bank transactions and transfer data directly to your tax advisor via DATEV interfaces. Especially for freelancers and small businesses this saves several hours per month.
Accounting Software Comparison: Prices and Features
The following table shows six common programs in direct comparison. All prices are net prices per month and refer to the most affordable package (March 2026). The ratings come from the accounting software test by fuer-gruender.de (2026).
| Funktion | Lexware Office | sevDesk | BuchhaltungsButler | Papierkram | DATEV |
|---|---|---|---|---|---|
| Preis ab | 3.45 EUR/M. | 11.90 EUR/M. | 24.95 EUR/M. | free | 11.00 EUR/M. |
| Zielgruppe | SMB, Freelancers | Self-employed, SMB | SMB, Tax advisors | Beginners, Solo | Tax advisor firms |
| GoBD-konform | |||||
| DATEV-Export | |||||
| Bankanbindung | |||||
| Rechnungen | |||||
| Ausgaben | |||||
| Auswertungen | |||||
| Mehrbenutzer | |||||
| Mobile App | |||||
| API-Zugang | |||||
| Bewertung | 1.2 | 1.1 | - | 1.8 | - |
| Details | Details | Details | Details | Details |
All six providers are GoBD-compliant and offer DATEV export. The differences lie in the feature scope of the cheapest plans: With Lexware Office S (3.45 EUR) invoicing and document capture are included, automatic bank reconciliation starts with the M package (5.95 EUR). With sevDesk, the plan with invoicing features starts (11.90 EUR); accounting features like income statement and BWA are available from the accounting plan (25.90 EUR).
Prices in detail: What do the individual plans cost?
| Provider | Entry | Standard | Pro / Full | Source |
|---|---|---|---|---|
| Lexware Office | S: 3.45 EUR | M: 5.95 / L: 9.95 EUR | XL: 14.95 EUR | taxandbytes.de |
| sevDesk | Invoicing: 11.90 EUR | Accounting: 25.90 EUR | Pro: 34.90 EUR | trusted.de |
| BuchhaltungsButler | Pre-booker: 24.95 EUR | Self-booker: 29.95 EUR | Premium: 49.95 EUR | buchhaltungsbutler.de |
| WISO MeinBuero | 19.00 EUR | +6 EUR/extra user | - | meinbuero.de |
| Papierkram | Free (limited) | S: approx 9.90 / M: approx 19.90 EUR | Team: approx 50 EUR | papierkram.de |
| DATEV Unternehmen online | 11.00 EUR (10 users) | +2 EUR/extra user | Individual prices | qonto.com |
All prices net per month, March 2026. Actual costs may vary by contract term and add-ons.
What must good accounting software be able to do?
The requirements depend on your company size and industry. However, there are features that every program should include, and others that are only relevant in certain situations.
Core features that every program needs
- Invoicing: Professional invoices with all legally required information (tax number, sequential number, service period)
- Document management: Digital capture via scan or photo, ideally with automatic text recognition (OCR)
- Bank connection: Automatic reconciliation with your business account so you don't have to manually categorize payments
- Reports: At least income statement and tax returns, ideally also BWA and balance sheet
- GoBD compliance: Archive-safe documentation, immutability of booked data, procedural documentation
- DATEV export: Standardized data exchange with the tax advisor
Important additional features
- E-invoicing: Creation and receipt in XRechnung or ZUGFeRD 2.x format. Mandatory since 2025
- Multi-user: Access for employees and tax advisor with different permissions
- Mobile app: Capture documents on the go and categorize immediately
- API integration: Integration with online shops, CRM systems or project management tools
- Quotes and orders: From quote to order to invoice in one software
E-invoicing Mandate 2025: What You Need to Know Now
The e-invoicing mandate affects all German companies in the B2B sector. The transition occurs in multiple stages. Here is the current timeline according to the Federal Ministry of Finance (BMF) and the Chambers of Commerce:
| Date | Requirement | For whom |
|---|---|---|
| 01.01.2025 | Receive e-invoices | All B2B companies, no exceptions |
| 2025-2026 | Sending paper invoices still allowed | All (transitional period) |
| From 2027 | Paper only with prior year sales under 800,000 EUR | Companies below sales threshold |
| From 2028 | Full e-invoicing requirement (send and receive) | All B2B companies |
The tax authority accepts invoices according to EU standard EN 16931 as valid formats, specifically XRechnung and ZUGFeRD 2.x. Plain PDF files without structured data are not considered e-invoices. All programs in this comparison support at least one of these formats.
If you haven't been able to receive e-invoices yet, you should act soon. Our GoBD guide explains the technical requirements in detail.
GoBD-Compliant Accounting: Requirements and Changes 2026
The GoBD (Principles for the proper maintenance and storage of books) governs how companies must maintain their books digitally. In July 2025, the BMF updated the GoBD, among other things due to the new e-invoicing requirement.
Since 2026, stricter checks apply to GoBD exports: The grace period for missing account type data fields has expired. Companies whose software does not fill these fields correctly can expect objections.
The five most important GoBD requirements
- Immutability: Booked data must not be changed retroactively. Changes must be made as reversal and new booking.
- Traceability: Every transaction must be traceable from the booking to the document and back.
- Timely capture: Documents must be captured promptly, not only at year-end.
- Archive-safe documentation: Digital documents must be kept for at least 10 years in a format that cannot be manipulated.
- Procedural documentation: You must document how your accounting is organized, which software you use and how data is processed.
Cloud or Desktop: Which Solution Fits Your Company?
| Merkmal | Feature | Cloud Software | Desktop Software |
|---|---|---|---|
| Access | From anywhere, browser only | Only on installed computer | |
| Updates | Automatic, always current | Manual or subscription | |
| Data backup | Automatic cloud backups | Your responsibility | |
| Tax advisor access | Direct access possible | Only via DATEV export | |
| Internet dependency | Yes (stable connection needed) | No (works offline) | |
| Costs | Monthly subscription (from 3 EUR) | One-time purchase or annual | |
| Data control | Data with provider (DE servers) | Data on your own computer | |
| Examples | Lexware Office, sevDesk, Papierkram | Lexware, WISO, DATEV (partial) |
For the majority of SMBs and freelancers, a cloud solution is today the more practical choice. In our Cloud vs. Desktop comparison we go into detail on the differences.
Income Statement or Balance Sheet: Which Profit Determination Do You Need?
The choice of profit determination method determines what feature scope your software must have.
- Income statement (EUeR): Applies to freelancers (regardless of sales) and business owners with less than 800,000 EUR sales and under 80,000 EUR profit. Most cloud solutions cover income statements.
- Balance sheet (double-entry bookkeeping): Mandatory for all corporations (GmbH, UG, AG) as well as sole proprietors and partnerships above the mentioned thresholds. For balance sheet bookkeeping you need a program with debit-credit bookings, like BuchhaltungsButler or DATEV.
If you're not sure which form applies to you, clarify with your tax advisor. The wrong choice can lead to problems with your tax return.
Data Security and Insurance Protection for Your Accounting
Accounting data is among the most sensitive information of a company. Cloud providers typically secure data through encryption, redundant data centers in Germany and regular security audits.
Nevertheless, a residual risk remains: If a cyber attack encrypts your accounting data or a technical error leads to data loss, this can have serious consequences. A cyber insurance covers in such cases the costs for IT forensics, data recovery and business interruption. Especially cyber insurance for SMB is tailored to the needs of smaller companies.
If you work as a freelancer or consultant, you should also consider professional liability insurance in addition to software. It protects you if a customer suffers damage due to an error in accounting or consulting.
For whom is which accounting software suitable?
Not every program fits every company. The decision depends on your legal form, invoicing volume, industry and collaboration with the tax advisor. Here is a guide:
| Company type | Recommended solution | Reason |
|---|---|---|
| Freelancer (income statement) | Lexware Office S/M | Affordable entry, simple income statement, mobile app |
| Small business (few documents) | Papierkram Free | Free, GoBD-compliant, basic features included |
| SMB (up to 50 employees) | sevDesk Accounting | Extensive features, good DATEV integration |
| Tax advisor firm | DATEV | Industry standard, deep integration, client management |
| Online merchants | BuchhaltungsButler | Shop integration, high document volumes, automatic categorization |
| Craft business | sevDesk or Lexware Office L | Mobile document capture, quotes and orders, DATEV |
| Startup (GmbH/UG) | sevDesk Pro or BuchhaltungsButler | Balance sheet, multi-user, scalable |
Für wen ist Accounting software geeignet?
Geeignet für
- SMB with regular invoicing volume
- Freelancers and self-employed with income statement requirement
- Startups that want GoBD-compliant operation from the start
- Companies with tax advisor (DATEV connection)
- Online merchants with shop integration (Amazon, Shopify)
Weniger geeignet für
- Individuals without business activity
- Large corporations with SAP or comparable ERP systems
- Companies that outsource their entire accounting to a tax advisor and don't need their own software
Switching Accounting Software: What You Should Pay Attention To
Switching accounting software is simpler than many think if you pay attention to a few points. The best time to switch is year-end: Close the old fiscal year in your previous software and start the new year in the new program.
Before switching, check if the new software can import data from your previous program (DATEV format is the gold standard here). Back up all data and documents from the old software, as the GoBD retention requirement of 10 years continues. Our software switching guide contains a complete checklist.
Frequently Asked Questions About Accounting Software
Accounting software is a program that helps companies record, manage and evaluate their business transactions. It automates processes like invoicing, document capture, bank reconciliation and creating reports like income statements or balance sheets. Modern cloud solutions also offer AI-powered document recognition and DATEV interfaces.
GoBD stands for "Principles for the proper maintenance and storage of books, records and documents in electronic form". GoBD-compliant software meets the tax authority requirements: immutability of booked data, complete traceability, archive-safe documentation and procedural documentation. Since 2026, stricter checks apply to account type data fields.
Accounting software for small businesses costs between 3 and 50 EUR per month (net) depending on features. Lexware Office starts at 3.45 EUR/month (S package), sevDesk at 11.90 EUR/month and BuchhaltungsButler at 24.95 EUR/month. Papierkram also offers a free basic version. (March 2026, prices from provider websites)
If you work with a tax advisor, a DATEV interface is highly recommended. It enables direct data exchange between your software and the DATEV system of the accounting firm. This saves time on both sides and avoids errors in data transmission. Over 90% of German tax advisors work with DATEV.
Since January 1, 2025, all German companies must be able to receive e-invoices in the B2B sector. From 2027, paper invoices may only be sent by companies with less than 800,000 EUR in annual sales. From 2028, the full e-invoicing requirement applies to all B2B transactions. Valid formats are XRechnung and ZUGFeRD 2.x (according to BMF).
Cloud accounting offers location-independent access, automatic updates, integrated backups and easy tax advisor connection. Desktop software offers full control over data and works without internet. For companies working with a tax advisor and needing mobile access, cloud is the better choice in most cases. Our Cloud vs. Desktop comparison helps with the decision.
The income statement (EUeR) is the simpler profit determination for freelancers and small business owners. The balance sheet (double-entry bookkeeping) is mandatory for corporations and companies above 800,000 EUR sales or 80,000 EUR profit. The choice affects which software you need: income statement-capable programs start at 3 EUR/month.
Yes, switching is possible in principle. Pay attention to DATEV export functions and import options of the new software. The best time to switch is year-end so you can cleanly close the old fiscal year. Our software switching guide contains a complete checklist.
Reputable cloud providers like Lexware Office or sevDesk operate their servers in German data centers, encrypt data via TLS/SSL and meet GDPR requirements. For companies with particularly sensitive data, a cyber insurance policy that also covers damage from IT failures or data loss is recommended.
Freelancers generally need software with income statement function, invoicing and document management. Lexware Office (from 3.45 EUR/month) and Papierkram (free basic version) are good entry solutions. If you work with a tax advisor, look for DATEV export. A detailed comparison can be found in our accounting software for freelancers guide.
Conclusion
The right accounting software saves time, reduces errors and makes collaboration with your tax advisor easier. For freelancers and micro-enterprises, entry solutions from 7 EUR per month are sufficient. Those who need payroll or inventory management pay 15 to 25 EUR.
All providers listed here offer free trial periods. Try at least two programs before committing. The usability matters more in everyday life than the feature list.