What SME Expect from Their Accounting Software
Those who start with two or three employees may still get by with a simple invoicing solution. Once the company grows, requirements change: multiple people need to capture documents simultaneously, the tax advisor needs structured DATEV export, and the tax office requires GoBD-compliant archiving.
Unlike accounting software for freelancers, where a simple income statement (Einnahmen-Ueberschuss-Rechnung, EUER) suffices, many SME also need asset accounting, cost centers, and clean BWA (business management reporting) for the bank. In ourcomplete comparison of accounting software we compared ten providers. Here we focus on the six most relevant for SME.
Core Features for SME
- Multi-user access: Various roles and permissions for accounting, management, and external consultants
- DATEV interface: Export and import for the tax advisor, ideally automated
- Bank connection: Automatic account reconciliation for multiple business accounts
- Reports: BWA, trial balance, open items, cost centers
- E-invoicing: XRechnung and ZUGFeRD, mandatory for receipt since 2025
- Asset accounting: Management and depreciation of assets
- GoBD compliance: Audit-secure archiving, procedure documentation
Accounting Software for SME in Feature Comparison
The following table shows which features each software includes. All compared solutions are GoBD-certified and offer DATEV export. The differences lie in the details: mobile app, API access, and multi-user support are not standard with every provider.
| Funktion | Lexware Office | sevDesk | BuchhaltungsButler | Papierkram | DATEV |
|---|---|---|---|---|---|
| Preis ab | EUR 5.95/month | EUR 11.90/month | EUR 24.95/month | free | EUR 11.00/month |
| Zielgruppe | SME, Freelancers | SME, Startups | SME, Tax advisors | Starters, Solo | Tax advisory 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 |
Ratings: fuer-gruender.de Accounting Software Test 2026. Prices net, as of March 2026.
What Accounting Software for SME Costs
Price differences between providers are significant. An SME with five employees pays between approximately EUR 6 and 50 per month depending on choice. Additional user license costs apply with some providers. The following table shows an overview of SME-relevant plans.
| Provider | SME Plan | Price/Month | Users | Source |
|---|---|---|---|---|
| Lexware Office M | M (Finances) | EUR 5.95 | 1 | lexware.de |
| Lexware Office L | L (Team) | EUR 21.90 | 3 | lexware.de |
| Lexware Office XL | XL (Business) | EUR 32.90 | 5 | lexware.de |
| sevDesk Accounting | Accounting | EUR 25.90 | unlimited | trusted.de |
| BuchhaltungsButler | Selbstbucher | EUR 29.95 | 3 | buchhaltungsbutler.de |
| Papierkram M | M (Team) | EUR 19.90 | 3 | papierkram.de |
| DATEV Unternehmen online | Basic (10 users) | EUR 11.00 | 10 | qonto.com |
All prices net, as of March 2026. Annual payment; monthly billing is more expensive with most providers. More details on the respective cost overview.
E-Invoicing Obligation: What SME Must Consider Now
The e-invoicing obligation affects every SME that issues invoices to other businesses. The legislator has established a phased introduction:
| Period | Requirement |
|---|---|
| Since 01.01.2025 | All B2B companies must be able to receive e-invoices |
| Until 31.12.2026 | Paper and PDF invoices may still be sent |
| From 01.01.2027 | Sending obligation for SME with over EUR 800,000 prior-year revenue |
| From 01.01.2028 | Full e-invoicing obligation for all B2B companies |
Sources: BMF FAQ on e-invoicing, haufe.de. All cloud solutions presented in this comparison support XRechnung and ZUGFeRD. Those still working with Excel or older desktop software should not delay the switch. More on this in our guide to GoBD-compliant accounting.
Cloud or Desktop: What Fits Better with SME?
For most SME, a cloud solution is the more practical choice. Desktop software has its justification in specific situations. The most important differences:
| Merkmal | Feature | Cloud | Desktop |
|---|---|---|---|
| Access | From anywhere, browser sufficient | Only on the installed computer | |
| Updates | Automatic by provider | Manual, often paid | |
| Data security | Server location with provider (usually DE) | Local, own responsibility | |
| Costs | Monthly subscription, plannable | One-time purchase + update costs | |
| Scalability | Tariff upgrade sufficient | Buy new licenses | |
| Multi-user | Included in most plans | Often as network license with additional cost | |
| Offline access | No (internet required) | Yes | |
| GoBD updates | Automatically current | Only with update contract |
A detailed comparison of both models can be found on our page Cloud vs. Desktop Accounting Software.
Which Software Fits Which SME Size?
A craft business with three employees has different requirements than an IT service provider with 80 staff. The following table categorizes solutions by typical company size.
| Company size | Recommendation | Reason |
|---|---|---|
| 1-5 employees | Lexware Office M/L | Affordable entry from EUR 5.95, intuitive operation, up to 3 users |
| 5-20 employees | sevDesk Accounting | Unlimited users, strong AI document recognition, EUR 25.90/month |
| 10-50 employees | BuchhaltungsButler | Strong automation, direct DATEV connection, cost centers |
| 20-250 employees | DATEV Unternehmen online | Standard for tax advisor collaboration, scalable, up to 10 users in basic package |
| Budget-conscious SME | Papierkram | Free entry, team tariff from EUR 19.90, no multi-user in Free |
Data Security and Privacy
SME process sensitive business and personnel data in their accounting. Data loss through a cyber attack or technical defect can become expensive. Pay attention to the following points when choosing your accounting software:
- Server location Germany/EU: All cloud providers presented here host their data in German or European data centers.
- Encryption: TLS encryption for data transmission and AES-256 for stored data are standard.
- Two-factor authentication: Available with Lexware Office, sevDesk, and BuchhaltungsButler, not in all Papierkram plans.
- Regular backups: Cloud providers create automatic backups, with desktop software the responsibility lies with you.
In case a cyber attack hits your company despite all precautions, cyber insurance can cushion the financial consequences. Tariffs tailored specifically for SME can be found in our cyber insurance comparison for SME. Complementarily, professional liability insurance protects against liability claims if a third party is damaged due to a software error or data loss.
Switching Accounting Software: What Matters
Many SME shy away from switching their accounting software because they fear data loss or training effort. With proper planning, the transition can be handled cleanly:
- Choose timing: Ideally at the new year or quarter start
- Export data: DATEV format or CSV for all booking data
- Check open items: Manually reconcile debtors and creditors
- Transfer asset directory: Assets and depreciation
- Parallel operation: Run both systems in parallel for at least one month
- Involve tax advisor: Ensure DATEV export arrives correctly
A detailed guide with checklist can be found in our guide to software switching.
Who Is SME Accounting Software Suitable For?
Für wen ist Accounting Software for SME geeignet?
Geeignet für
- Small and medium enterprises with 1 to 250 employees
- Companies with multiple accounting employees
- SME with regular tax advisor contact and DATEV requirements
- Growing companies with increasing document volume
- Businesses that must send and receive e-invoices
Weniger geeignet für
- Solo entrepreneurs without employees (simpler solutions often suffice)
- Large corporations with ERP requirements (SAP, Oracle)
- Companies without digital infrastructure or stable internet access
Frequently Asked Questions
For SME of this size, Lexware Office L or XL, sevDesk Accounting, or BuchhaltungsButler Selbstbucher are recommended. These solutions offer multi-user functions, DATEV export, and e-invoicing capability required since 2025. Which fits best depends on document volume and collaboration with the tax advisor.
Not absolutely, but strongly recommended. Over 90 percent of tax advisors in Germany work with DATEV (source: Staffomatic). Without DATEV export, booking data must be transferred manually, which is error-prone and time-consuming. All compared solutions except Papierkram Free offer DATEV export.
The price range extends from free (Papierkram Free with limitations) to around EUR 50 per month for comprehensive packages like BuchhaltungsButler Premium. For most SME with 5 to 30 employees, costs are between EUR 15 and 35 monthly. Additional user license costs may apply.
Cloud solutions are better suited for most SME. They offer location-independent access, automatic updates, no own server infrastructure, and easy scaling. Desktop software can make sense when particularly strict data protection requirements exist or no stable internet connection is available.
That depends on the software. Since January 2025, all companies must be able to receive e-invoices in the B2B sector. All cloud solutions presented here support XRechnung and ZUGFeRD. Those still working with Excel or older desktop software must switch to a conforming solution by 2027 (for over EUR 800,000 revenue) or 2028 (for all).
Most cloud providers offer import functions for DATEV files and CSV exports. Plan the switch for the new year or quarter start so the handover runs smoothly. Inventory data (open items, asset directory) must be checked manually. Our software switch guide describes the process step by step.
The GoBD (Principles for Proper accounting and storage of books) requires, among other things, complete document capture, audit-secure archiving, procedure documentation, and an internal control system. All compared solutions are GoBD-certified.
DATEV Unternehmen online is primarily designed for close collaboration with a tax advisory firm. For SME without their own accounting staff who handle everything through their tax advisor, it can be the right choice. Those who want to book themselves are usually better off with Lexware Office or sevDesk.
Conclusion
For small and medium enterprises, cloud accounting is the most efficient way to get invoices, documents, and bank reconciliation under control. The DATEV interface ensures that the tax advisor can access data without media discontinuity.
Use the free trial periods and check whether the software fits your processes. The complete comparison table shows features and prices at a glance.