ZepDesk®, our accounting and ERP software

The document flow from quote through order and delivery note to invoice runs as a single process, and you carry each document over from the previous one with a click, with no duplicate entry. When a quote is accepted, you convert it straight into an invoice. Unlimited invoices in every plan, including recurring ones for subscriptions and maintenance contracts, with live preview and an individual PDF layout per company (logo, colors, footer texts). Incoming payments are matched automatically.

You send and receive XRechnung, ZUGFeRD and hybrid PDF in a legally compliant way, in every plan at no extra charge. For public sector clients and mandatory B2B areas, you store the Leitweg-ID (routing ID) once in the customer profile, after which ZepDesk generates the valid e-invoice to authorities with a click. The system automatically detects incoming e-invoices on upload and takes the data directly from the XML structure.

You capture receipts by smartphone photo, email inbox or drag and drop. The OCR runs on EU servers and uses no external AI services; it recognizes the supplier, date, document number and amounts including VAT and proposes the posting and the matching bank transaction. If a receipt already contains ZUGFeRD or XRechnung data, this is taken over without text recognition. Storage is GoBD-compliant, with reversal instead of deletion and a complete history.

You import bank statements via CSV, MT940 and CAMT from any German bank. ZepDesk assigns each transaction to its receipt or open invoice and proposes the matching entry. You manage SEPA direct debits including mandates and PAIN.008 export. Direct The direct bank connection via finAPI (PSD2) is already available, and file import works alongside it.

Choose EÜR (cash-basis accounting) or double-entry bookkeeping with the SKR03 or SKR04 chart of accounts, cleanly separated per company and extendable with your own accounts at any time. The bookkeeping is GoBD-compliant, with a complete general ledger and audit-proof storage.

For corporations, ZepDesk covers fixed assets with straight-line and declining-balance depreciation (AfA), low-value assets, pooled depreciation and an asset movement schedule, plus provisions, accruals and deferrals, period-end closing and a legally compliant cash book for cash transactions.

You start a three-stage dunning process with configurable fees and default interest directly from the open invoice.

Filings and returns are generated directly from the postings, with no re-entry and no recalculation. EÜR and UStVA (advance VAT return) for the self-employed, KSt (corporate income tax), GewSt (trade tax, with a configurable multiplier per municipality) and E-Bilanz for corporations. In total, ZepDesk generates 14 data types as official ELSTER XML; you will find the details in the ELSTER section.

BWA (business analysis), EÜR, UStVA, trial balance and revenue trend are generated live from the posting journal, always up to date and without a series of clicks. The dashboard shows revenue, open items, the VAT return due and new receipts as key figures right on the home page.

Customers with purchase history, open items, VAT ID, Leitweg-ID and GDPR consents, items with price tiers and tax rates, suppliers with reverse-charge logic. For GmbH and AG, shareholders with capital distribution, corporate bodies and meeting minutes are added. You manage several companies in a single login, with separate accounting circles, individual branding and a company switcher; one company is included.

You export postings, debtors and creditors in the DATEV EXTF format (v7.0, SKR03 or SKR04) as a ZIP for the tax firm, including the stored consultant and client number. Your tax advisor also gets a dedicated role with read access and export, at no extra charge.

For a tax audit ZepDesk produces the Z3 data export under section 147 (6) of the German Fiscal Code in IDEA format (data carrier handover with all postings) plus the DSFinV-K export for cash transactions. The audit-proof, GoBD-compliant records are kept for ten years.

The ZepDesk assistant carries out tasks directly in the system and makes every step traceable. It works on a Bring Your Own Key principle: you store your own API key (Claude or OpenAI, for example) or use a local model. Requests go exclusively to your own provider, and your data stays with you. Without a key, the assistant remains inactive and the rest of the software runs independently. An open REST API for your own integrations is included.

For associations and foundations, ZepDesk offers sphere-based accounting under § 64 AO (four spheres), donation receipts based on the official template, and a monitor for the 50,000 EUR exemption limit, use of funds and reserves. Corporations receive the balance sheet, E-Bilanz, KSt and GewSt through to period-end closing.

Point-of-sale system for cash transactions with a TSE (technical security device) under § 146a AO, including barcode scanner, receipt printing and DSFinV-K export. Cash register sales flow directly into the accounting, with no separate POS software and no additional license.

Payroll accounting with the current 2026 social security contributions, DEÜV reports and the payroll tax return as ELSTER XML for Mein ELSTER, with no additional payroll module and no extra charge.

Tools for data protection and compliance directly in the software, with process documentation, a DPA generator (Auftragsverarbeitungsvertrag), a subject-access tool for GDPR requests and an audit trail.

Purchase requisition, purchase order, goods receipt and incoming invoice in one workflow, in the same model as sales, instead of email ping-pong.

Inventory management, movements, stocktaking counts and valuation with a connection to the accounting, without maintaining data twice in Excel.

Record project hours, pass billable time on to invoices and keep an eye on project margin calculation, in the same login as the accounting.

Approval routines, status chains and event-based actions across all modules, set up with a click instead of programmed.

Reversal instead of deletion, a complete change history and audit-proof, unalterable storage of all records.

GDPR-compliant; the data processing agreement under Art. 28 GDPR is presented online during account setup and signed electronically, with no separate negotiation, and available as a PDF in advance on request.

Outgoing invoices carry the required mandatory details. E-invoices meet the B2B rules whose receipt has been mandatory since January 2025, and are sent and received in every plan.

When you set up the company you enable the small business scheme. Invoices are then issued without VAT and with the corresponding note, and the advance VAT return is omitted automatically.

The German charts of accounts SKR03 and SKR04 are preset and DATEV-compatible; the DATEV export for the tax firm is standard, not an add-on.

Tax-relevant data is retained for ten years in accordance with § 147 AO, independently of the backup history.

For sole proprietorships, small businesses (§ 19) and freelancers. EÜR and UStVA directly from the postings, e-invoices sent and received, receipts by photo with OCR, unlimited users and invoices. Annual plan 290 EUR.

For registered associations (e. V.) and foundations. Additionally sphere-based accounting under § 64 AO, donation receipts based on the official template and the 50,000 EUR exemption limit monitor. Annual plan 390 EUR.

For GbR, OHG and KG. Double-entry bookkeeping with SKR03 or SKR04, UStVA, BWA and trial balance, DATEV export for the tax firm. Annual plan 490 EUR.

For UG, GmbH and AG. Balance sheet, E-Bilanz and KSt included, plus GewSt, period-end closing, fixed assets, AfA and provisions. Annual plan 790 EUR.

On request, with custom contracts (MSA, DPA, individual SLA), dedicated hardware, prioritized support up to 24/7, individual plugin development and onboarding with an engineer. Contact sales@zepdesk.de.