Guide
Valtor, Excel and DATEV: who does what?
Valtor does not replace DATEV: DATEV remains the ledger your tax advisor books in, and Valtor replaces the spreadsheet between the contract and the invoice — it reads contract terms, schedules what falls due and prepares e-invoices a person approves.
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Who does what?
| Task | Excel | DATEV | Valtor |
|---|---|---|---|
| Source of billing terms | Copied from the contract by hand | Not its role | Read from the contract, each term cited and approved by a person |
| Billing calendar | Maintained by hand | Not its role | Calculated from the approved terms |
| Missing terms and figures | Found if someone notices | Not its role | Shown as missing; the responsible person is reminded |
| Bookkeeping and VAT return | No | Yes, with your tax advisor | No; invoices go to DATEV as documents |
| Customer master data | A separate list | Debtor accounts | Imported from and exported to DATEV |
When is Excel enough?
With a handful of clients on flat monthly fees that never change, a spreadsheet and a calendar reminder can be enough.
It stops working when contracts differ: price increases on anniversaries, milestones waiting for acceptance, media fees with minimums, hours budgets, call-offs under frameworks. Then the spreadsheet no longer shows which clause justifies a line, and nobody can see what was never billed.
How does Valtor work with DATEV?
- Each issued invoice is filed as a document (Beleg) in DATEV Unternehmen online, where your tax advisor books it — through DATEV's interface or by DATEV Upload Mail.
- The customer list travels both ways: import it from a DATEV export, download it as DATEV's debtor file.
- Valtor books nothing and exchanges no bookings. Revenue accounts, tax keys and cost centres stay with DATEV and your tax advisor.
- A missing DATEV debtor number never holds up an invoice.
How do I find out what my spreadsheet missed?
Run the free contract check: upload one contract and the invoices issued under it. Valtor compares what the contract says with what was billed and shows what is missing, with the clause that proves it. The files are deleted after 24 hours.
Questions and answers
Do I still need my tax advisor?
Yes. Valtor prepares and issues invoices; your tax advisor books them in DATEV and prepares your tax returns.
How do I switch if invoices were already issued?
You start from your signed contracts and record, for each one, up to when the previous system billed it. Valtor bills only from then on, and open invoices from before can be carried over for payment matching.