The DATEV export is the central bridge between your dealer software and your tax advisor. If you sell vehicles, write invoices, and manage receipts in the car trade, you must eventually transfer this data into the accounting system – and that is exactly where the DATEV export comes in. Instead of manually entering posting records or sending Excel lists back and forth, a properly set up DATEV interface automatically transfers all posting data to your tax advisor.
In this guide, you will learn what DATEV is, which export formats exist, which data is transferred, and how to set up the interface step by step. We also clarify typical sources of errors, the difference between SKR03 and SKR04, and the specifics of margin taxation under Section 25a UStG.
At a glance: With the DATEV export, you transfer posting batches, debtor and creditor master data, as well as general ledger postings directly from your dealer software to DATEV. The AutoPult DATEV interface enables one-click export – including document images and the correct tax key for the car trade.
What is DATEV? – The accounting software of tax advisors
DATEV eG is a cooperative based in Nuremberg and by far the leading software provider for tax advisors, auditors, and lawyers in Germany. Around 90% of all tax advisory firms work with DATEV products – from financial accounting to payroll to tax returns.
The most important DATEV products for car dealership accounting:
- DATEV Kanzlei-Rechnungswesen – the classic financial accounting software used by your tax advisor to process your postings
- DATEV Unternehmen Online (DUO) – the cloud platform for digital document exchange between client and advisory firm
- DATEV Belegbilderservice – automatic linking of invoice scans with the corresponding posting records
- DATEV SmartTransfer – electronic invoice sending and receiving in ZUGFeRD or XRechnung format
For you as a car dealer, this means: if your tax advisor works with DATEV – and that is very likely the case – then the DATEV export from your accounting software is the fastest and most secure way to transmit your business transactions to the advisory firm.
DATEV export formats overview
Not every DATEV export is the same. Depending on the software and use case, different formats are employed. The two most important formats for the car trade are the ASCII/CSV format and DATEV XML online.
| Format | Description | Use case | Advantages |
|---|---|---|---|
| DATEV ASCII/CSV | Classic text format with fixed field structure (header + records) | Posting batches, debtors/creditors, general ledger accounts | Universally compatible, supported by almost any software |
| DATEV XML online | XML-based format for DATEV Unternehmen Online | Document images with posting data, digital document exchange | Document image + posting record in one package, cloud-ready |
| DATEV format (postal dispatch format) | Older binary format for physical data carrier exchange | Legacy systems, historical data transfers | Rarely used anymore, superseded by ASCII/CSV |
DATEV ASCII/CSV format – The standard for posting exports
The DATEV ASCII/CSV format is the most widely used export format and is supported by most dealer software solutions. The file consists of a header section (with client information, fiscal year, and chart of accounts) and the actual posting records as comma-separated values.
A typical DATEV export in ASCII format generates several files:
- EXTF_Buchungsstapel.csv – all posting records for the export period
- EXTF_Kontenbeschriftungen.csv – individual account names and assignments
- EXTF_Debitoren_Kreditoren.csv – master data of business partners (customers and suppliers)
The header of each file contains the so-called DATEV header line with information such as the format name (EXTF), version number, advisor number, client number, fiscal year, and chart of accounts (SKR03 or SKR04).
DATEV XML online – Transferring document images digitally
With DATEV XML online, you go one step further: here, not only the posting records are exported, but simultaneously the corresponding document images (invoices, credit notes, cash receipts) as PDF or image files. The tax advisor receives a complete package of posting and document – directly in DATEV Unternehmen Online.
This format is particularly suitable for ongoing document exchange and eliminates the physical shipment of documents by mail or the upload of individual scans.
What data is transferred in the DATEV export?
A complete DATEV export from the car trade covers various data areas. Each area is exported in its own file or section.
Posting batch – The heart of the export
The posting batch contains all business transactions for a specific period as individual posting records. Each record consists of:
- Amount – the posted gross or net amount
- Debit/credit indicator – S for debit, H for credit
- Account and contra account – e.g., 8400 (revenue 19%) and 10000 (debtor)
- Document date – the date of the business transaction
- Document number – the invoice or document number
- Posting text – e.g., “INV 2024-0815 BMW 320d”
- Tax key (BU key) – determines the tax rate and tax type
- Cost center / cost object – optional, for cost accounting
Debtors and creditors – Business partner master data
In addition to posting records, the DATEV interface also exports the master data of your customers (debtors) and suppliers (creditors). These include name, address, VAT ID, payment terms, and the assigned account number in the chart of accounts.
In the car trade, typical debtors are vehicle buyers, workshop customers, and leasing companies. Creditors include vehicle suppliers, parts wholesalers, insurance companies, and remarketing platforms.
General ledger accounts – The account structure
The export of general ledger accounts ensures that the account structure in DATEV matches the structure in your dealer software. Individual account designations and additions to the standard chart of accounts are taken into account.
SKR03 vs. SKR04: Choosing the right chart of accounts
Before you set up the DATEV export, you need to know which chart of accounts your tax advisor uses. Two standard charts of accounts are common in Germany:
| Criterion | SKR03 | SKR04 |
|---|---|---|
| Structure | By process areas (expenses, revenue, etc.) | By balance sheet items (assets, liabilities, P&L) |
| Prevalence | Most common in SMEs and the car trade | More common with larger companies and corporations |
| Revenue 19% | Account 8400 | Account 4400 |
| Revenue 7% | Account 8300 | Account 4300 |
| Revenue Section 25a (margin taxation) | Account 8200 (variant) | Account 4200 (variant) |
| Goods received | Account 3200–3400 | Account 5200–5400 |
| Debtor range | 10000–69999 | 10000–69999 |
| Creditor range | 70000–99999 | 70000–99999 |
In the car trade, SKR03 is by far the most common chart of accounts. The account structure is optimized for SMEs and is used as standard by most tax advisors in the automotive sector. Clarify the chart of accounts before setting up the DATEV export with your tax advisor – a retrospective change is laborious.
Setting up the DATEV export – Step-by-step guide
Setting up a DATEV interface follows a clear process. Regardless of whether you use AutoPult or another dealer software, the following steps are required:
Request master data from the tax advisor
Obtain the DATEV advisor number (5 digits), the client number (up to 5 digits), the chart of accounts used (SKR03 or SKR04), the fiscal year (start and end), and the account length for general ledger accounts (typically 4 digits) and personal accounts (typically 5 digits).
Check account mapping
Align the revenue and expense accounts of your dealer software with your tax advisor’s account plan. In the car trade, the accounts for vehicle revenue, parts revenue, workshop revenue, margin taxation Section 25a, and goods received vehicles are particularly relevant.
Configure tax keys
Assign the BU keys (posting keys) to the respective tax rates and tax types. In the car trade, besides standard tax keys, the keys for margin taxation (Section 25a UStG) and intra-community supplies are especially relevant.
Align debtor and creditor numbers
Establish the number range for debtors (e.g., 10000–69999) and creditors (e.g., 70000–99999). Ensure that the numbers in your software match the numbers in DATEV to avoid duplicates.
Perform a test export
Export a test period (e.g., a single month) and send the file to your tax advisor for review. The tax advisor imports the data into DATEV and provides feedback on errors or missing assignments.
Incorporate corrections and go live
After approval from the tax advisor, you can use the DATEV export regularly – monthly or even on an ongoing basis. Establish a fixed schedule for data export and document handover.
Practical tip: Schedule a joint meeting with your tax advisor for the initial setup of the DATEV interface. Many errors in the DATEV export arise from differing expectations regarding account mapping – a brief alignment meeting saves weeks of rework.
Tax keys in the car trade – Specifics of Section 25a UStG
The correct assignment of tax keys (also called BU keys) is particularly important in the car trade because different tax types coexist here. The tax key determines how DATEV calculates the VAT on the respective posting record and incorporates it into the VAT return.
The most important tax keys for the car trade
| BU key | Tax type | Tax rate | Typical use in the car trade |
|---|---|---|---|
| 3 | VAT | 19% | Standard-taxed vehicle sales, parts sales, workshop services |
| 2 | VAT | 7% | Rare in the car trade (e.g., certain ancillary services) |
| 10 | Margin taxation Section 25a | Margin x 19/119 | Used car sales from private individuals, no open VAT disclosure |
| 11 | Tax-exempt intra-community supply | 0% | Vehicle sales to EU dealers with valid VAT ID |
| 19 | Section 13b UStG (reverse charge) | 19% | Certain construction services, metal deliveries |
| 40 | Input tax | 19% | Purchase of standard-taxed vehicles, parts, services |
Common errors in the DATEV export – And how to avoid them
In practice, the same problems arise repeatedly with the DATEV export. Most can be avoided through careful setup and regular checks.
1. Incorrect advisor number or client number
The most common error of all: the advisor number or client number in the header of the export file does not match the data in DATEV. The result: the import fails and the tax advisor cannot process the data. Solution: have the correct numbers confirmed in writing by your advisory firm.
2. Chart of accounts mismatch
If your dealer software exports in SKR03 but the tax advisor uses SKR04 (or vice versa), postings end up in the wrong accounts. Solution: align the chart of accounts before the first export and configure it correctly in the interface.
3. Missing or duplicate debtors/creditors
If customer numbers in the dealer software and in DATEV are not synchronized, duplicates or orphaned postings arise. Solution: define a uniform number range and transfer the master data file with every export.
4. Incorrect tax key for Section 25a transactions
If a margin-taxed vehicle is accidentally exported with tax key 3 (19% VAT) instead of 10 (Section 25a), DATEV discloses open VAT – even though this is not permitted under margin taxation. This can lead to an erroneous VAT return. Solution: maintain the taxation method correctly per vehicle in the dealer software.
5. Document date vs. service date
In the car trade, invoice date and service date (e.g., vehicle handover) frequently differ. The DATEV export must transfer both dates correctly so that the posting lands in the right period. Solution: check whether your software exports the service date as a separate field.
6. Special characters in posting text
Umlauts, special characters, or excessively long posting texts can disrupt the DATEV import. The maximum posting text length is 60 characters. Solution: keep posting texts short and concise, e.g., “INV 2024-0815 BMW 320d VIN:WBAXXXXXXX.”
Checklist before every export: Advisor number correct? Client number correct? Chart of accounts set correctly? Tax keys verified? Export period complete? Document images available? If you can answer all points with yes, your DATEV export is ready.
The workflow with the tax advisor: Document image + posting
Modern collaboration with the tax advisor is based on the principle “document image + posting.” This means: ideally, every posting in the DATEV export is accompanied by a digital document image – i.e., a scan or PDF of the corresponding invoice, credit note, or cash receipt.
Why document images revolutionize the workflow
In the past, accounting at the car dealership worked like this: the dealer collected documents in binders, brought them to the tax advisor monthly, and the postings were manually entered there. With a DATEV export including document images, this entire manual effort is eliminated:
- No more physical binders – all documents are transferred digitally
- Automatic matching – each document image is directly linked to the posting record
- Faster processing – the tax advisor only needs to review, not enter
- Audit-proof archiving – documents are stored GoBD-compliantly in DATEV
- Real-time overview – the tax advisor can see the current posting status at any time
How the digital document flow works
Create document
You create an invoice, credit note, or cash receipt in your dealer software. The document is automatically saved as a PDF.
Generate posting
The software automatically generates the corresponding posting record with account, contra account, amount, and tax key.
Trigger DATEV export
With one click, you export posting batches and document images together – either as a DATEV ASCII file plus separate document folder or as a DATEV XML online package.
Tax advisor processes
The tax advisor imports the data into DATEV Kanzlei-Rechnungswesen, reviews the postings, and approves the batch. The VAT return is automatically generated from the imported data.
Real-time export vs. batch export: Which mode fits?
When setting up the DATEV export, the question arises: should data be exported continuously in real time or collected as a batch? Both approaches have their merits.
| Criterion | Real-time export | Batch export (monthly) |
|---|---|---|
| Frequency | Immediately with each posting or daily | Once per month (or quarter) |
| Timeliness | Tax advisor sees postings almost immediately | Delay of weeks possible |
| Corrections | More difficult, as postings are transferred immediately | Corrections possible before the monthly export |
| Suitable for | Dealerships with high volume needing ongoing oversight | Smaller dealers with manageable posting volumes |
| Technical requirements | DATEV Unternehmen Online + API connection | Simple file export (CSV/ASCII) is sufficient |
For most car dealers, the monthly batch export is recommended: at month-end, all postings are reviewed, the export is triggered, and the data is sent to the tax advisor. Those who need a tighter rhythm – for example, because the tax advisor should prepare the BWA (business analysis) promptly each month – can switch to weekly or even daily export.
AutoPult DATEV integration: How the one-click export works
The AutoPult DATEV interface was developed specifically for the requirements of the car trade. Unlike generic accounting exports, it considers industry-specific characteristics such as margin taxation, vehicle master data, and the complex posting of trade-in and sales transactions.
Features of the AutoPult DATEV interface
- One-click export – with one click, you export the entire posting batch in DATEV ASCII format
- Automatic account mapping – revenue, cost of goods, and taxes are automatically assigned to the correct accounts
- Section 25a handling – margin-taxed vehicles are exported with the correct tax key, the margin is automatically calculated
- Document image export – invoices, credit notes, and purchase documents are co-exported as PDFs
- Debtor/creditor sync – customer master data is automatically synchronized with the DATEV number range
- SKR03 and SKR04 support – the chart of accounts is configured once, all postings are mapped accordingly
- Log and error checking – before export, AutoPult automatically checks for missing accounts, invalid tax keys, and other issues
- Export history – every export is logged with a timestamp and content, so you can always trace which data was transferred and when
Setup in AutoPult
Setting up the DATEV interface in AutoPult typically takes less than 15 minutes. Navigate to Settings → Accounting → DATEV Export, enter the advisor number, client number, and chart of accounts, and perform a test export. For questions, our support team assists with the initial setup.
Free trial: The DATEV interface is included in all AutoPult packages. View the DATEV integration now and simplify the posting export to your tax advisor.
Frequently Asked Questions about the DATEV export
What does the DATEV export cost?
The cost depends on the software used. With AutoPult, the DATEV interface is included in every package – at no additional cost. With other providers, a separate module may be required, costing between 20 and 100 euros per month.
Which export format should I use – ASCII or XML?
For a pure posting export, the DATEV ASCII/CSV format is entirely sufficient. If you additionally want to transfer document images digitally, DATEV XML online is the better choice. Discuss with your tax advisor which format the firm prefers.
How often should I perform the DATEV export?
Most car dealers export monthly – ideally in the first days after month-end, when all invoices for the previous month have been recorded. With high posting volumes or the desire for a timely BWA, weekly or daily export can also be worthwhile.
Can I correct the DATEV export retroactively?
Yes, but with limitations. If the tax advisor has already imported and processed the batch, corrections must be included as new posting records in the next export. An already imported batch should not be re-imported, as this would create duplicate postings.
What do I do if the DATEV import fails?
DATEV provides an error log during import with precise indications of the cause. Common reasons: incorrect advisor number, invalid account numbers, missing mandatory fields. Review the log, correct the export settings in your software, and perform the export again.
Does my tax advisor have to use DATEV for the export to work?
The DATEV export in the strict sense requires that the firm uses DATEV software. If your tax advisor uses different accounting software (e.g., Agenda, Addison, or SIMBA), the DATEV ASCII format can usually still be imported, as it has established itself as a cross-industry standard.
Conclusion: DATEV export as the foundation of efficient car trade accounting
A properly configured DATEV export saves time, reduces errors, and significantly improves collaboration with your tax advisor. Instead of collecting documents in binders and entering postings twice, you transfer all relevant data with one click – from the posting batch to debtor master data to the document image.
The most important success factors: align chart of accounts, tax keys, and number ranges before the initial setup with your tax advisor, perform a test export, and establish a regular export rhythm. With the AutoPult DATEV interface, this is particularly easy – all industry-specific requirements of the car trade are already integrated.
