Receipts from your inbox straight into DATEV.
Invoices arrive by email and land in the right receipt folder of DATEV Unternehmen online on their own. No forwarding, no downloading, no month-end hunt.
- n8n
- Outlook
- Gmail
- DATEV
- Inboxinvoice arrives
- n8nrecognises and names the invoice
- DATEVreceipt in the receipt folder
- Emailalert only if there is a problem
Hunting for receipts instead of working
Invoices arrive in different inboxes, as PDFs, as e-invoices or hidden between newsletters. At the end of the month someone gathers everything, downloads it and moves it into DATEV. If a receipt is missing, the tax adviser asks.
n8n regularly checks the specified inboxes, for example invoices@ or the management inbox.
Every attachment is checked: is it an invoice, an e-invoice, or just terms and conditions, advertising or a delivery note?
Invoices get a clean file name with date, supplier and amount.
They are sent to the Upload Mail address of the matching receipt folder in DATEV Unternehmen online, with incoming and outgoing invoices kept separate.
Anything unclear goes into a folder for review, and you get a short alert.
What goes where
DATEV accepts receipts via DATEV Upload Mail, with its own address for each receipt folder. The workflow sorts things beforehand.
| Outlook or Gmail | DATEV Unternehmen online |
|---|---|
| PDF invoice attached | Incoming invoices folder |
| E-invoice (XRechnung, ZUGFeRD) | Incoming invoices folder |
| Your own invoices to customers | Outgoing invoices folder |
| Terms, advertising, delivery notes | stay in the inbox |
| Unclear cases | “Please check” folder |
| Outlook or Gmail | DATEV Unternehmen online |
|---|---|
| Alert by email | Error messages from DATEV |
What matters
An integration is only finished when the special cases work too. These are the typical pitfalls, and this is how we solve them.
- Setting up Upload MailYour tax adviser activates DATEV Upload Mail for each receipt folder. The workflow’s sender address is registered and confirmed once.
- Invoice or not?Not every PDF attachment is an invoice. The check recognises terms, delivery notes and advertising and leaves them alone.
- Nothing twiceEach receipt is transferred only once, even if the same invoice arrives twice.
- Invoices as a linkSome providers only send a link to their customer portal. Depending on the provider, the invoice can be fetched from there; otherwise you get an alert.
FAQ
Does my tax adviser need to do anything?
Yes, once: they activate DATEV Upload Mail for the receipt folders you want. After that everything runs without the tax firm.
Does this work with Outlook and Gmail?
Yes, with Microsoft 365, Outlook and Gmail as well as most other mailboxes. Several inboxes at once, too.
Are my emails being read?
Only attachments in the specified inboxes or folders are checked. The workflow runs on a server in Germany.
What about e-invoices?
They are recognised and passed on in their original form. More on the page Receive e-invoices automatically.
You can take care of these too
- Inbox
- n8n
- Storage
- Accounting
File receipts automatically from your inbox
Incoming invoices reach accounting without any searching.
- Inbox
- AI
- Rules
- Team
Sort service enquiries automatically
Every email reaches the right team, urgent ones first.
- Schedule
- Accounting
- n8n
Friendly payment reminder, automatically
Open invoices are chased before it gets awkward.
More in Accounting
Connect Pipedrive with Lexware Office
Deal won, draft invoice ready in Lexware Office.
PipedrivesevDeskConnect Pipedrive with sevDesk
Deal won, invoice created in sevDesk, also as an e-invoice.
Email inboxLexware OfficeReceipts from your inbox straight into Lexware Office
Incoming invoices land in Lexware Office on their own.
Outlook is a trademark of Microsoft Corporation, Gmail is a trademark of Google LLC and DATEV is a trademark of DATEV eG. Lumen/21 is an independent service provider and has no business relationship with the manufacturers. The time stated is a typical guideline.
