GoBD explained simply: What does “GoBD-compliant” mean in practice?

The GoBD are mandatory for businesses and self-employed individuals when it comes to digital accounting. But what exactly does “GoBD-compliant” mean, and how can you ensure that all requirements are met?

What does GoBD mean?

The abbreviation GoBD stands for “Principles for the proper keeping and retention of books, records and documents in electronic form as well as for data access”. They were introduced by the Federal Ministry of Finance to make the requirements for digital accounting binding.

The GoBD ensure that electronic data can be traced, audited and retrieved at any time by the tax office, without having been altered. This is therefore not a recommendation, but a legal obligation that applies to everyone who keeps tax-relevant documents digitally.

Who must comply with the GoBD?

The GoBD apply to every business, regardless of its size or legal form. Freelancers and self-employed individuals are also required to keep their accounting GoBD-compliant.

It does not matter whether a business issues only a few invoices per year or hundreds of receipts are generated every day: as soon as tax-relevant data are involved, the requirements apply.

What does GoBD-compliant mean?

GoBD-compliant means that all relevant documents are retained in full, unalterable and traceable at any time throughout the entire retention period. The requirements apply to all tax-relevant documents, regardless of whether they are available digitally or on paper.

This includes in particular:

• Incoming and outgoing invoices
• Cash reports
• Posting documents
• Digital receipts

What requirements do the GoBD impose?

The GoBD define clear principles that every business owner must comply with. They provide the framework for proper digital accounting. At their core is the requirement that tax-relevant data must be correct, complete and unalterable at all times.

1. Traceability and verifiability

Every posting must be clearly traceable for an expert third party, such as a tax auditor. This means that business transactions must be documented in such a way that they are still understandable years later. This includes ensuring that documents are clearly assigned to a posting and documented seamlessly over time.

2. Completeness

All tax-relevant transactions must be recorded and retained. No receipt and no posting may be missing. This applies not only to traditional invoices, but also to quotations, delivery notes, electronic bank statements or cash register data. Even small amounts and internal reallocations fall under this obligation.

3. Accuracy

The data must correspond to the actual business transactions. Incorrect or inaccurate information may lead the tax office to reject the entire set of accounts. That’s why it’s important that amounts, tax rates, and booking texts are correct. Even typos can be problematic if they limit traceability.

4. Timely postings

Postings must be made promptly. This means that business transactions must not be posted only weeks or months later. Depending on the type of receipt, the GoBD stipulate certain deadlines. For example, cash records generally have to be made daily, while other business transactions should be recorded within ten days.

5. Orderliness

A systematic and structured filing system is mandatory. Receipts must not be stored at random; instead, they must follow a clear scheme. This not only makes day-to-day work easier, but also ensures that documents can be found quickly during a tax audit. A typical structure is by date, business partner, or document type.

6. Immutability

A key principle of the GoBD is the immutability of data. Once recorded, receipts or postings must not be deleted or manipulated retroactively. If corrections are necessary, they must always be documented in a traceable manner—for example via reversal postings or correction documents. The software used must also ensure that data is stored in an audit-proof manner.

7. Retention obligation and data security

The GoBD stipulate that tax-relevant documents must be retained for ten years. This applies to digital documents as well as scanned receipts. It must be ensured that the data remains legible, complete, and available unchanged throughout the entire period.

It is also important that the data can be made accessible at short notice during a tax audit. Companies should therefore use a structured archiving system that enables access to old receipts at any time.

Data security also plays a central role. The GoBD require that documents be stored in a way that protects them against loss, manipulation, and unauthorized access.

This includes technical measures such as regular backups, access restrictions, and secure servers. Organizational rules are also required, such as clear access rights for employees and the documentation of all changes. Modern accounting software supports these requirements through automatic backups and encryption.

How do you implement the GoBD in practice?

Working in compliance with the GoBD only succeeds with clear processes and the right tools. Companies should consider three key areas:

1. Use software: Without suitable software like easybill, GoBD-compliant accounting is hardly feasible. Modern tools handle invoicing and also ensure the audit-proof archiving of receipts. Automated processes prevent errors and make tax audits significantly easier.
2. Clear internal workflows and documentation: In addition to technology, organization also plays a role. Companies should define how receipts are captured, processed, and stored. Written process documentation is mandatory and serves as evidence for the tax office.
3. Digital archiving: All tax-relevant documents must be stored electronically and retained in such a way that they can be retrieved at any time. Changes must not be possible retroactively. This ensures the immutability of the data.

Working with easybill in compliance with GoBD

GoBD-compliant bookkeeping is hardly feasible without digital support. easybill offers numerous features that not only provide legal certainty, but also noticeably make day-to-day work easier.

Receipt upload and scan

With the integrated receipt upload, incoming invoices, receipts, or other documents can be uploaded directly to easybill or photographed via the app. The files are automatically stored in an audit-proof manner and are available at any time for bookkeeping or a tax audit.

Audit-proof archiving

All recorded receipts and invoices are stored in easybill in an unalterable manner. Changes to documents are not possible; instead, corrections are made via cancellations or new documents. This means easybill meets the GoBD requirements for immutability and traceability.

Automatic documentation

Every action in easybill is automatically logged, from creating an invoice to sending it. This complete documentation ensures that business transactions remain auditable and traceable at all times.

Secure data retention

Data is stored on German servers and is subject to the highest security standards. Automatic backups ensure that documents are still complete and legible even years later, as required by the GoBD.

Interfaces for bookkeeping

Risks of non-compliance with GoBD

Anyone who does not comply with the GoBD takes a significant risk. Even minor oversights can have major consequences during a tax audit. In such cases, the tax office is entitled to reject the bookkeeping as not being proper.

The following consequences are possible:

• Estimates by the tax office: If documents are incomplete, incorrect, or not auditable, the tax office may estimate the tax bases. This often leads to higher tax assessments, as the estimate tends to be made to the detriment of the business owner in case of doubt.
• Tax disadvantages: Missing or non-GoBD-compliant documents may result in expenses not being recognized. This increases the tax burden, and input tax deductions may also be lost.
• Fines and back payments: In addition to tax arrears, late payment surcharges, default interest, or fines often arise. Even minor deficiencies can quickly become expensive.
• Reputational damage and additional effort: If deficiencies are identified, the tax office often requires corrections or subsequent submissions. This takes time, causes stress, and weakens the trust of business partners.
• Particular risk for small businesses: Self-employed individuals and small businesses often do not have specialized accounting departments. Errors therefore have a faster impact on liquidity and can threaten the business’s very existence.

Frequently asked questions