Which services Does an online accounting service include?

SGH provides accounting services for all accounts payable and accounts receivable processes. Controlled online, clearly documented and reliably organised. The aim is a stable, rule-based process that relieves the burden on day-to-day business while improving traceability and documentation.

Typical components of the online accounting service

    • Digital invoice receipt (e-mail, EDI, e-invoice)
    • Automated comparison of invoice, order and goods receipt
    • Web-based invoice verification and approval incl. reminders and rules for warning cases
    • Accounts payable posting incl. archive and log function
    • Payment runs (ERP/DTA-supported, due date-safe)
    • Optional: Accounts receivable management (invoicing, invoice printing and dispatch)

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Accounts payable management online: How does the process work from invoice receipt to payment run?

 

Digitise incoming invoices

Incoming invoices are recorded digitally, via e-mail or structured formats such as EDI/E-Invoice. Original documents can be archived by agreement. All processes follow current data protection guidelines.

  • Benefit: faster process start, better data quality, less manual data entry.

Comparison of invoice and order

Master data, orders and goods receipts are automatically synchronised with e-invoices. Everything is rule-based, traceable and documented.

  • Benefit: fewer deviations, fewer queries, shorter processing times.

Invoice verification, recognition and approval

Approval processes are customised. Automated warning systems, including escalation and history, take effect in the event of deviations or long idle times.

  • Benefit: Clear responsibilities, transparency about status and progress, fewer bottlenecks.

Posting and archive

After approval, digital posting takes place in the ERP system. All receipts and attachments are stored in the archive in an audit-proof manner, including history and logs.

  • Benefit: Less effort for filing and research, GoBD-compliant documentation.

Automate payment runs

Automated payment runs recognise due dates correctly and trigger payments reliably after authorised release, via ERP systems and DTA files.

  • Benefit: Stable payment transactions, better planning, fewer reminders.

Accounts receivable management online: Which services are possible?

Accounts receivable processes can also be efficiently mapped online as part of an accounting service, especially in the case of high volumes or fluctuating capacities.

Typical modules in the debtor service

    • Preparation of outgoing invoices (incl. credit notes and corrections)
    • Invoice printing and dispatch via PDF
    • Optional: qualified signed electronic invoices incl. verification report (depending on setup)

Advantages: Less effort in day-to-day business, no additional investment in hardware/software, scalable as volumes grow.

How does collaboration work in a Online accounting service?

An accounting service organised online thrives on clear interfaces, roles and rules. Not a variety of tools. That's why every project starts with a clarification of requirements and system integration.

  • Process analysis

    Volumes, input channels, systems, approvals and master data are recorded in the process analysis. This determines which process variants need to be mapped and how workflows can be set up properly.

  • Set-up

    The release concept, roles and authorisations, account assignment and reconciliation rules as well as warning cases (e.g. deviations, long idle times) are defined in the set-up. This defines when processes run automatically and when a check takes effect.

  • Integration

    The integration ensures a continuous process: connection to ERP, financial accounting and archiving systems as well as clear transfer points for booking data and document references. This creates stable data flows without media disruptions.

  • Go-live and stabilisation

    After the go-live, processes are monitored in live operation, optimised and scaled if necessary. The aim is stable operation with traceable throughput times and transparent documentation. Approvals can be web-based (e.g. via link), optionally also via SAP or other workflow platforms.

Common errors with the online accounting service

Stumbling blocks also arise with digital accounting services, usually due to unclear rules or a lack of process definition.

  • Unclear process responsibilities

    If it is not clearly defined who is responsible internally or externally, delays or duplicate processing occur.

  • Lack of data quality

    Incomplete or incorrect master data slows down automated processes.

  • Insufficient interface integration

    Without a stable connection to ERP, DMS or archiving systems, media disruptions and additional work arise.

  • Inadequate training of employees

    If there is a lack of training and clear guidance, acceptance decreases and workarounds develop.

SGH accompanies implementation and operation with onboarding, documentation and support so that these errors are avoided.

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Which legal requirements apply to online accounting services?

GoBD requirements apply to digital accounting. The decisive factor is the traceability of the entire process (recording, checking, approval, posting, archiving).

SGH ensures that:

  • Documents are archived in an audit-proof manner
  • all processing steps are documented in a traceable manner
  • Access for examinations is possible at any time
  • the GDPR is complied with, especially for sensitive data
Employee works on screen and manages the accounting service online

Request accounting service online

Whether a complete accounting service online or individual modules: SGH creates clear processes, digital workflows and reliable documentation.

SGH is based in Hildesheim, but serves clients throughout Germany. Whether you want to outsource individual tasks or digitise your entire accounting: The service is tailored to your requirements and your system landscape.

Our services are suitable for companies of all sizes: From bookkeeping for small businesses with simple structures to bookkeeping for large companies with complex requirements for GoBD, financial statements and integration into existing ERP systems.

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More on the topic

Frequently asked questions about Online accounting service

Which tasks can be mapped online?

Typically: Invoice receipt, matching, checking, approval, posting, archiving and payment runs. Optionally supplemented by accounts receivable processes such as invoicing and dispatch.

Does this also work with e-invoicing or EDI?

Yes, digital formats such as EDI and e-invoicing are central components of the online accounting service and are supported.

How does control remain within the company?

Via defined roles, rules and approvals. Status, history and process logs provide additional transparency.

How does a project typically start?

With process analysis, set-up (rules/roles/releases), integration in ERP/archive and then go-live with stabilisation, monitoring and optimisation.