Constantly searching for missing receipts? Excel spreadsheets that raise more questions than they answer? Then it’s high time to look into the topic of automation in accounting. After all, modern accounting software not only saves time, but also reduces sources of error, simplifies processes and ensures a peaceful night’s sleep for entrepreneurs and accountants alike.
In this article, we show how automation is revolutionising accounting – with practical examples, concrete benefits and an outlook on how companies can benefit from it in the long term.
Warum traditionelle Accounting reaches its limits
Many small and medium-sized companies still work with manual processes: Receipts are printed out, filed, manually assigned to accounts or forwarded by email. Even when digital tools are used, there is often a lack of end-to-end automation. This costs:
- Time due to manual input and checking
- Money due to repeated work steps and a lack of efficiency
- Nerves due to errors, deadlines and a lack of overview
Added to this are increasing documentation requirements, compliance specifications and the expectation of fast response times – both internally and from authorities or partners.
What exactly does automation mean in accounting?
Automation in accounting means that recurring tasks are taken over by software – either in full or in part. Typical examples:
- Automatic document import (e.g. from emails or scans)
- Categorisation and account assignment using intelligent algorithms
- Rule-based workflows for approvals
- Automatic payment reconciliation with bank transactions
Integration with ERP and CRM systems
Artificial intelligence (AI) and machine learning are increasingly being used to identify patterns, optimise processes and provide recommendations for action.
7 concrete advantages of automated accounting
1. Enormous time saving
Routine tasks such as sorting receipts, typing invoices or manually reconciling bank transactions are a thing of the past. The time saved can be invested in value-adding activities – such as consulting, strategic planning or customer support.
2. Reduction of errors
Human errors – such as transposed figures, incorrect account assignments or double bookings – are significantly reduced by automated checking processes. This minimises correction work and queries from the tax office.
3. Real-time transparency
Modern accounting solutions offer up-to-date analyses and dashboards at all times. Entrepreneurs know the status of liquidity, open items or the cost structure at the touch of a button.
4. Better co-operation
Automated workflows enable teams to work together seamlessly – even remotely. Documents can be uploaded, commented on and approved centrally without creating email chaos.
5. Compatibility with tax consultancy & tax office
Digital document archiving, GoBD-compliant interfaces and DATEV exports make collaboration with tax consultants much easier – and make tax audits more relaxed.
6. Scalability
Automation grows with the company. New clients, locations or business areas can be integrated without a linear increase in personnel.
7. Future security
Automation is not just a trend, but a crucial building block for future-proof financial processes. Those who digitalise today will be more agile tomorrow – especially in economically uncertain times.
Practical example: How a medium-sized company saves 20 hours a week with automation
A medium-sized retail company with around 25 employees opted for an automated accounting solution in 2023. Previously, receipts were sorted manually, scanned and sent to the accounting department. Today, everything is digital:
- Incoming invoices are automatically imported from the email inbox
- Receipts are assigned to accounts with AI support
- Payments and reminders are processed via automated workflows
- The tax consultancy receives a structured DATEV export every month
The result: 20 hours less accounting work per week, fewer queries, faster month-end closing – and happier employees.
5-step plan for getting started with automated accounting
Many companies know that they should digitise – but don’t know exactly how to get started. That’s why we provide you with a compact 5-step plan that gives you orientation and can be implemented immediately:
1. Identify recurring tasks
Start with a simple list: Which activities in your accounting department are repeated regularly? Examples: Entering receipts, bank reconciliation, dunning, month-end closing.
Tip: Ask your accounting department or external service provider what takes up the most time.
2. Recognise quick wins
Which of these tasks can be automated in the short term? Importing receipts by email or digital payment reconciliation can usually be implemented quickly.
Example: Use a tool that automatically imports and archives invoices from the email inbox.
3. Evaluate the right tool
Choose a solution that fits your requirements – and can be flexibly expanded. Pay attention to:
- Interfaces (e.g. to DATEV, your ERP or online banking)
- User-friendliness
- Support & training
- GoBD compliance
ZELMION tip: We provide vendor-neutral advice and help you select the right tool.
4. Standardise processes
Define clear processes: Who uploads receipts? Who checks payments? Who approves invoices? Automation works best when processes are consistent.
Checklist: Create a digital accounting manual – also helpful for new employees.
5. Take employees with you
Communicate clearly why you are automating: It’s not about cutting jobs, but about reducing workloads and improving quality. Train your team at an early stage – and get feedback.
Pro tip: organise a short kick-off webinar to bring everyone up to the same level of knowledge.
What else needs to be considered when introducing automated accounting?
Switching to automated processes does not happen overnight – it requires planning and change management. Here are some important success factors:
- Analyse processes in advance and identify bottlenecks
- Clearly define responsibilities
- Carry out pilot projects in small teams
- Train and actively involve employees
- Set up technical interfaces properly
With good planning and a clear project focus, automation does not become a burden – but a liberation.
Automation is not a job killer – it’s a productivity booster.
A widespread misconception is that automation replaces jobs. In fact, work is shifting away from monotonous data entry and towards analysing, consulting and strategic thinking. The role of accounting is being upgraded – from an administrative apparatus to a central control instance in the company.
Conclusion: Now is the right time to automate
The advantages are obvious: less effort, a better overview, happier teams – and all this with maximum scalability. Automation in accounting is not a dream of the future, but has long been a reality.
Companies that act now will secure competitive advantages, increase their resilience and create scope for innovation.
