The problem: paper slows down productivity
Paper-based processes lead to typical friction losses:
- Receipt check: Where is the wholesaler's invoice? And what about the corresponding partial credit note? Missing receipts can lead to delays in input tax deduction – and to queries from the tax advisor.
- Timesheet puzzles: Handwritten records can be illegible or incomplete. Manual transfer to the payroll system is time-consuming and prone to errors.
- Complex tariff rules: Tariff adjustments, overtime surcharges or travel expense regulations make payroll accounting complex. Anyone who still calculates manually wastes their own time and risks making mistakes.
The solution: smart accounting
Modern, automated accounting acts as the ‘central nervous system’ of the business. Smart software recognises incoming content itself – even on scanned or photographed receipts. Amounts, tax rates and suppliers are thus read in directly and automatically pre-assigned.
Invoices and delivery notes can be recorded directly on site using an app. The document is immediately entered into the system and securely archived in accordance with GoBD principles. Nothing gets lost ‘on the way’ anymore. Unsorted stacks of documents are a thing of the past.
Automation instead of marathon calculations
Digitalisation and automation also play to their strengths in personnel management: with the help of mobile time recording, employees book their times directly to the respective project after completing an appointment and record travel times and breaks in real time.
This has significant advantages for payroll accounting:
- Automated calculation: The system automatically calculates surcharges for overtime or difficult working conditions based on the stored rates.
- Error-free transmission: The data flows directly into payroll accounting – no more manual entry errors.
- Transparent holiday planning: Holiday requests are submitted and approved digitally. Everyone can immediately see who is available and when, which makes project planning much easier.
- Ongoing cost calculation: Personnel costs can also be viewed at any time on a project-specific basis.
Data exchange at the touch of a button
In a digitalised environment, businesses and tax advisors work from the same database. All accounting data and document images are transferred at the touch of a button via secure interfaces such as DATEV. The tax office receives its advance returns on time, correctly and in a legally compliant manner. This saves time and increases the quality of business analysis: management can see at any time and in detail where the business stands, how its liquidity is doing, which projects are running profitably and where intervention is necessary.
The right software for your business!
When selecting software, pay attention to the following criteria:
Core functions
- Mobile time recording: Can fitters record their hours directly on the construction site using an app?
- Project reference: Can hours and material costs be easily and directly assigned to individual construction sites or orders?
- Automatic surcharges: Can the system calculate overtime, night work and hardship surcharges in accordance with the applicable collective agreement?
- Digital personnel files: Are holiday requests, sick notes and contracts stored centrally and in a legally compliant manner?
Accounting and interfaces
- Tax interface: Is there a certified data export for tax advisors?
- Document scanning with AI (OCR): Does the software automatically recognise invoice amounts, order labels and suppliers and assign them correctly?
- GoBD compliance: Does the provider guarantee audit-proof archiving that will stand up to a tax audit?
- Online banking reconciliation: Are account movements automatically reconciled with open invoices?
Usability and integration
- Easy to use: Can employees who are not tech-savvy find their way around?
- Cloud-based: Is access possible from anywhere? Office, construction site, home office?
- E-invoicing: Can the software receive and process the mandatory e-invoicing formats?
Support and security
- Support: Is there a hotline or chat service that can provide quick assistance in case of problems?
- Data protection (GDPR compliance): Is data stored in accordance with applicable law?
Practical tip
Ask the potential providers to give you a live demo at your company using specific examples to show you how the processes work, e.g. using a payslip with travel times and bonuses or an incorrect delivery with goods return and credit note. This will allow you to see how and whether automation works for you.
Conclusion
Switching to digital processes is not rocket science. It is not about turning everything upside down overnight. The important thing is to choose the right tools that are specifically tailored to your own needs. The investment in a smart automation solution usually pays for itself in just a few months through the time saved alone.
At the Future Room (Zukunftsraum) at FENSTERBAU FRONTALE + HOLZ-HANDWERK in Nuremberg from 24 to 27 March 2026, experts and entrepreneurs will be on hand to offer more directly applicable tips and concrete guidance on this and many other topics! You will also find innovative solutions, digital tools, trends and fresh ideas, live demonstrations, exciting presentations, lively expert interviews and a fully digitalised craft office to try out for yourself!
