Archivierung: Software Lexware

Digitalize invoices, receipts, and contracts instantly.

With the help of the Lexware support team, Hans implemented the archivierung software. The process was smoother than expected, and soon, the company's digital records were neatly organized and stored in a secure, easily accessible archive.

Lexware Archivierung is a specialized cloud-based software solution that automates the long-term, unalterable storage of business-critical documents. Unlike simple storage on a hard drive or USB stick, which the tax office does not recognize as "audit-proof," Lexware's system ensures that every document remains available and original for the required legal retention periods. software lexware archivierung

Despite the software’s capabilities, many users fail to implement proper archiving processes. The most common mistake is . Users keep documents in the "open transactions" module for years, arguing that the data is still "active." This violates GoBD, which requires that all records—open or closed—must be archived in a tamper-proof manner. The second pitfall is relying on external PDF storage while deleting the corresponding Lexware database record. This breaks the legal chain of evidence, as the archived PDF lacks the cryptographic hash linking it to the booking entry.

Find specific documents in seconds using OCR (optical character recognition) . Digitalize invoices, receipts, and contracts instantly

, ensuring that your digital documents (invoices, receipts, and delivery notes) are stored in a legally secure, unalterable format for the required 10-year period. 1. Lexware Archivierung: Core Solutions Lexware doesn't just offer one "archiving button"; it provides two primary ways to handle document storage: Lexware Archivierung (Cloud-Based): A dedicated, automated cloud service that captures documents directly from Lexware programs (like Lexware buchhaltung or warenwirtschaft). It features automatic indexing, full-text search, and audit-proof storage in German data centers. Integrated Export/Storage: Most Lexware desktop solutions include internal functions to lock documents once they are posted, fulfilling basic GoBD requirements by preventing subsequent changes without a trace. 2. Key Benefits of the Cloud Service Legal Compliance (GoBD): Documents are stored according to German "Principles for the proper management and storage of books, records and documents in electronic form." Automatic Synchronization: When you create an invoice in Lexware, it is automatically transferred to the archive without manual uploading. Searchability: You can search for specific keywords, amounts, or dates within archived PDFs, significantly speeding up tax audits. Space & Safety: Replaces physical folders and provides protection against local data loss (fire, water, or hardware failure). 3. Implementation Steps Check Compatibility: Ensure your current Lexware version (e.g., Financial Office, Buchhaltung Premium) supports the

From then on, the company's digital records were properly managed, and Hans could rest assured that they were compliant with regulatory requirements. The most common mistake is

Lexware addresses this through proprietary archive modules (e.g., Lexware Archivierung or Lexware Rechnungsarchiv). Unlike simple file folders on a hard drive, the software enforces . Once a document (e.g., an outgoing invoice) is moved to the archive module, it is secured against retroactive deletion or alteration. Furthermore, Lexware ensures audit-proof indexing . An auditor does not need to search through PDF files; they can query the Lexware archive by date, amount, or customer number, instantly retrieving a digitally signed original. Without this specific software logic, a company risks fines or the complete rejection of business expenses during a tax audit.