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Tax Firm: Client Portal with DATEV Integration
A 13-person firm reduces queries about receipts by 70% through an AI-powered client portal.
The Challenge
- •Clients send a jumble of receipt photos via WhatsApp
- •Case workers spend 30–40% of their time classifying receipts and following up on missing information
- •Before every quarter: Stress because 40% of clients submit incomplete documentation
The Solution
- Client portal with drag-and-drop upload (Web + iOS/Android)
- AI classifies receipts (e.g., entertainment, fuel receipts, incoming invoices)
- Pre-check: Completeness, legible amounts, plausible VAT keys
- Automated, structured, and polite queries sent to clients for missing information
- Handover to DATEV with correct booking keys
Results
| Metric | Before | After |
|---|---|---|
| Queries per client/month | 8–12 | 2–3 |
| Manual receipt classification | 100% | 12% |
| Quarterly stress (scale 1–10) | 9 | 4 |
| Client satisfaction | 3.8 / 5 | 4.7 / 5 |
Stack
Claude Sonnet 4.5 (Classification)Azure OpenAI EUDATEV-Connect APINext.js PortalData Processing Agreement with Subcontractors
What we learned
- →DATEV-API is idiosyncratic — 30% of project time went into a clean booking logic
- →Clients >60 years old needed a 15-min onboarding video, after which acceptance was high
- →Pre-check texts had to be rephrased 4 times — AI was initially too cold/legalistic
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