Digital Accounting That Works in Everyday Life
DIGITAL ACCOUNTING FOR BUSINESSES IN VIENNA AND AUSTRIA
With ambicon, you can transmit documents via a defined digital pathway, reduce the time and effort spent on searching and follow-up inquiries, and establish a reliable foundation for ongoing analyses. Your personal contacts remain available and will work with you to determine which processes, approvals, and interfaces are best suited to your company.
Clearly defined processes
In Person in Vienna
Digital Across Austria
What is digital accounting?
Accounting
Digital accounting means that documents, bank data, approvals, inquiries, and reports are processed through coordinated digital workflows. The goal is a complete and traceable flow of information, from document entry through ongoing posting to reporting. Software can simplify recurring steps; however, accountability, document quality, and professional oversight remain essential.
When receipts are scattered in many different places, it's not just time that's lost
Paper invoices in a folder, PDF receipts in various inboxes, missing approvals, and follow-up questions right before a deadline create unnecessary work. At the same time, reports arrive too late or are based on incomplete information.
Digital accounting doesn't solve this problem with just an app. What matters most is a process that's followed consistently in day-to-day operations: with a clear intake channel, defined responsibilities, transparent follow-ups, and a workflow that fits your business.
One entry point instead of many storage areas
Receipts are provided via the agreed-upon digital channel rather than being distributed via private chats, random emails, and stacks of paper.
Clear Responsibilities Instead of Open-Ended Questions
You know who approves documents, who fills in missing information, and who at ambicon is responsible for ongoing processing.
Useful figures instead of surprises down the road
The more complete and up-to-date the data is, the more effectively it can be used for analyses of liquidity, costs, open items, and other decisions.
What does digital accounting with ambicon entail?
SCOPE OF SERVICES
The specific scope of services depends on your legal structure, transaction volume, internal processes, industry, and the systems you use. Before we begin, we’ll define which tasks ambicon will handle, which documents you’ll provide, and which approvals will remain within your company.
Process and System Analysis
We’ll examine how incoming and outgoing invoices, bank transactions, cash transactions, approvals, and reports are organized today. From this, we’ll derive a realistic target process.
Digital Document Transmission
Documents are transmitted via an agreed-upon digital channel. File formats, naming conventions, responsibilities, and transmission frequency are specified during onboarding.
Day-to-Day Bookkeeping
We record and process the agreed-upon business transactions based on the documents provided. Any unclear or missing information is clarified through a transparent follow-up process.
Bank, Cash, and Account Reconciliation
Bank transactions, cash on hand, and relevant accounts are reconciled to the agreed-upon extent. Which interfaces can be used depends on the bank, the system, and technical availability.
Advance Sales Tax Return and Other Filings
If instructed to do so and provided that it is covered by the confirmed scope of authorization, we will prepare ongoing sales tax returns based on the posted and approved data and submit them through the designated channel.
Ongoing Analyses
You will receive the agreed-upon reports at regular intervals. We will explain key items and clarify which metrics are actually relevant to your decision-making.
Digital Storage and Transfer
We define which documents are available in the system, how access is managed, and how data can be exported or transferred in the event of a system change or a change in consultants.
How to Organize Your Bookkeeping Digitally
PROCEDURE
1
Digital Check
We assess your current situation: legal structure, document workflows, banking and cash management processes, outgoing invoices, approval processes, employees, existing software, and desired reports.
2
Target Process and Responsibilities
We determine which channel will be used for which documents, who within the company is responsible for approval, how inquiries will be handled, and which tasks ambicon will handle.
3
Setup and Data Import
Access rights, roles, master data, and interfaces will be set up according to the confirmed scope. In the event of a change, we will review existing data, open periods, and necessary exports.
4
Test Run and Quality Control
An initial billing period shows whether documents are being received in full, whether allocations are working properly, and whether inquiries are being handled in a clear and understandable manner. The process is adjusted as needed.
5
Ongoing Operations and Review
After launch, accounting, inquiries, and analyses are handled according to the agreed-upon schedule. The process is refined as the business grows, new systems are introduced, or workflows change.
How Digital Accounting Improves Business Operations
Advantages
Less effort spent on searching and handoffs
A clear document trail reduces duplicate filing, manual handoffs, and the need to search for missing documents.
Traceable Processing
Inquiries, approvals, and responsibilities are organized through defined channels. This makes it clear what has been completed and where information is still missing.
A more up-to-date data set
If documents are submitted regularly and in full, analyses can be available sooner and better incorporated into ongoing decision-making.
Personal Support
At ambicon, “digital” does not mean “anonymous.” You have a dedicated contact person who understands the process and can address any technical or organizational questions.
Scalable Workflows
A clearly defined process can be more easily adapted to handle more documents, additional employees, new locations, or additional systems.
A Better Foundation for Counseling
Structured and timely data facilitates coordination with financial reporting, tax consulting, management accounting, and business planning.
Effectively Integrating Existing Systems
INTERFACES
Many companies already use invoicing software, online banking, point-of-sale systems, e-commerce platforms, time-tracking tools, or inventory management systems. As part of the Digital Check, we assess what data is available, what export options or interfaces are in place, and where a simple, standardized process makes more sense than a complex custom solution.
Bank Accounts and Payment Information
Outgoing Invoice and Billing Systems
Cash Register and Point-of-Sale Data
E-commerce, online store, and payment providers
Merchandise Management and Industry-Specific Systems
Payroll and Human Resources Processes
Digital accounting is a process—not a single tool
TEAMWORK
An app can capture receipts, extract data, or provide documents. However, whether this results in a reliable accounting process depends on data quality, roles, approvals, interfaces, and business controls.
What Can Be Automated
Depending on the system, features such as recurring data imports, document recognition, assignment suggestions, bank reconciliations, or reminders may be supported. The actual degree of automation depends on the solutions used and the quality of the input data.
What Human Testing Requires
Unclear service details, incorrect invoices, personal contributions, international issues, special cases, and economic classification cannot be reliably replaced by a blanket promise of automation.
What Remains Within the Company
Your company remains responsible for providing complete and accurate source information, timely delivery, internal approvals, and the clarification of actual business transactions. The specific division of responsibilities is set forth in the engagement agreement.
Working Safely in the Digital World—With Clear Rules
SECURITY AND STORAGE
Accounting data may contain confidential business and personal information. For this reason, access rights, roles, transmission channels, and deletion or retention rules are defined before the system goes live.
Distribute Accesses by Task
Not everyone needs the same rights. Roles and access permissions are assigned so that employees can see only the functions and data they need to perform their jobs.
Keep receipts complete and legible
In Austria, books, records, and related supporting documents are generally subject to statutory retention periods. When stored electronically, it must be ensured that a complete, organized, identical, and legible reproduction is available throughout the applicable retention period.
Do not destroy paper indiscriminately
There is no one-size-fits-all answer to whether an original paper document may be discarded after scanning. The type of document, tax requirements, evidentiary value, specific deadlines, and the archiving system used must all be taken into account.
Review Privacy Policies and Service Providers
For cloud and software solutions, data protection roles, contracts, subprocessors, technical and organizational measures, and potential transfers to third countries must be reviewed and documented.
For which companies is digital accounting particularly beneficial?
TARGET AUDIENCES
Digital accounting is ideal for companies that want to streamline document workflows, clarify responsibilities, and make more structured use of their financial data—regardless of whether the process is being built from scratch or further developed from an existing solution.
Entrepreneurs and Self-Employed Individuals
For a clean start with clear documentation processes, understandable routines, and a structure that won't need to be replaced after just a few months.
SMEs and growing companies
For companies where an increase in transactions, employees, or locations creates greater demands on approvals, reporting, and collaboration.
Construction, Trades, and Mobile Teams
For businesses where documents are generated on construction sites, in vehicles, or at multiple locations and need to be promptly fed into a central process.
Retail, Manufacturing, and E-Commerce
For companies that handle inventory movements, use different payment providers, and manage point-of-sale data or online store systems—all of which require reliable data integration.
Agencies, IT, and Consulting Firms
For knowledge-based business models that want to systematically track project-related costs, recurring services, and digital outgoing invoices.
International Companies in Austria
For companies with ties to Austria that need to coordinate data from multiple systems or countries at an early stage and classify it according to business requirements.
How much does digital accounting cost?
FEE
The costs depend not only on the number of documents. Other relevant factors include the legal form of the business, the volume of postings and transactions, banking and cash management processes, the number of systems, the quality of the documentation, necessary reconciliations, desired reports, and the effort required for setup or data import.
After the Digital Check, you will receive a proposal that clearly outlines the agreed-upon scope of services, your company’s role in the process, and how any additional work will be handled.
What factors determine the fee?
Legal structure, industry, and scope of ongoing bookkeeping
Number and complexity of documents and transactions
Bank Accounts, Cash Registers, Payment Providers, and Interfaces
Quality, Completeness, and Timeliness of Data Provision
Setup, migration, and configuration effort
Requested analyses, meetings, and additional services
From Accounting to Better Decision-Making
RELATED SERVICES
Digital accounting provides the data foundation. It creates additional business value in conjunction with the services that build on this data.
Tax Consulting
Discuss tax issues and decisions based on structured, up-to-date information.
Digital Accounting
Submit receipts digitally, streamline processes, and keep track of your numbers in an organized way.
Payroll Processing
Digitally organize HR and payroll processes and reconcile them with ongoing accounting.
Financial Statements & Tax Returns
Prepare the annual financial statements based on well-maintained, up-to-date accounting records and present the results in a clear and understandable manner.
Financial Statements and Tax Returns
Management Consulting
Translate analyses, liquidity, costs, and planning into concrete business decisions.
Starting a Business
Set up documentation processes, systems, and responsibilities effectively right from the start.
Starting a Business in Austria
Trust That Can Be Demonstrated
- Dedicated Contacts
- Digital Collaboration
- Clear Communication
- Care Services in Vienna and Throughout Austria
Frequently Asked Questions About Digital Accounting
FAQ
What is digital accounting?
Digital accounting organizes documents, bank data, approvals, inquiries, and reports through coordinated digital processes. Documents are not only scanned but also recorded in a structured manner, assigned to ongoing accounting tasks, and made available for review and analysis. The systems and steps used depend on the company and the agreed-upon scope of services.
What is the difference between digital and traditional accounting?
In traditional accounting, documents are often collected in paper form and submitted periodically. Digital accounting uses defined electronic channels for documents, data, and inquiries. The business purpose remains the same: business transactions must be processed completely, transparently, and in accordance with regulations. Digitalization primarily changes the work process, not the responsibility for maintaining accurate records.
Is digital accounting fully automated?
No. Software can extract data, suggest classifications, import bank transactions, or assist with recurring tasks. However, unclear documents, special cases, approvals, and professional judgments still require human review. A sound process therefore clearly outlines what is automated and where human oversight remains necessary.
How do I submit my receipts to ambicon?
The submission method is determined during onboarding. Depending on the approved system, documents can be submitted via a portal, an app, a designated upload, or an integrated solution. Private messaging apps, unstructured multiple storage locations, and insecure channels should be avoided.
Can I destroy paper documents after scanning them?
There is no one-size-fits-all answer for every document. In Austria, there are retention requirements and standards for complete, organized, accurate, and legible copies. Additionally, originals may remain relevant due to their evidentiary value or specific regulations. Therefore, the type of document and the specific archiving process must be reviewed before disposal.
How long must accounting records be retained?
In Austria, books, records, and related supporting documents must generally be retained for seven years. Longer retention periods apply to certain documents, such as those related to specific real estate transactions or special cases. The specific retention period and the start date of the retention period should be determined based on the type of document.
Can I integrate my bank or my billing software?
Many systems offer export options or interfaces. Whether a direct connection is practical and feasible depends on the bank, the software, the data format, access permissions, and ongoing maintenance. As part of the Digital Check, we assess the existing system landscape and recommend a process that is viable from both a technical and organizational standpoint.
What reports will I receive?
The scope of services specifies which reports will be provided. Depending on the accounting method and system, these may include, for example, balance sheets, short-term profit and loss statements, open-item reports, or customized business reports. The usefulness and timing of these reports depend largely on data that is complete and delivered on time.
How much does digital accounting cost at ambicon?
The price depends, among other things, on the legal form, document and transaction volume, banking and cash management processes, number of systems, data quality, desired scope of analysis, and setup or migration costs. Following the Digital Check, you will receive a quote with a clearly described scope of services and details on how additional costs will be handled.
Can I switch from Papier or another provider?
Yes. Before the transition, we review existing data, open posting periods, exports, additions, data retention, and upcoming deadlines. We then determine which data will be transferred, the effective date from which ambicon will begin operations, and how to avoid duplicate work or gaps in information.
Does ambicon serve companies outside of Vienna?
Yes. In-person meetings are possible in Vienna; digital documentation processes and online coordination enable ongoing collaboration with companies throughout Austria. For complex systems or international matters, we assess in advance whether the necessary professional and technical capacity is available.
Turn Receipts into a Reliable Process
In the Digital Check, we review your current document workflows, systems, responsibilities, and reporting needs. Afterward, you’ll know what the next logical steps are and what a personalized, digitally organized collaboration with ambicon might look like.
The Digital Check is designed to help you assess your needs in a structured way. This form does not constitute acceptance of a client engagement, a commitment to implement a system, or individual tax advice.
