Automate Shopify Accounting: DATEV Export for Your Accountant

Automate Your Shopify Accounting: How to Export Your Data to Your Accountant with DATEV

Running a Shopify store means keeping track of a lot of moving parts. Orders come in, customers make purchases and your business grows. But behind every sale, there is also paperwork to take care of: creating invoices, issuing credit notes, recording payments and preparing documents for accounting.

When you are just starting out, these tasks are usually manageable. But as your store grows, keeping everything organised can quickly become a challenge. This is especially true when it is time to send your records to your accountant.

The good news? Much of this work can be automated. With the right Shopify app, you can create invoices and supporting documents automatically, prepare your accounting data in a structured format and make the handover to your accountant much easier.

In this article, we explain what matters when managing Shopify accounting, which features to look for in an app and how to set up a reliable export workflow.

1. What Does Good Shopify Accounting Need to Cover?

Before choosing an accounting app, it is worth understanding the requirements your store needs to meet. A good solution should do more than simply generate invoices. It should also help ensure that your receipts and accounting data are complete, traceable and properly organised.

GoBD: More Than Just Saving Invoices

In Germany, the GoBD are the principles governing the proper management and retention of electronic books, records and documents relevant for tax purposes.

Among other things, they require:

• Completeness: All relevant business transactions must be recorded.

• Traceability: Transactions must be traceable through the corresponding supporting documents.

• Timely recording: Business transactions must be documented promptly.

• Immutability: Original records and documents must be preserved, with changes remaining traceable.

• Organisation: Records must be stored so they can be found and reviewed when needed.

This is particularly important for Shopify stores. One order can trigger several accounting events: an invoice, a payment, a refund or a cancellation. All of these need to be reflected correctly in your accounting records.

An automated solution helps you document these processes consistently. However, using an app alone does not automatically make your entire accounting process GoBD-compliant. The overall setup and how you use it also matter.

Why Automation Becomes More Important as Your Store Grows

When you only receive a handful of orders, creating invoices and organising receipts manually may still work. But as order volumes increase, so does the workload. Add returns, partial refunds, different tax rates and international sales, and things can quickly become complicated.

Handling every transaction individually takes time and increases the risk of missing documents or incorrectly recording adjustments.

Automating your Shopify accounting takes care of repetitive tasks. For example, invoices can be generated automatically after a paid order. When an order is cancelled or refunded, the corresponding correction document can be created as well.

This gives you a consistent process instead of having to collect and organise everything manually at the end of each month.

Storing Invoices and Supporting Documents Correctly

Document retention is another important part of your accounting setup. In Germany, the general retention period for accounting documents such as invoices has been eight years since 1 January 2025. Other types of business records may be subject to different retention periods.

Sales within the EU can also involve additional tax requirements, depending on the transaction. These may include OSS sales, intra-Community B2B transactions or tax-exempt exports to countries outside the EU.

It is therefore not enough to simply have a PDF invoice. The related data and information must also be properly organised and accessible. For electronic invoices, the structured data format may be relevant too.

By archiving your documents digitally and linking them clearly to the corresponding transactions, you make working with your accountant easier and are better prepared for potential tax audits.

2. Choosing the Right Shopify App for Your Accountant Export

Shopify offers several ways to review orders and sales figures. However, these features alone are often not enough for complete accounting. Your accountant needs more than an overview of your sales. They also need the relevant supporting documents and accounting information.

That is why a suitable app should offer more than a simple CSV download.

Essential Features to Look For

When comparing Shopify accounting apps, pay attention to the following features:

Automatic Invoice Generation

The app should generate invoices directly from paid Shopify orders. This means you do not have to create every invoice manually or generate them afterwards.

Cancellations and Credit Notes

Returns and refunds are part of running an online store. Your app should be able to create the appropriate correction documents and link them to the original invoice.

Correct VAT Handling

Different tax rules may apply to sales within Germany, other EU countries and non-EU countries. A good solution should take relevant information from Shopify into account and help identify missing details rather than simply assuming a tax rate.

DATEV and CSV Export

Many accounting firms in Germany use DATEV. A DATEV export can simplify the handover if the data is prepared according to your accountant's requirements.

Alternatively, a configurable CSV export can be useful if your accountant works with a different accounting system.

Document Archive and Clear Organisation

In addition to accounting data, your supporting documents must also be available. Look for a solution that lets you store and export invoices and other documents in an organised way.

DATEV, CSV or PDF: What Does Your Accountant Need?

Different export formats serve different purposes:

• DATEV export (EXTF): Contains structured accounting data that can be processed in DATEV. The account mapping, tax codes and posting logic should be agreed with your accountant.

• CSV export: A flexible spreadsheet file whose columns and contents can often be adapted to the accounting system being used.

• PDF and ZIP archive: Contains the actual supporting documents, such as invoices and credit notes. It complements accounting data but does not automatically replace it.

The right format depends on your accountant's workflow. A DATEV export is not automatically suitable for every accounting firm. Even the best integration will not help much if account mapping or posting logic has not been agreed upon.

Easy Invoices: Invoices and Accountant Exports in One Shopify App

With Easy Invoices, you can manage invoice creation and prepare your accounting documents directly within Shopify.

The app automatically generates invoices for paid orders. Cancellations and credit notes are also taken into account. Information such as the delivery country and customer type is considered when determining the tax treatment.

For handing over your records to your accountant, Easy Invoices offers several options:

• DATEV export in EXTF format

• Customisable CSV export

• Password-protected document archive

• Z3 export for tax audits

This means you do not have to create invoices in one system, search for documents in another and compile accounting data separately.

Find out more about the available options on our pages for DATEV export, CSV export and the document archive and Z3 export.

3. Integrating Accountant Exports into Your Shopify Workflow

Choosing the right app is only the first step. To make accounting genuinely easier, exporting your data should become a regular part of your workflow.

Step 1: Connect Your Shopify Store and Automate Invoices

After installing Easy Invoices, connect it to your Shopify store and configure your invoice details. This includes your business information, invoice numbering, tax settings and preferred invoice design.

Once everything is set up, the app can automatically generate the appropriate document for paid orders. Cancellations and credit notes are also taken into account.

This saves time and helps ensure that your documents are created consistently.

Step 2: Agree on the Export Format with Your Accountant

Find out early on how your accounting firm wants to receive your data. If they work with DATEV, an EXTF accounting export is often a good starting point. If they use a different system, a suitable CSV export may be the better option.

You should also discuss which accounts, tax codes and payment details are required. This is particularly important when working with Shopify Payments, PayPal or other payment providers, as fees and payouts may need to be accounted for separately.

Keep in mind that the total value of your Shopify orders is not necessarily the same as the amount eventually deposited into your bank account. Payment fees, refunds and payout schedules all need to be taken into account.

Step 3: Send Your Documents and Accounting Data Regularly

Agree on a fixed schedule with your accountant. For many Shopify stores, a monthly handover is a practical option.

Your accounting data and supporting documents should match. A well-prepared export should not only contain figures but also make it possible to trace each transaction back to the relevant business document.

Easy Invoices helps you organise this process with its document archive and available export formats. The actual transfer method – for example, an agreed file upload, an accounting firm portal or another transfer method – can be set up to match your accountant's workflow.

This way, accounting becomes a regular process rather than a stressful task you have to tackle at the end of every month.

4. What Are the Benefits of Automating Shopify Accounting?

The biggest benefit is not just saving time. You also gain a more reliable overview of your documents and reduce repetitive manual work.

With a well-organised workflow, you benefit from:

• Less manual work: Invoices, cancellations and credit notes are generated automatically.

• Fewer sources of error: Consistent processes reduce the risk of missing or incorrectly assigned documents.

• Better organisation: Invoices and accounting data can be compiled in a structured way.

• Easier collaboration: Your accountant receives the agreed data and documents in a suitable format.

• More time for your business: You spend less time searching for and sorting paperwork.

As your Shopify store grows, a well-designed automation process becomes increasingly valuable. You can focus more on your products, customers and business growth while repetitive accounting tasks are handled in the background.

Conclusion: Automate Your Shopify Accounting and Free Up Your Time

Good Shopify accounting does not start when you send your documents to your accountant. It starts with every individual transaction: an order, an invoice, a payment or a refund.

When these transactions are documented correctly from the beginning, exporting your accounting data becomes much easier. The key is making sure invoices, correction documents, accounting data and document archiving all work together.

With Easy Invoices, you can automate invoice creation directly in Shopify and prepare your records for your accountant. This reduces manual work and brings more structure to your accounting process.

Want to make managing your Shopify accounting easier?

Discover Easy Invoices and try the app free for 14 days.

Frequently Asked Questions About Shopify Accounting

Can I connect Shopify directly to DATEV?

Shopify offers various ways to export data and connect with other systems. However, a dedicated integration or app is often needed to prepare accounting data in a structured format. Check with your accountant whether a particular export fits their DATEV workflow.

What data does my accountant need from Shopify?

This depends on your business model and accounting process. Common requirements include invoices, credit notes, accounting data, payment information and details of fees or payouts. Your accountant can tell you exactly which information is required.

Is a Shopify accounting app automatically GoBD-compliant?

No. An app can support important requirements, such as organised and traceable document archiving. However, GoBD compliance depends on the entire process, including configuration, usage, retention and internal procedures. The responsibility for proper bookkeeping remains with the business.

Can returns and refunds be automated too?

Yes. A suitable app can automatically create correction documents, such as cancellation invoices or credit notes, when orders are cancelled or refunded. It is important that these documents remain clearly linked to the original invoice.

Is a PDF export enough for accounting?

A PDF archive is important for providing invoices and other supporting documents. However, structured accounting data may also be required for the actual bookkeeping. That is why it makes sense to consider document archiving and accounting exports together.