For tax advisors & bookkeeping firms

Receipt capture even the shoebox client can handle

One link, no login: the client photographs the receipt, fills three mandatory fields, done. Captured promptly, traceably and structured — instead of WhatsApp photos and a shoebox at quarter-end.

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How does it work?

~2 Std less sorting and re-entry work per small client per month

The quarter-end you know too well

Shoebox and WhatsApp chaos

The snack-bar owner brings the box, the hairdresser sends 40 receipt photos via messenger — unsorted, unassigned, some duplicated, some illegible. Your staff sorts, scans and retypes.

GoBD: prompt and traceable — both missed

German GoBD rules demand prompt, tamper-proof and traceable capture. A receipt photo in a WhatsApp chat, handed in three months late, meets none of that — and at a tax audit that is exactly what bites.

DATEV login as onboarding hurdle

DATEV Unternehmen online would be the answer — for digitally fluent clients. The hairdresser and the snack-bar owner give up at the login and keep delivering paper. You need something that works without training.

How Questee shortens the receipt pipeline

  1. 1

    Set up a receipt form per client

    Pick the "receipt capture" template, define mandatory fields (date, amount, category, photo) and send the client a password-protected link — saved as a bookmark on their phone.

  2. 2

    Client photographs right after purchase

    Receipt in front of the phone camera, tap amount and category, submit — 60 seconds, no login, no app install. Mandatory fields stop incomplete receipts from ever arriving.

  3. 3

    Firm receives structured receipts

    Every receipt arrives with timestamp, category and metadata — continuously instead of a quarterly box. Export as CSV plus files, prepared for processing in DATEV. Submissions stay documented audit-proof.

What the receipt pipeline needs

Photo upload from the phone camera

Photograph the receipt right in the browser — no app, no login, no scanner.

Mandatory fields instead of follow-ups

Receipt date, amount, category — incomplete submissions cannot be sent.

Timestamp per submission

Every receipt arrival is documented with date and time — traceable for the auditor.

Per-client password protection

Each client gets their own link with its own password — no mixing.

CSV export plus receipt files

Metadata as CSV, photos bundled — prepared for the firm's DATEV workflow.

Hosted in Germany, virus scan

GDPR-compliant, every file scanned automatically, downloads via signed tokens only.

One plan for the whole firm

Free to test with pilot clients (3 forms). Pro for the rollout (unlimited forms, 10,000 responses/month) — no per-client cost.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

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Answers from firm practice

Is capture via Questee GoBD-compliant?
Questee documents every receipt arrival with timestamp, unmodified original file and traceable history — covering the GoBD demands for prompt, traceable capture at the point of entry. The leading audit-proof archive remains your firm system (e.g. DATEV); Questee is the structured intake channel in front of it.
Why not just use DATEV Unternehmen online?
For digitally fluent clients: absolutely. The problem is the rest — small clients who fail at the login and keep delivering paper. Questee is the low-threshold bridge: one link, no account, no training. Many firms run both: DATEV UO for the big ones, a Questee link for the shoebox faction.
Can really every client manage this?
Anyone who can send a photo via WhatsApp can handle the form — same gesture, but with mandatory fields and structure. One question per screen, big buttons, plain language. The link can sit as an icon on the home screen, so it feels like an app.
What about illegible or duplicate receipts?
Far fewer than today: the client sees the photo before submitting and can retake it. Mandatory fields enforce date and amount, so duplicates surface immediately on reconciliation. And since receipts arrive continuously rather than quarterly, the original is still findable when you ask.
How do receipts get into my firm software?
Via export: metadata (date, amount, category, client) as CSV, receipt files as a bundled download. The CSV column format is built for onward processing — your firm's document-transfer workflows can be fed without manual re-entry per receipt.
Are the receipt photos stored securely?
Yes — hosted in Germany, every file is automatically virus-scanned, downloads run exclusively via signed tokens. Each client link is password-protected, so no client sees another's receipts. DPA under Art. 28 GDPR on request.
What does it cost per client?
Nothing per client — pricing is firm-wide. Pro: €9/month billed annually, unlimited client forms, up to 10,000 submissions per month. For comparison: a single hour of sorting work per month costs more.
Can clients submit other documents too?
Yes — the form accepts PDF, JPG, PNG, DOCX and XLSX up to 25 MB per file. Many firms add a second form for year-end documents or payroll records, with its own mandatory fields per occasion.

The last shoebox was last quarter

Start template, set mandatory fields, send the link to a first pilot client. Free trial, no contract.

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