A document for every payment.
BelegDa collects your receipts and invoices from mailboxes and folders, matches them against your bank account and shows which payment has no document yet. At the end of the month you export everything or send it to DATEV.
For freelancers and small companies in Germany who must keep their documents complete.
BelegDa is a Mac app and not publicly available yet.
- Sep 15Serverhaus NordInvoice RE-1001-€357.00Document in
- Sep 13Bürowelt HansenInvoice 2026-118-€23.80Document in
- Sep 11Tafelwerk SoftwareInvoice TW-1003-€16.01Document in
- Sep 08Pixelmühle DesignInvoice PM-1005-€35.70Document in
- Sep 02Druckerei LenzOrder 302-118-€41.99No document
4 of 5 payments have a document
A month with BelegDa
Four steps, every month.
The images show the app with sample data.
Collect
BelegDa fetches attachments from Gmail, Microsoft 365 and IMAP mailboxes, from a date you choose. It only reads and changes nothing in the mailbox. You can add folders for BelegDa to watch, or drag files into the window.
- Supplier portals open in their own window. You sign in and download the invoice. BelegDa takes it in.
- Formats: PDF, XRechnung, ZUGFeRD, PNG, JPEG and TIFF.
- When the same file comes from two sources, BelegDa keeps it once.
Check
The document on the left, the details BelegDa read on the right: supplier, invoice number, date, amount. Scans and photos are read on your Mac, in German and English. You choose business or private and approve the document.
- BelegDa checks the required invoice details under § 14 (4) UStG, such as tax number, tax rate and service date. Small invoices up to €250 need fewer details.
- Private documents are left out of the export.
Approved documents get a consistent name and a month folder. BelegDa works on copies by default. Every rename can be undone.
2026-09/2026-09-14 Serverhaus Nord GmbH RE-1001 EUR357,00.pdf
Match
You load the CSV export of your bank account. BelegDa suggests a document for every debit and gives the reason: amount, invoice number in the payment reference, supplier, date. You confirm each match yourself.
- You mark a payment without a document as “no document needed” with a reason, such as a bank fee or a salary, or as “still missing”.
- Anything still missing is listed as an open question in the export.
- BelegDa reads CSV files from German and English-language banks, also from several accounts.
Export or send to DATEV
When the month is complete, you export it as a ZIP package or send the documents to DATEV Unternehmen online.
- ZIP package: the originals, an overview page for the browser, a CSV register, the matched payments, the open questions and SHA-256 checksums.
- DATEV: you sign in with your DATEV access, choose the company and document type and send the originals.
- The history shows what you exported or sent, and when.
What BelegDa does not do
BelegDa takes care of your documents. It is not bookkeeping software and gives no tax advice.
- It does not book entries or assign accounts.
- It does not tell you whether or how a document counts for tax.
- It does not file VAT returns or tax returns.
- It does not write invoices.
- It does not search your mailbox for missing documents. It shows which ones are missing.
Your documents stay on your Mac
BelegDa is a Mac app. You need no account with us, and there is no cloud of ours. Your documents never pass through our servers.
- Documents and data
- Originals, the database and logs are in a folder on your Mac. The originals stay unchanged, each with a checksum.
- Sign-ins
- BelegDa stores passwords and sign-ins encrypted, with a key from the macOS keychain.
- Text recognition
- Runs on your Mac. The first time, BelegDa downloads the language data for German and English.
- What leaves your Mac
- Only what you start: fetching from your mailboxes, sending to DATEV and questions to the assistant.
BelegDa does not encrypt the files itself. Turn on FileVault and make backups, with Time Machine for example.
The assistant suggests. You decide.
You can ask an assistant, for example “What is missing for September?”. It uses your own Codex account with OpenAI. Your question and the details of the documents involved go to OpenAI. BelegDa works the same without it.
It can
- read documents and suggest details
- find matching payments
- prepare file names
It cannot
- approve documents
- confirm matches
- rename files
- send to DATEV
- send email
- give tax advice
Questions
Who is BelegDa for?
For freelancers and small companies in Germany who need a document for every payment.
Do I need DATEV?
No. The export is a ZIP package. The overview page inside opens in any browser and links every original.
How do my bank transactions get into BelegDa?
Through the CSV export from online banking. There is no direct bank connection yet.
Does BelegDa fetch missing documents itself?
No. BelegDa shows which payment has no document. You get the document. BelegDa opens supplier portals for you; you sign in and download.
Does BelegDa run on Windows or in a browser?
No, only on the Mac.
Has the DATEV connection been tried?
Sending to DATEV Unternehmen online is built in. We have not yet tried it with real DATEV accounts. We will do that before release. BelegDa is not certified by DATEV.
Does BelegDa replace a GoBD archive?
No. BelegDa is not certified and does not replace legal record keeping.
When can I use BelegDa?
Before release, the app still needs Apple’s signature and approvals from Google, Microsoft and DATEV. If you want to try BelegDa before then, write to me.
Try BelegDa early
I am looking for freelancers and small companies who want to try BelegDa with a real month before release. Write me a few lines about how you collect your documents today.