Audit-proof document archiving

A critical point in any tax audit is proving that documents cannot be altered.

Sole traders and small businesses are also legally obliged to archive their tax-relevant documents in a manner that complies with GoBD and is audit-proof. Classic office programs such as MS Word or Excel do not meet these requirements: since local files on your PC or MacBook – even in PDF format – can be manipulated retrospectively, they violate the central requirement of immutability.

Without an archiving service that stores documents in the cloud in an unalterable form, it is not possible to comply with GoBD – unless you invest in expensive WORM storage devices (which ensure immutability at the hardware level), which is uneconomical for small businesses . ManagerCloud solves this problem at the system level by using secure cloud structures.

Relevance and context-based document archiving

Relevance and context-based document archiving

An archiving system only fulfills its purpose if documents can be found without much effort. To perfect this process, ManagerCloud uses the principle of relevance- and context-based document archiving.

Instead of filing documents chronologically or alphabetically, the system automatically assigns a value (relevance level) to each document based on its content category and links it to the respective business context:

Relevance Levels

Relevance 1 Core Documents:
Strategic documents such as master agreements, shareholder resolutions, or insurance policies.
Relevance 2 Transactional Documents:
Ongoing business transactions such as invoices, credit notes, or quotations.
Relevance 3 Supporting Documents:
Delivery notes, correspondence, or expense receipts.
Relevance 4 Informational Documents:
Organizational charts, annual reports, and similar materials.

Order and retrievability in the local backup directory

Amazon AWS ensures that your documents are reliably restored after an Amazon IT failure. But you shouldn't rely on that alone.

You can only sleep soundly if you also have a local copy of your documents on a PC or MacBook – ideally in a directory that is synchronized via Apple iCloud or Google Drive and thus backed up once again. It's hard to imagine a more secure way to store your data.

When downloading, you will notice that ManagerCloud automatically assigns your document a new name based on an intelligent naming convention. The relevance level and content category are integrated directly into the file name.

This allows you to store all documents in a single folder and make optimal use of your file system's sorting functions to find them easily.

The file system (Finder/Explorer) ensures that all documents relating to a business partner are clearly displayed in a list, sorted by business transaction, relevance, and content category. The most important documents (relevance level 1) are always at the top, followed by transactional documents. This makes digital archiving a real navigation aid – both online and offline.