GlossaryAccounting

Data security

What data security means for digital receipts and travel expenses, which measures are important and what the GoBD require.

Protection against loss and access
Encrypted transmission
Stored unalterably

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Data security is the protection of digital information against loss, manipulation, unauthorised access and technical faults. In accounting, it is important for meeting legal requirements, protecting sensitive receipt data and ensuring secure archiving. Data protection is related, but refers to the protection of personal data under the GDPR.

Technical measures

The basics are encrypted data transmission (TLS), secure server locations, role-based user rights and regular backups. Cloud services add certified data centres and organisational protective measures. The German Federal Office for Information Security (BSI) provides guidance on using cloud services securely.

Relevance for accounting and tax law

The GoBD require traceable and unalterable storage of tax-relevant data. This concerns the receipt itself and metadata such as the receipt date or the logging of exports. During an audit, it must be possible to prove that the data is complete and unchanged.

Data security in Spesenfuchs

Spesenfuchs stores all data encrypted on servers in Germany. Roles and user rights are assigned individually to prevent unauthorised access. When exporting, the data is provided completely with the original receipts. You will find information on data processing in the data processing declaration (PDF, in German).

Typical mistakes

Receipts are only stored locally and not backed up
Access rights in the team are not clearly regulated
No central storage with backup
Login details are shared instead of setting up deputies

Further information: BSI: cloud risks and security tips (in German), BMF letter GoBD (14 July 2025)

How Spesenfuchs helps

Related features for data security

CaptureDigitise receiptsAI reads date, amount and VAT automatically.Approve TEAMTravel expenses in a teamManage the travel expenses of all employees in one place.ApproveApproval workflowSubmit trips and receipts, approvers decide with one click.Approve TEAMDeputyA deputy records trips and receipts for colleagues.TransferDATEV exportBooking data and receipt images in DATEV format for your tax advisor.CaptureMobile appPhotograph receipts right after purchase, they land in your receipt inbox.

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