The successful entry into self-employment as a freelancer requires not only professional skills but also some knowledge in dealing with digital documents and the legal framework associated with them. In particular, the storage and documentation of emails and digital files are important, as they influence tax traceability. In this text, I will address the most important aspects so that you are well-prepared when it comes to managing your digital documents.
Key Insights
- The GoBD guidelines govern the proper management and storage of digital documents and emails.
- These documents must be stored tamper-proof for a period of 6 to 10 years.
- During a tax audit, proper documentation becomes relevant.
- Using specialized software can support management and archiving.
The GoBD and Its Importance for Freelancers
The GoBD, which stands for "Principles for proper management and storage of books, records, and documents in electronic form," came into effect in 2015 and has defined clear requirements for the storage of digital documents. This regulation ensures that all relevant data, especially those of tax significance, must be archived for a certain period.
These requirements are not only intended for large companies – freelancers are also obliged to comply. It is particularly important that all digital documents are stored tamper-proof. In practice, this means that you need to find a reliable way to secure your digital data and retrieve it later.
Tax Relevance of Emails and Digital Documents
Emails and digital documents are not only means of communication but can also serve as evidence for income and expenses. For this reason, you must ensure that these documents are properly archived. The goal is to ensure a seamless traceability of income, which is particularly advantageous during a tax audit.
To meet the requirements of the GoBD, you should preserve all emails that contain tax-relevant content. This applies to offers, invoices, and all other business correspondence related to the income or expenses of your freelance business.
The Solution: Digital Document Management Systems
An important step to fulfilling the GoBD requirements is the use of digital document management systems. These software solutions help you manage your documents securely and efficiently. An example of such a tool is MailStore, which allows you to archive emails in a legally compliant manner.
With the right software, you can ensure that your digital documents are stored in compliance with legal requirements. It is worthwhile to explore various providers and compare their features. Make sure that the chosen system also offers the ability to easily retrieve documents and edit them later if necessary.
Expert Advice for Specific Questions
Despite all the software solutions that can assist you, it remains important to pay close attention to the legal framework. Therefore, it is advisable to consult an expert in specific cases or when in doubt. A tax advisor can help you clarify individual requirements and ensure that you meet all legal obligations.
Such professional consultations can provide you with valuable insights to avoid pitfalls. Even if you are well-versed in many aspects, it is often helpful to draw on the knowledge and experience of a professional.
Conclusion: Proactive Planning is Key
A proactive approach to managing your digital documents and emails can save you a lot of stress. By acknowledging the GoBD requirements from the start and utilizing appropriate software solutions for support, you are in a better position to successfully run your freelance business in the long term. Remember to archive your documents diligently and regularly check if all requirements are met.
Summary – Effective Management of Digital Documents and Emails for Freelancers
The management of digital documents and emails is a crucial skill for any freelancer who wants to stay on the safe side. By following the GoBD guidelines and using helpful software tools, you can ensure that your records are accurate and legally compliant.
Frequently Asked Questions
How long do digital documents need to be stored?Digital documents typically need to be stored for 6 to 10 years.
What are the GoBD?The GoBD are guidelines for the proper management and storage of digital documents.
Why are emails tax-relevant?Emails can serve as evidence for income and expenses, making them tax-relevant.
What software can I use for document management?MailStore is an example of software that supports the legally compliant archiving of emails.
When should I consult an expert?For specific questions regarding documentation and legal requirements, it is advisable to consult an expert.
