How I do my bookkeeping as a sole trader – my workflow with TaxEinfach

As soon as I send an invoice to a customer, I upload it to TaxEinfach at the same time. It takes 30 seconds and I'm done. I click “Upload income document”, select my PDF invoice – and that's it. TaxEinfach saves it as an unlinked income document.

I do exactly the same when I receive an invoice myself – whether as a PDF by email or by post (then I just snap a quick photo of it). One click on “Upload expense document” and the invoice is in the system.

Quick access on the dashboard – I use the two highlighted tiles every day.

I repeat steps 1 and 2 whenever an invoice comes in or goes out. In a typical month that's 5–10 documents for me. Because I do it straight away – not at the end of the month – it never takes more than a minute per receipt.

On the last or first day of the month, I log in to my PostFinance business account and download the previous month's bank statement.

I then upload this file to TaxEinfach under “Upload bank statement”. The AI reads all the transactions and shows them to me as a preview – before I import them for good. That way I can see straight away whether everything is right.

The AI reads the bank statement and shows all transactions as a preview – only then do I import them.

Now comes the really interesting step: I open the documents overview and see all the receipts I've uploaded during the month. TaxEinfach shows me straight away which ones are already linked – and which are still open.

An open document without a transaction means: the customer hasn't paid yet. A transaction without a document means: I haven't uploaded the receipt yet. So I can see at a glance where something is missing – no spreadsheets, no searching.

Linking is quick: click “Link”, TaxEinfach suggests matching transactions, I pick the right one – done.

Yellow = open, green = done. That way I can see straight away which invoices are still outstanding.

After the monthly routine, I take a quick look at the dashboard. There I can see at a glance how the financial year is going: total income, total expenses, and how my balance compares with the previous year. No more surprises at the end of the year.

The dashboard also shows me whether any unlinked documents are still open – a friendly reminder in case I've forgotten something.

The dashboard shows the year to date and open items at a glance.

In early January I run through the monthly routine once more for December. Then I open the annual report: TaxEinfach shows me the full profit and loss statement – income, expenses, profit – broken down by category. With one click I export it as a PDF and have everything my accountant or the tax office needs.

After that I close the year and create a new tax year – two clicks, and I start the new year with a clean slate. The old year stays archived and can be reopened at any time.

The annual report with profit and loss and categories – as a PDF for your accountant or the tax authorities.

Conclusion: 30 minutes a month

The whole workflow takes me 20–30 minutes a month on average. Upload documents as soon as they arrive, import the bank statement once a month and link everything – that's it. No piles, no surprises, no stress in January.

What convinces me most: I can see at any time which invoices are still open. Not in a separate tool, not in a spreadsheet – right in TaxEinfach, as part of the bookkeeping.