Procedure documentation
A template that describes how Leadmode handles documents, journal, periods and retention, with placeholders for your organisation’s details.
Under Accounting → Datev & closing you download the procedure documentation template as a Markdown file. It describes how Leadmode supports bookkeeping technically, and already fills in the details from your bookkeeping settings (chart of accounts, fiscal year, booking start, profit determination, VAT, consultant and client number, retention periods).
The template is neither a legal text nor tax advice. Whether and how far your organisation needs a procedure documentation and what must be in it is something your tax advisor clarifies. Add to the template and have it reviewed.
What is in it
The template has sixteen sections:
- Responsibility
- Description of the organisation
- Software used
- Document flow, outgoing
- Document flow, incoming
- Approval under the four-eyes principle
- Role of the AI (it only suggests, never posts)
- Journal and immutability
- Periods and locking
- Export and handover to the tax advisor
- Retention and deletion lock (with the periods from your settings)
- Archive check
- Data backup (only a reference to the operator)
- Roles and permissions
- The organisation’s outstanding obligations
- Change history
Placeholders
Everything that only your organisation knows appears as [[ANGABE: …]], for example legal form, responsible persons, handover route, handling of paper documents. Search for [[ANGABE and fill in every place. If one place stays open, the documentation is not finished.
Responsibility
Your organisation is responsible for the completeness, retention and accuracy of its books. The operator of Leadmode remains responsible for the technical provision: immutability of storage within the software, backup and findability. The note appears in the export area and in the bookkeeping settings. The final wording is still being legally reviewed.
Periods
The periods in the template come from your settings (default: accounting records 8 years, business letters 6 years, period starting at the end of the calendar year). These are defaults and not legal advice. Leadmode does not keep books or annual financial statements; you enter the period for them yourself.