Document archive for hotels
Hotel document archive: retention aligned with GoBD and BAO
STRYK keeps issued invoices unchanged and runs an audit archive with retention periods for Austria and Germany. Your accountant receives the documents every month from the same system.
- Invoices stay unchanged after they are issued
- Retention in the audit archive: Austria 7 years, Germany 10 years
- Monthly handover to your accountant with a document pack
In short
A document archive keeps a hotel's invoices and booking records in order, so that they are complete and unchanged when they are audited. STRYK offers an audit archive as technical support, based on GoBD and BAO, with stored retention periods of 7 years for Austria and 10 years for Germany. It is not a certification and not legal advice. The archive costs nothing extra; you pay the core price based on the number of rooms.
Updated
Where hotel documents get lost today
If you spread records across folders, mailboxes and drives, you notice at the latest when your accountant asks a question.
- Today
Outgoing invoices sit as PDFs on the owner's laptop, supplier invoices in a folder in the office, and some are still in the front desk's email inbox. When the accountant needs an invoice from the previous year in March, the search starts in three places.
With STRYKInvoices are created from the booking and can be retrieved in STRYK afterwards. The global search finds them by guest, booking or invoice. STRYK receives incoming invoices directly as XRechnung or Factur-X.
Read more - Today
A guest reports that the company address on the invoice is wrong. Reception opens the file, retypes the address and saves over the original. Afterwards there is no trace of what the invoice originally said.
With STRYKAn issued invoice cannot be overwritten any more. Corrections are made by cancellation or credit note, and the original invoice remains next to the new one.
Read more - Today
A folder from 2016 is still in the basement. Nobody knows whether it may already be thrown away in Austria or Germany, and the period depends on the type of document.
With STRYKThe audit archive works with the retention periods for Austria (7 years) and Germany (10 years). Whether a period applies to a particular document is for your accountant to decide; STRYK keeps track of the periods.
Read more
The last day of the month in the back office
The last day of the month in the back office of a hotel with 24 rooms, where the owner looks after the documents herself.
Incoming invoice from the laundry
The laundry service sends its invoice as Factur-X. STRYK receives the e-invoice without anyone retyping it. The owner sees the amount and the supplier before she accepts the invoice.
Invoice for room 12
The guests in room 12 check out. Open items from the minibar and the bar are already on the stay, and reception issues the invoice from the booking. From that moment it cannot be changed.
Correcting a wrong company address
A business guest reports an error in the address. Reception cancels the invoice and issues a corrected one. The activity log shows who did this and when.
Bank statement against open invoices
The owner uploads the bank statement as a CAMT.053 file. STRYK suggests which payment belongs to which open invoice. She confirms the matches line by line.
Monthly handover to the accountant
At month end STRYK passes the journal to the accountant as DATEV, BMD, CSV or Excel, with a document pack on request. The accountant no longer has to ask for individual PDFs.
What STRYK does for archive and handover
Archive and handover rely on these functions. For each one, we say where its limits are.
Original and correction side by side
An issued invoice stays as it was issued. Corrections are made by cancellation or credit note, so the original and the correction exist side by side.
Read moreAudit archive with retention periods
The audit archive is technical archive support based on GoBD and BAO. It knows the retention periods of 7 years for Austria and 10 years for Germany. It is not a certification.
Read moreDocuments as PDF
STRYK creates invoices, quotes, housekeeping plans and reports as PDF in 18 languages. You export reports per area as PDF, Excel or CSV.
Read moreJournal and document pack for the accountant
Each month the journal goes to your accountant as DATEV, BMD, CSV or Excel, with a document pack on request. You set the format your accountant prefers.
Read more
Keeping documents today and with the audit archive
The table compares filing in folders and drives with the archive in STRYK.
| Task | With folders and drives | With STRYK |
|---|---|---|
| File an outgoing invoice | PDF on the laptop, plus a printout in the folder. | The invoice is created from the booking and is stored in the system afterwards. |
| Correct an invoice | The file is overwritten and the original is lost. | Cancellation or credit note; the original invoice remains. |
| Record an incoming invoice | The email with the PDF is printed and filed. | XRechnung and Factur-X are received without retyping. |
| Pass documents to the accountant | Folder, USB stick or bundled email at quarter end. | Monthly handover as DATEV, BMD, CSV or Excel, optionally with a document pack. |
| Keep to the retention period | A note on the folder, often without a year. | Audit archive with periods for Austria (7 years) and Germany (10 years). |
| Trace changes | Nobody knows who changed what, and when. | The activity log shows who cancelled or reissued an invoice, and when. |
One price that grows with your property
The audit archive costs nothing extra; it is part of the core product (base price plus an amount per room). Updates to the core functions are included.
Pricing in detail€59 base fee + €6 per room or unit per month
Example with 24 rooms€203per month
- 14-day free trial
- No setup fee
- Personal onboarding
Net prices, annual billing. 20% off the base fee in the first contract year.
From scattered documents to the audit archive
Old folders do not move into the system automatically. You decide what applies from the cut-off date.
Tell us your tax country
Tell us your number of rooms and the country in which your business is liable for tax. We set up the trial access to match.
Agree the cut-off date with your accountant
Your accountant tells you from which date invoices come from STRYK and in which format they want the journal.
Import guests and bookings
You bring guests and bookings as CSV or XLSX. Before anything is imported, a test run shows in the error report which rows do not fit.
Keep older documents in order
Invoices from before the cut-off date stay where they are until their retention period has ended. Your accountant confirms until when.
Frequently asked questions
Is STRYK GoBD-certified?
No, STRYK holds no GoBD certification. The audit archive is technical archive support that is based on GoBD and BAO. Whether your overall bookkeeping meets the requirements is for your accountant to judge.
How long must a hotel keep invoices?
In Austria 7 years; in Germany 8 years for invoices as booking records and 10 years for books and annual financial statements (as of October 2026; § 132 BAO, § 147 Abs. 3 AO). The audit archive in STRYK uses 7 years for Austria and 10 years for Germany. This overview does not replace legal or tax advice.
What happens to a corrected invoice?
The original invoice remains. An issued invoice cannot be changed; corrections are made by cancellation or credit note. The activity log shows who cancelled and who reissued it.
Do I also have to keep paper documents?
Yes, for documents that are neither created nor received in STRYK. STRYK keeps the invoices issued in the system, and received e-invoices are stored there too. Whether you may destroy paper supplier invoices after scanning them is something to clarify with your accountant.
Does the retention period for Austria or Germany apply automatically?
No. The period depends on the country in which your business is liable for tax. The audit archive knows both periods, 7 years for Austria and 10 years for Germany. Your accountant confirms which one applies to your hotel.
Can STRYK send data directly to the tax authority?
No. The route to the tax authority runs through your accountant: STRYK passes them a journal each month, as DATEV, BMD, CSV or Excel, with a document pack on request.
Show us how you file your documents
Book a demo built around your hotel day. Together we go through the invoice, the correction and the monthly handover to your accountant.