Your duties and where ZepDesk shows them
In ZepDesk these areas are visible to the Administration, Tax and Read-only roles.
| Duty | What ZepDesk shows or calculates | What remains with you |
|---|---|---|
| Keep solvency in view§ 15a and § 15b InsO | The insolvency risk check tests solvency every month (bank and cash plus receivables due within 14 days, against incoming invoices due in the same period) and over-indebtedness (equity in the last balance sheet). If a result is critical, Administration receives a notification in ZepDesk. | ZepDesk does not calculate the going-concern forecast, imminent insolvency or crisis early detection under the StaRUG. You decide on a filing. |
| Draw up the annual accounts§ 264 (1) HGB | Balance sheet, income statement and notes from the entries, in the scope of your size class; the deadline is in the deadline list. | Deciding on valuations and signing the accounts (§ 245 HGB). |
| Disclose§ 325 HGB, deposit under § 326 (2) HGB | The disclosure file according to the size class, with a note on the fees; reminders 90, 30 and 7 days before the deadline. | Submitting to the company register and recording the submission in ZepDesk. |
| Statutory reserve of the UG§ 5a (3) GmbHG | A quarter of the annual net income as a proposal, the entry as a draft. | The calculation does not yet deduct a loss carried forward from the prior year, and it stops once share capital and reserve reach €25,000. You confirm the amount. |
| Appropriate the profit§ 29 GmbHG, § 43 EStG | Profit appropriation resolution with a check of the distribution block (§ 268 (8) HGB), capital gains tax and solidarity surcharge, entries and the certificate under § 45a EStG. | Resolving and paying out. |
| Transparency register§ 20 GwG | The beneficial owners; ZepDesk takes over shareholders with more than 25 % itself and reminds you of the annual review. | The notification to the transparency register. |
| Status as shareholder managing director§ 7 SGB IV | An assessment based on the share and a blocking minority of whether compulsory insurance is likely. | The status determination at the clearing office of the German pension insurance. |
| Avoid hidden profit distributions§ 8 (3) KStG | Notes on management salary, retroactive agreements, pension commitments and shareholder loans. | The contracts and their appropriateness. |
Shareholders, officers and resolutions
In the Shareholders area ZepDesk records who owns the company, who represents it and what has been resolved.
Shareholders. Natural and legal persons with capital and voting shares.
Officers. Managing directors, board members, authorised signatories (Prokuristen) and supervisory board members, with rules of representation and exemption from § 181 BGB.
Meetings and resolutions. Shareholders' or general meeting, also by circulation procedure, with the result of each resolution and the minutes as a PDF. After the year-end accounts one click creates the usual items: adoption of the annual accounts (§ 46 No. 1 GmbHG), appropriation of the result (§ 29 GmbHG) and discharge (§ 46 No. 5 GmbHG).
Share transfers. Notarised transfers are recorded; ZepDesk adds them up per acquirer over five years and warns when the loss carryforward may be forfeited under § 8c KStG.
Converting a UG into a GmbH. An assistant checks the prerequisites, puts together reserves and cash contribution and provides the draft posting and the checklist for notary and commercial register. After registration ZepDesk posts the draft and switches the legal form.
Legal form and contribution in kind. A change in a guided dialogue, with a note if the plan changes. For a formation in kind or mixed formation you record the assets contributed, and ZepDesk posts the opening entry.
Shareholder loans. Between shareholder and company, with interest and repayment.
ZepDesk does not handle the invitation or the deadline of the ordinary meeting; both are up to you. The salary of the managing directors and a profit share are calculated by the payroll plugin, described under Payroll.
Several companies
The duties apply per company. In ZepDesk each entity is a company of its own with its own deadlines, reserve and register, and you switch with one sign-in through the company switcher. Each company has its own reports; there is no side-by-side comparison of several companies.
Group with a holding
Keep your duties in view.
Create the company, take over the books, see deadlines and checks from the first month.