“The Tax Office Is Here” – What a Surprise Cash Inspection Really Means
29. Mai 2025
“The Tax Office Is Here” – What a Surprise Cash Inspection Really Means
A real story from the fashion retail world with helpful tips for other merchants.
Margarita Albanidou was out walking her dog when the phone rang:
“There are two gentlemen from the tax office here. They want to conduct a cash inspection.”
20 minutes later, she was back at the store. No preparation, no accountant, but with a clear head and confidence that there was nothing to hide. In this story, Margarita, owner of the boutique Coccinella Fashion, shares how the inspection went and offers practical tips for other retailers who want to be prepared for a similar situation.
Who is Margarita?
For over five years, Margarita has run Coccinella Fashion, a women’s fashion boutique in Troisdorf. The store has been around for more than 40 years and focuses on high-quality fashion in the mid to premium price range. Some customers have been loyal for decades, and the oldest is over 90.
“Most people don’t just walk in by chance. They come to us specifically. We call them, send birthday cards, or host events. This personal connection is something no online shop can replace.”
With the economic climate, fewer walk-in customers, and rising costs, Margarita decided to switch to Shopify POS in early 2025, with help from her 15-year-old son Elias. That switch turned out to be a lucky move just a few weeks later.
An Evening That Changed Everything
The switch to Shopify POS was originally planned for later. But on the day of a big fashion show with 65 guests, the old POS system suddenly failed.
“Elias set up Shopify POS in just two and a half hours under pressure, just in time for the event. I was able to keep selling, the data was accurate, and everything worked. He saved us.”
Coccinella Fashion has been using the new POS system since March 27, 2025. That date also marked the beginning of the data that was later reviewed by the tax office.
What Happens During a Cash Inspection? A Step-by-Step Overview
On May 20, 2025, the tax office arrived unannounced. Margarita was not at the store. Her employee called her, and 20 minutes later she arrived with Elias.
Here is how the inspection went:
Arrival and Identification: Two auditors introduced themselves politely, showed their IDs, and explained the procedure.
Consent Form: Margarita signed the official agreement to the inspection.
“I had nothing to hide, so why not cooperate?”
Questions About POS Usage: Who has access? How is it organized? Who uses the POS and when?
Cash Drawer Check: Margarita ended the open session in Shopify POS and counted every coin and bill in front of the auditors.
“I had a rough idea of what should be in the drawer. In the end, it matched exactly.”
Test Transaction: One auditor had looked at a bracelet earlier that day. Margarita processed a discounted sale and then canceled it, completely transparently.
Receipt Check: The auditors wanted to see real receipts. Margarita showed the most recent sale and the receipt from the test transaction.
Data Export: Elias exported the TSE and DSFinV-K data from OpenFiskal onto a USB stick during the conversation. Everything from March 27 onward. The auditors did not request data from the old POS system.
Open Discussion and Wrap-Up: Coffee was offered, there were smiles. After about 90 minutes, the inspection was finished.
Margarita’s Key Tips for Other Retailers
💡 Be cooperative: Stay calm, friendly, and helpful. It eases the situation.
💡 Prepare your cash drawer well: What is shown in the system should also be there physically and easy to count.
💡 Keep good records: Mistakes happen. But if you forget to start a session or the cash drawer does not match, write it down and include a note in your folder.
💡 Avoid paper notes for withdrawals:
“We used to take out 20 euros and leave a small note. We no longer do that. It’s better to record it directly in the system with a receipt.”
💡 Learn the basics ahead of time:
“Even 20 minutes of Googling in the car helped. If you know how an inspection works, there is less to be afraid of.”
What Was Not Checked but Will Become Important
The auditors did not mention the new POS registration requirement that applies until July 31, 2025.
“Elias had read about it by chance. My accountant hadn’t even told me yet.”
Good to know: OpenFiskal helps with submitting these reports, soon also automatically with the new Shopify app “Meldefluss.”
Conclusion
The inspection was initially a shock for Margarita. But thanks to her openness, solid preparation, and OpenFiskal, it became a moment that was not intimidating but empowering.
“I believe the inspection went well because we stayed open and human. And because Elias was there.”
