{"id":7761,"date":"2024-03-26T11:40:13","date_gmt":"2024-03-26T10:40:13","guid":{"rendered":"https:\/\/www.accountable.de\/blog\/e-rechnung-faq\/"},"modified":"2025-01-23T17:20:51","modified_gmt":"2025-01-23T16:20:51","slug":"e-invoicing-faq","status":"publish","type":"post","link":"https:\/\/www.accountable.de\/en\/blog\/e-invoicing-faq\/","title":{"rendered":"E-Invoicing: We answer the most frequently asked questions"},"content":{"rendered":"\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\"><strong>Whether freelancers, self-employed professionals or KMUs and large companies &#8211; e-invoices are becoming increasingly important in day-to-day business. While e-invoices have long been mandatory for public contracts, electronic invoices will soon also become standard in the B2B sector. This makes it all the more important to familiarise yourself with the most important information now.<\/strong><\/p>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\"><strong>Our overview of the most frequently asked questions about e-invoices will prepare you for the creation, processing and archiving of e-invoices!<\/strong><\/p>\n\n\n\n<h2 id=\"what-is-an-e-invoice\" class=\"wp-block-heading font-degular scroll-mt-32\">What is an e-invoice?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Legally compliant e-invoices are based on EU Directive 2014\/55\/EU and the resulting EU standard EN 16931. They must use a <strong>structured format for electronic, machine-readable invoices<\/strong> in which invoice-relevant documents can be embedded. The electronic invoice format is used for the creation, transmission, receipt and further processing of all invoice information. The structured metadata can be automatically extracted and processed for greater efficiency in accounting.<\/p>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">\ud83d\udca1Create and receive e-invoices for free with <strong>Accountable<\/strong>. <a class=\"font-inter text-purple underline underline-offset-1\" href=\"https:\/\/www.accountable.de\/en\/\">Test it now!<\/a> <\/p>\n\n\n\n<h3 id=\"legally-compliant-e-invoices\" class=\"wp-block-heading font-degular scroll-mt-32\">Legally compliant e-invoices<\/h3>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Legally compliant invoices must fulfil all the requirements of EN 16931, the E-Invoicing Ordinance and the planned Growth Opportunities Act of the Federal Ministry of Finance. <strong>Structured XML formats<\/strong> or the more complex EDI formats are generally used for this purpose. In public invoicing, XML formats such as XRechnungen serve as an established, officially recognised standard. Hybrid PDF and XML formats such as ZUGFeRD are also accepted.<\/p>\n\n\n\n<h3 id=\"non-compliant-e-invoices\" class=\"wp-block-heading font-degular scroll-mt-32\">Non-compliant e-invoices<\/h3>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Visual formats such as <strong>PDF invoices do not enable machine-readable processing<\/strong> and do not fulfil the legal requirements. Other electronic invoice formats without structured data records in accordance with the legal requirements are also not accepted. They therefore fall under the category of \u2018other invoices\u2019. In the B2B sector, \u2018other invoices\u2019 are still possible with the consent of the invoice recipient. Since 2020, only electronic invoices may be issued and received in the public sector.<\/p>\n\n\n\n<h2 id=\"what-formats-are-available-for-e-invoices\" class=\"wp-block-heading font-degular scroll-mt-32\">What formats are available for e-invoices?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">As long as they fulfil the legal requirements, various standards or formats can be used for e-invoices. The two most common forms of e-invoices as defined by the e-invoicing regulation, EN 16931 and the Growth Opportunities Act include:<\/p>\n\n\n\n<ul class=\"wp-block-list list-disc list-outside ml-0 mb-4 space-y-2\">\n<li class=\"font-inter text-base text-black\"><strong>XRechnung:<\/strong> As a structured XML data record with all the necessary invoice information, the XRechnung format fulfils all the requirements for e-invoices. For this reason, XRechnung has established itself as the official standard for public clients and invoice issuers in the public sector. The standard is operated by KoSIT, the coordination centre for IT standards.<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\"><strong>ZUGFeRD:<\/strong> The ZUGFeRD format is a hybrid e-invoice that combines the visual PDF format with an additional XML data record. While the PDF version of the invoice guarantees easy readability, the XML version of the e-invoice ensures legal compliance.<\/li>\n<\/ul>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Other possible variants for e-invoices are EDI invoices. This is also an electronic invoice format that enables automatic, electronic processing. Compared to XInvoices and ZUGFeRD, however, EDI requires more effort. The reason for this is that the format <strong>requires individually agreed exchange agreements and technical expertise<\/strong> during implementation. XRechnung and ZUGFeRD, on the other hand, offer only minor hurdles for implementation.<\/p>\n\n\n\n<h2 id=\"what-are-the-advantages-of-e-invoices\" class=\"wp-block-heading font-degular scroll-mt-32\">What are the advantages of e-invoices?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Recognised electronic invoice formats simplify accounting through automated workflows, transparent invoice creation and processing as well as standardised business processes. From invoice creation to invoice verification and archiving, they save time and costs, as recording, indexing and classification are highly automated. In addition, compliance with legal frameworks, space-saving, secure archiving and a high level of data protection are ensured.<\/p>\n\n\n\n<h2 id=\"how-can-i-create-an-e-invoice\" class=\"wp-block-heading font-degular scroll-mt-32\">How can I create an e-invoice?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">In order to create legally compliant invoices, it is advisable to use reliable accounting or invoicing software such as <a class=\"font-inter text-purple underline underline-offset-1\" href=\"https:\/\/www.accountable.de\/en\/\">Accountable<\/a>. This also applies to recognised e-invoice formats. Digital solutions for document management or ERP systems such as SAP also generally offer the option of creating official e-invoices.<\/p>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Although it is theoretically possible to create e-invoices manually, it is advisable to use suitable tools for e-invoices to ensure correctness. In addition, federal internet platforms such as the \u2018Zentrale Rechnungseingangplattform\u2019 (ZRE) and \u2018Onlinezugangsgesetz-konforme Rechnungseingangsplattform\u2019 (OZG-RE) <strong>can be used to exchange invoices with public authorities<\/strong>. Both enable suppliers and service providers to send official e-invoices to public clients.<\/p>\n\n\n\n<h2 id=\"how-can-e-invoices-be-verified\" class=\"wp-block-heading font-degular scroll-mt-32\">How can e-invoices be verified?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Software solutions with an integrated e-invoice validator are used to check e-invoices in a similar way to how they are created. Here, the automatic extraction and validation of e-invoices is rule-based. During automatic validation, the syntax schema and XML tags of the data record are checked. If the content and structures are correct, the invoice is automatically forwarded to the accounting department or archive or, in the event of errors, is placed on resubmission, for example.<\/p>\n\n\n\n<h2 id=\"who-must-send-e-invoices\" class=\"wp-block-heading font-degular scroll-mt-32\">Who must send e-invoices?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">All public authorities and invoice issuers on behalf of public authorities must use recognised formats for e-invoices. The B2B sector is not yet required to use e-invoices.<\/p>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">This will change with the Federal Ministry of Finance&#8217;s planned Growth Opportunities Act. E-invoicing will become mandatory for invoice exchange in the B2B sector from 1 January 2025 in staggered stages until January 2028 at the latest. From January 2025, companies must be prepared in principle to process official e-invoices, as their use does not require the consent of the invoice recipient.<\/p>\n\n\n\n<h2 id=\"what-legal-requirements-apply-to-e-invoices\" class=\"wp-block-heading font-degular scroll-mt-32\">What legal requirements apply to e-invoices?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">The most important legal, technical and formal requirements for e-invoices include: <\/p>\n\n\n\n<ul class=\"wp-block-list list-disc list-outside ml-0 mb-4 space-y-2\">\n<li class=\"font-inter text-base text-black\">Authenticity of origin<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Integrity of the invoice content<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Structured, machine-readable file format for automatic, machine-readable processing<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Fulfilment of all invoice requirements in accordance with the Value Added Tax Act, Commercial Code, Fiscal Code and GoBD.<\/li>\n<\/ul>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">The most important legal regulations for e-invoices are the EU invoicing standard EN16931, the German Value Added Tax Act (Umsatzsteuergesetz), the Abgabenordnung, the <a class=\"font-inter text-purple underline underline-offset-1\" href=\"https:\/\/www.accountable.de\/blog\/gobd\/\">GoBD<\/a> and the so-called Wachstumschancengesetz.<\/p>\n\n\n\n<h2 id=\"what-information-must-be-included-on-an-e-invoice\" class=\"wp-block-heading font-degular scroll-mt-32\">What information must be included on an e-invoice?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">Just as with traditional invoices, there are <strong>mandatory details that are part of every e-invoice<\/strong>. There is also additional information, such as the Leitweg-ID (routing ID) for public clients, which you need specifically for e-invoices. The most important contents include:<\/p>\n\n\n\n<ul class=\"wp-block-list list-disc list-outside ml-0 mb-4 space-y-2\">\n<li class=\"font-inter text-base text-black\">Invoice recipient&#8217;s Leitweg-ID<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Applicable terms of payment<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Payment details (bank details of the invoice issuer)<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Name, address and contact details (invoice issuer and invoice recipient)<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Order number<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Supplier number<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Invoice number<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Tax number (or VAT-ID)<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Invoice date<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Legal form<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Details of delivery\/service<\/li>\n\n\n\n<li class=\"font-inter text-base text-black\">Payment amount<\/li>\n<\/ul>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\"><strong>\ud83d\udca1Tip from Accountable:<\/strong> Do you want to ensure that all mandatory information is included when creating invoices? Accountable is the tax software for the self-employed and offers you the opportunity to create legally compliant, professional e-invoices for free. <a class=\"font-inter text-purple underline underline-offset-1\" href=\"https:\/\/www.accountable.de\/en\/\">Try it now!<\/a><\/p>\n\n\n\n<h2 id=\"how-are-e-invoices-archived\" class=\"wp-block-heading font-degular scroll-mt-32\">How are e-invoices archived?<\/h2>\n\n\n\n<p class=\"font-inter text-base leading-relaxed mb-4 first-of-type:mt-0 text-black wp-block-paragraph\">E-invoices are legally equivalent to paper invoices and are subject to a ten-year retention obligation in accordance with the German Value Added Tax Act, the German Commercial Code and the German Fiscal Code. They must be archived in the original electronic format, readable at any time, analysable by machine and audit-proof.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Whether freelancers, self-employed professionals or KMUs and large companies &#8211; e-invoices are becoming increasingly important in day-to-day business. While e-invoices have long been mandatory for public contracts, electronic invoices will soon also become standard in the B2B sector. This makes it all the more important to familiarise yourself with the most important information now. Our [&hellip;]<\/p>\n","protected":false},"author":14,"featured_media":6635,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"_themeisle_gutenberg_block_has_review":false,"footnotes":""},"categories":[1,182],"tags":[272,327,352],"class_list":["post-7761","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-humans-of-accountable","category-invoice-your-clients","tag-bookkeeping-en","tag-invoices","tag-rechnungen-2-en"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>E-Invoicing: We answer the most frequently asked questions | Accountable<\/title>\n<meta name=\"description\" content=\"Do you want to introduce e-invoices in business invoice exchange? 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