E-bill - Electronic formats at a glance

For readers in a hurry:

• Structured e-invoice formats: XML-based e-invoices contain all mandatory invoice information in a machine-readable and standardized format, which reduces errors and simplifies invoice exchange.
• Automation & efficiency: e-invoices in XML format such as ZUGFeRD, Factur-X and XRechnung enable fully automated invoice processing without media discontinuity - less manual work, more efficiency!
• Flexible integration: Thanks to flexible connectors, ZUGFeRD and XRechnung can be seamlessly integrated into existing ERP systems and enable the automatic creation and processing of invoices.
• Complete solution without changing systems: With cloud-based e-invoicing software, companies create and receive digital invoices in compliance with GoBD without the need for new IT systems.

The automated processing of electronic invoices in formats such as ZUGFeRD, Factur-X and XRechnung considerably simplifies the often time-consuming exchange of invoices between companies. In this article, we will show you how you can import and create digital invoices in these XML-based standards without having to introduce a new IT system. Discover the advantages of e-invoicing and how you can benefit from it!

The challenge of invoice processing

Capturing invoices electronically and exchanging them with business partners is a standard procedure in business transactions. Unfortunately, this process is often complicated by media discontinuities. For example, when invoices are first converted into formats such as PDF, TIFF or even paper. Invoice recipients then often have to convert these back into digital information, often with great technical effort or even manually. End-to-end electronic processing of these e-invoices, which functions without media discontinuity, saves time and costs.  

What are structured electronic invoice formats?

Structured e-invoice formats are standardized data exchange formats based on XML. These formats enable automated processing of invoice data without manual intervention and therefore simplify the entire invoice process between companies. They contain all mandatory invoice information in a standardized, machine-readable format. This enables seamless transmission and automated processing of invoice data between the invoice issuer and invoice recipient. As a result, companies can work more efficiently, reduce errors and increase transparency in their financial processes.

E-invoicing: ZUGFeRD, Factur-X and XRechnung formats

The electronic invoice formats ZUGFeRD, Factur-X and XRechnung were developed to simplify the exchange of invoices. They enable electronic invoicing in a standardized XML format that is both human-readable and can be processed automatically.

What is ZUGFeRD?

ZUGFeRD (Zentraler User Guide des Forums elektronische Rechnung Deutschland) is a hybrid format that meets the requirements of the European standard EN 16931 with version ZUGFeRD 2.1.1. It combines structured data, for example in XML format, with a PDF document, making the invoice both machine-readable and understandable for humans. In addition, the structures and fields of the XML file are standardized and uniformly named, which enables clear assignment and processing of each piece of information when it is read.

What is Factur-X

Factur-X is also a hybrid invoice format that continues the advantages of ZUGFeRD and can be used internationally. It also enables the simultaneous exchange of structured invoice data (in XML format) and a readable PDF document. Overall, Factur-X offers extended options for electronic invoice exchange, particularly in cross-border business relationships. It also complies with the EN 16931 standard and is regarded as an accepted format in Germany.

What is XRechnung?

XRechnung is also a standardized XML format, but unlike the ZUGFeRD standard, it does not contain a graphical component (PDF). If a person wants to open and read an XRechnung, they either have to come to terms with the XML document and understand and interpret the fields, or they use a service, usually a website, which can at least prepare the XRechnung structurally thanks to its standard. The XRechnung also complies with the European standard EN 16931 and is mandatory for all public clients.

All three formats are therefore compliant and meet the requirements of the e-invoicing obligation in Germany from 2025, provided they are used correctly and the legal standards are adhered to.

Integration challenges

Some companies already create their invoices electronically via web interfaces or with software solutions such as lexoffice or sevDesk, which support the XRechnung standard. However, for companies that need to process large volumes of invoices per month, seamless integration into existing ERP systems is essential in order to transmit and receive invoice data correctly in a structured electronic format.

Automation through integration and standardization

Automated data exchange between systems requires integration that requires a deep understanding of the desired workflow. Invoice processing, as a critical business process, must be precise and traceable to ensure cash flow. Standards such as XRechnung and ZUGFeRD provide a basis, but the real benefit only comes from fully automating the workflow. A flexible connector for these standards can optimize the invoice processing process and better meet legal requirements.

Cloud-based e-bill: your all-in-one solution

Numerous available solutions focus mainly on the creation of XRechnung or ZUGFeRD via web interfaces, while the receipt and import of these invoices remains unresolved. It makes sense to do this directly from the ERP system, especially with a high invoice volume. We offer you a platform-independent solution that can be seamlessly integrated into various systems.

With our cloud-based e-invoicing software, you can create and receive e-invoices effortlessly and without system adjustments. Experience GoBD-compliant archiving, automatic processing and cost efficiency all in one. Book a free demo and find out how our solution can simplify your processes!

Automated creation and processing

For fully automated and electronic processing of ZUGFeRD, Factur-X and XRechnung, we have developed a solution that can be integrated as a module into any common integration platform such as SAP Integration Suite, Workato or Oracle Integration Cloud.Thanks to the API (interface) and connectors, our digital invoice converter can be integrated into any middleware. This optimizes both the creation and import of invoices. With our complete solution, the entire process, from sending invoices to importing data, can be automated and carried out without media discontinuity.

Flexible customization and control

When creating a ZUGFeRD invoice, companies can flexibly adapt the layout of the PDF invoice to their corporate identity. The invoice converter delivers the finished PDF/A invoice including an embedded XML file, which can be stored on a file server or displayed in MS Teams or Slack before being sent. There are no limits to the preferences of your own workflow.

All steps can also be documented in a logging app to ensure complete transparency of all invoicing activities at all times.

The import of ZUGFeRD and XRechnung is also automated. The XML data is parsed according to the standard and transferred to the ERP system. The PDF/A of the ZUGFeRD invoice is split so that the XML data can be processed automatically, while the PDF remains accessible to the user via a link. The PDF can be stored on a file server or cloud storage and the link to the respective human-readable document can be transferred to the downstream system (e.g. MS Dynamics F&O) as a URL.

Conclusion

The introduction of e-invoicing is more than a legal necessity - it offers companies the opportunity to optimize their processes and reduce costs. XRechnung, ZUGFeRD and Factur-X make the exchange of invoices much easier, but it is the complete integration into an automated workflow that makes the greatest efficiency gain. A flexible connector for creating and processing these formats ensures that companies not only meet the requirements of the European standard EN 16931, but can also improve the quality of their processes.

About Business Automatica GmbH:

Business Automatica reduces process costs by automating manual activities, increases the quality of data exchange in complex system architectures and connects on-premise systems with modern cloud and SaaS architectures. Applied artificial intelligence in the company is an integral part of this. Business Automatica also offers automation solutions from the cloud that are geared towards cyber security.