Easy to use e-billing with cloud-based software

For readers in a hurry:

• E-invoicing obligation from 2025
  Companies that work with public clients in the EU will have to send e-invoices from 2025 - a challenge that can be overcome without major system changes.

• Cloud-based software - simple and seamless
  Our solution enables the creation and receipt of e-invoices such as XRechnung and ZUGFeRD without having to adapt existing systems. Everything works flexibly via the cloud.

• Automation saves time and reduces errors
  Automated processes speed up invoice processing and minimize errors, while legal requirements are easily met.

• Flexible, secure and cost-efficient
  Our cloud-based solution offers scalable billing models, GDPR-compliant security and easy integration into existing systems.

The e-invoicing obligation is approaching - from 2025, companies that do business with contracting authorities in the EU will have to transmit e-invoices. At the same time, companies must be able to receive and process e-invoices if customers request this. The challenge is to create and receive invoices digitally and to comply with the XRechnung and ZUGFeRD formats. Many companies are wondering how they can adapt their existing software so that they can use e-invoices without having to invest heavily in new systems. With our cloud-based software solution we offer them a simple and efficient way to meet these requirements and benefit from automated processes at the same time.

You can find further information on the introduction obligation and the associated transitional regulations, deadlines and accepted formats in our article "News: Electronic invoicing (e-invoicing) from 2025".

Why is the e-bill important?

The legal obligation to use e-billing is intended to make administrative processes in companies and public authorities faster and more error-free. The formats XRechnung and ZUGFeRD formats ensure that invoices are transmitted digitally and in a standardized manner. This changeover is intended to reduce both paper and manual work steps.

However, many companies are concerned about whether they need to adapt their existing invoicing processes or their source system. The good news: you can make your e-invoice cloud-based without any changes to your existing systems. Discover the advantages of our E-Invoicing-as-a-Service for modern and uncomplicated processing of your invoices.

Importance of cloud-based software 

Cloud-based software refers to programs that are made available via the internet instead of being installed locally on a computer. This allows users to access the software from different devices without having to deal with the technical infrastructure or maintenance. SaaS (Software-as-a-Service) models include regular automatic updates, data backups and flexible use - also known as pay-as-you-go. The software is always available via an Internet connection, which is particularly advantageous for services such as processing e-invoices.

Our solution: Create cloud-based e-invoices

1. create e-invoices from various sources

No matter which systems you currently use - with our solution you can create cloud-based e-invoices. It is not necessary to modify your source system. Our service enables you to generate the XRechnung and ZUGFeRD formats directly from your data sources and also supports all relevant European invoice formats as well as receipt and dispatch channels.

2. automatic distribution and archiving of the e-invoice

Your e-bill can be distributed easily and efficiently by e-mail, on a file server or via an API (interface). Archiving is also cloud-based, so that all data is secure and can be retrieved at any time. This saves you time and reduces sources of error.

3. cloud-based e-invoicing software for maximum flexibility

Our solution is cloud-based, which means you don't have to build or maintain your own infrastructure. By using AWS Lambda and Workato, your e-invoices are created, validated and sent in real time - all EU GDPR compliant and under the highest security precautions. And if you want to switch to another provider in the future, we offer the option of migrating the solution to alternative cloud environments. In addition, all e-invoices can also be stored in existing document management systems (DMS).

Use cases that optimize your invoicing processes

With our e-invoicing service, you can do more than just create e-invoices. We offer comprehensive automation that efficiently processes both outgoing and incoming invoices:

• Create and send XRechnung and ZUGFeRD: Use existing data from ERP systems, Excel or databases to create compliant e-invoices in XRechnung or ZUGFeRD formats. Our solution takes care of validation and dispatch.
• Process incoming e-invoices: Our cloud-based service naturally also supports you in validating and automatically processing incoming invoices in XRechnung or ZUGFeRD format. This saves time, costs and avoids manual errors.

"Cloud-based solutions are particularly advantageous for companies looking for flexibility and scalability. They enable rapid implementation and reduce maintenance and infrastructure costs." 

Technical requirements and flexible cost models

Our e-invoicing solution is flexible and scalable. All components are designed in such a way that they can be easily adapted or replaced if new requirements arise or costs need to be reduced. Thanks to our e-invoicing platform you can ensure that all processes run efficiently and cost-effectively.

Advantages of cloud-based software:

• Cost-efficient implementation and low effort: Implementation requires moderate investment and is uncomplicated.
• Compatible with existing systems: Our solution can be seamlessly integrated into your existing software systems.
• Reduced error rate: The use of AI and automation significantly reduces the susceptibility to errors
• Compliance with all legal requirements: Both German and EU-wide regulations (B2G, B2B) are fully complied with.
• Ideally suited for SMEs: Small and medium-sized companies in particular benefit from the simple implementation.

We offer you various billing models: you can bill per e-bill created, per document received or according to other criteria. This flexibility ensures that you always retain full control over your costs.

Conclusion 

Switching to e-invoicing is a major challenge for many companies. With our solution, you benefit from cloud-based software that allows you to create e-invoices easily and efficiently. Complex system adaptations or investments in new infrastructures are not necessary. Instead, you and your employees benefit from automated processes, flexible scalability and fast integration. It is important to continuously review and adapt the solutions used to the current needs of your company. Working with an experienced provider can be crucial here to further simplify and improve the process.

Contact us without obligation and find out how easy the changeover can be for your company. With Businessautomatica, you can rely on a solution that saves you time, money and resources.

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.