Convert Excel data into legally compliant e-invoices
For readers in a hurry:
- Efficient conversion: Learn how to convert your Excel data into legally compliant e-invoices such as XRechnung and ZUGFeRD.
- Time and cost savings: We show you how automating your invoicing processes minimizes manual input and frees up valuable resources.
- Legal certainty guaranteed: Ensure that your e-invoices comply with all legal requirements and are GDPR-compliant.
- Seamless integration: Discover how our cloud solution integrates seamlessly into your existing IT infrastructure and optimizes your workflows.
Have you organized your invoice data in Excel, send it to your customers as Excel or CSV and now want to convert it into legally compliant e-invoices? The process can be complicated, especially if formal requirements such as XRechnung or ZUGFeRD need to be met. But don't worry: with our cloud-based service, you can simply upload your Excel data and create professional and legally compliant e-invoices with just a few clicks. No more time-consuming manual entries or technical complexity - we'll show you how you can save time and effort and automate the entire process.
Starting point: Optimally prepare your Excel data
In practice, many companies save their invoice data in Excel spreadsheets or CSV files. To ensure that the conversion to an e-invoice works smoothly, the files should be well structured and contain all the necessary information - especially the information required for tax purposes in accordance with § 14 UStG (Value Added Tax Act):
- Basic invoice information (date, invoice number, etc.)
- Customer and article data
- Quantities and prices
- Tax information
- Specific product data (e.g. batch information for medicines)
- Account assignment and supplier information
Tip: Use pre-formatted templates to ensure consistent data structures. This saves you time and minimizes errors.
The solution: Automated creation of e-invoices
Our system automatically creates an e-invoice from Excel or CSV files - simply, quickly and securely. The following steps are carried out:
Step 1: File transfer
Your invoice data will be transferred to our system. This can be done in the following ways:
- By e-mail: You send your Excel file to a specified confidential address that is automatically recognized.
- Automated: Via a file server or an API interface.
- Directly from your existing invoicing or ERP system.
Step 2: Automatic processing
As soon as the data has been transferred, our cloud system takes over the rest of the work:
- Your data is analyzed and converted into the XRechnung or ZUGFeRD format. The system automatically recognizes the number of items belonging to an invoice number.
- Example: Your file contains several invoice numbers with one or more articles or article details - our system recognizes these, assigns them and creates a separate e-invoice in the desired format for each invoice number.
- Other relevant information (such as batch information for consumer products, medicines or foodstuffs) can be added on request so that it is also correctly displayed in the final e-invoice.
Step 3: Validation and output
After automatic validation, our system exports the invoices in the format you require:
- PDF with integrated XML data set: Perfect for ZUGFeRD.
- XML: For machine-readable formats, as prescribed for XRechnung.
All data is stored in compliance with the GDPR and transferred directly to the recipient.
Video: Create e-invoices from Excel and CSV data
Advantages & strengths of our solution
Why is it worth automating your invoice processes? Our cloud solution enables seamless integration of digital invoice processing into your existing IT infrastructure. Master data is stored in a separate data repository using web services, while scanned and approved receipts are transferred directly to the ERP system. All processes are monitored and you are informed immediately in the event of errors or irregularities.
Automation
No more manual reworking, you save time and avoid errors.
Flexibility
The solution works with e-mail, data exchange server, API or direct connection options.
Regulatory compliance
Guaranteed compliance with standards such as XRechnung and ZUGFeRD.
Quality assurance
Complete validation of the e-invoice formats after generation ensures that the invoices can be processed smoothly.
Transparency
Every processing step is logged, from uploading your data to sending the invoice.
With our automation solutions, we take your company to the next level. Contact us to find out how you can save time and money with our technologies!
Frequent application scenarios
Our solution is particularly suitable for:
- Companies with proprietary ERP systems that cannot generate e-invoices automatically.
- Industries with special requirements (e.g. pharmaceutical companies that require additional batch information).
- Companies without sufficient resources for manual invoicing or adaptation to national requirements.
Conclusion: Creating invoices made easy
Regardless of whether your focus is on saving time, minimizing errors or future-proofing - our solution helps you to optimize your invoicing processes and adapt them to the requirements of the digital invoicing standard. Automate your processes and benefit from simple, efficient and legally compliant invoice creation directly from your Excel data.
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.
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