Preliminary Remarks
Since January 1, 2025, electronic invoices have been mandatory in business-to-business (B2B) transactions in Germany.
"With an e-bill, invoice information is transmitted electronically, received automatically and processed further. This enables end-to-end digital processing from the creation of the invoice to the payment of the invoice amounts." (Source: What is an e-invoice?)
The e-invoice can be downloaded as ZUGFeRD or XRechnung in the Merchant Backend and in Self Service. Automatic dispatch by email in ZUGFeRD format takes place for purchases and, if activated in the Merchant Backend, for recurring invoices.
What is the difference between ZUGFeRD and XRechnung?
ZUGFeRD is a so-called hybrid format (PDF/A-3), consisting of a visible PDF part in which a machine-readable XML part is embedded. In contrast, the XRechnung is a pure XML file.
Prerequisites
The following requirements apply to electronic invoices:
In the Merchant Backend in the menu item Settings > Financial > Invoice Settings in the Invoice Management tab, the"Electronic Invoice Settings" form must be completed.
Note: If the form is not completed, no e-invoices will be created automatically.
A buyers reference must be maintained at the end customer.
Note: No so-called buyers reference is generally required for the creation of e-invoices between companies (B2B area). It is mandatory in the B2G sector. More information on the buyers reference can be found here: FAQ about the buyers reference
The buyers reference can be specified when creating a customer or subsequently by editing the customer information.
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In the B2B context, the VAT number must be maintained. If this is not specified, the name of the company will not appear in the XML file.
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Call up electronic invoice
Automatic dispatch
The PDF invoice in ZUGFeRD is automatically sent to the end customer by email.
On purchase.
For recurring invoices, if these have been activated in the Merchant Backend.
In the menu item Settings > Financial > Invoice Settings in the Invoice Management tab, recurring invoices can be activated or deactivated for all customers.
In the customer account in the subscription detail view in the action bar , the sending of invoices can be specifically deactivated (if recurring invoices are activated in the general invoice settings)..png)
The xml file can be opened in a PDF reader (e.g. Adobe) as an attachment.
Manual download
The invoice (both ZUGFeRD and XRechnung) can be downloaded in the Merchant Backend and in Self Service, even if the sending of recurring invoices is deactivated.
Merchant Backend
In the menu item Invoices or in the Customer Account open the corresponding invoice in the detailed view.
The invoice (PDF + XML) and the XRechnung (pure XML file) can be downloaded in the action bar ..png)
Self Service
In the Invoices tab, end customers can download both invoices themselves..png)