Incoming and outgoing e-invoices (eInvoice) and integration with PEPPOL, ZUGFeRD, OpenText VIM. Request a free initial consultation now!
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E-Invoicing - becomes mandatory!

E-invoicing is increasingly becoming mandatory in many countries around the world. Governments are introducing laws and regulations that require companies to issue and receive invoices electronically. This trend towards mandatory e-invoicing is part of efforts to improve the efficiency and transparency of invoicing processes and combat fraud. Companies must therefore prepare for the switch to electronic invoicing in order to comply with legal requirements and benefit from the advantages of e-invoicing.

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What is an e-invoice?

An e-invoice, or electronic invoice, is a digital document that is used to invoice goods and services. It is created, transmitted and processed electronically, which automates the entire invoicing process. E-invoices contain all the relevant information of a traditional invoice, such as invoice number, date, amount and payment terms, but in a structured format that enables machine processing.

The advantages of e-invoices include:


1. Efficiency: Automated processes reduce the time required for invoicing and processing.
2. Cost savings: Less paper consumption and lower shipping costs.
3. Error reduction: Automated data transfer minimizes manual input errors.
4. Faster payments: E-invoices can be processed and paid faster.
5. Environmentally friendly: reducing paper consumption contributes to sustainability.

E-invoices are now legally recognized in many countries and are exchanged in various formats, such as XML or PDF.

E-invoicing - Germany

Since November 27, 2020 at the latest, the legislator in Germany has required invoices to be sent to public clients at federal level in the XRechnung e-invoice format. The regulation was then extended to state level. With the Growth Opportunities Act BGBl I 2024 Nr. 108 the legislator decided to introduce e-invoicing in Germany in the B2B environment.

Key points on e-invoicing in Germany:

  • Regulations and framework conditions:

    • Directive 2014/55/EU of the European Parliament forms the basis for the introduction of the e-invoice.
    • The German E-Invoicing Act and the E-Invoicing Ordinance (ERechV) supplement these requirements.
  • Technical standards:

    • ZUGFeRD (Zentraler User Guide des Forums elektronische Rechnung Deutschland) and XRechnung are the two standards recognized in Germany.
    • E-Incoiving has been mandatory for the public sector since November 2020 because it meets the requirements of the EU directive.

  • Channels:
    • PEPPOL (Pan-European Public Procurement Online) is a network for the promotion of electronic business transactions, particularly in public procurement in Europe. E-invoicing is a central element of this system.
    • E-Mail

What do invoice recipients and senders in Germany have to consider?

Invoice recipient

The new e-invoice obligation applies from January 1, 2025, as described above.

The invoice recipient does not have to consent to an invoice being issued as an e-invoice. Consent is only required for electronic invoices that either do not comply with the new e-invoice requirements or if there is no e-invoice obligation (e.g. for certain tax-free transactions or low-value invoices).

Invoice sender

The obligation to issue invoices for B2B will be introduced in several stages in Germany from January 2025. Various e-invoicing (XRechnung) obligations have already existed for B2G since 2020.

Overview of e-invoiding deadlines in Germany

  2025 2026 2027 2028

Other invoices, in paper form or non-structured electronic formats (e.g. PDF)
(these still with the consent of the recipient)

possible possible not possible not possible

Other invoices, in paper form or non-structured electronic formats (e.g. PDF)
(these still with the consent of the recipient) and a previous year's turnover < 800,000 euros

possible possible possible not possible
Invoices in EDI format with the consent of the recipient possible possible possible not possible
E-invoice (compliant with EN 16931) possible possible possible possible

E-incoiving - International

E-invoicing is no longer a national issue. The EU directive also applies in other EU countries, although here it is expressed in different XML formats such as the Italian FatturaPA. There are also various other standards around the world that must be observed when invoicing in the respective country. This makes it increasingly difficult to meet compliance requirements, especially for internationally active companies. It is not only the formats of the e-invoice that differ internationally, but also the mandatory information on invoices and specifications for the delivery of data. In some cases, the use of portals or the involvement of tax authorities is legally required. A distinction is also made between public invoice issuers and recipients and private companies. Even within a single country, this results in different constellations that need to be taken into account and mapped in your own ERP system.

The use of e-invoices has increased worldwide as they offer efficiency, cost savings and faster payment processing. Here are some important aspects of e-invoicing in an international context:

  • Legislation: Each country has its own legal requirements and regulations for e-invoices. Some countries, such as Italy and Spain, have already introduced comprehensive regulations, while others are still in the implementation phase.
  • Formats: There are various standards for e-invoices, which vary depending on the region and industry. Common formats include UBL (Universal Business Language), EDIFACT and XML. In Germany, the ZUGFeRD format is frequently used.
  • Technological infrastructure: The exchange of e-invoices requires a suitable technological infrastructure. In many countries, there are platforms and networks that support the secure and efficient exchange of e-bills.

Overall, the international use of e-invoices helps to improve efficiency in business processes and promotes digitalization in global trade. Companies that operate internationally should find out about the specific requirements and standards in the respective countries in order to ensure a smooth exchange of e-invoices.

Turning challenges into opportunities - what are the benefits of e-invoicing?

Due to the multitude of challenges in international business transactions described above, companies often lack the necessary knowledge and entry point to serve their international customers and suppliers in a legally compliant and digital manner. This problem is addressed by SAP Document and Reporting Compliance (DRC), which fulfills global legal requirements. Whether with SAP ECC or SAP S/4HANA, SAP DRC helps you meet global legal requirements for electronic invoices and other business documents. Within SAP ECC or SAP S/4HANA, the solution is based on the eDocument Framework for the creation and processing of electronic documents. In addition to the legal requirements, the SAP solution brings out the other advantages of e-invoicing:

  • Fully integrated end-to-end processes
  • Cost and time savings through automation of processes and their follow-up activities
  • Sustainability through less resource consumption
  • Improved liquidity and higher cash discount income thanks to shorter throughput times
  • Higher data quality: avoidance of media disruptions and associated input errors
  • Increased transparency: Document Cockpit for monitoring all invoices centrally in SAP

With SAP Document and Reporting Compliance solution, a wide variety of e-invoice formats can be generated and sent from SAP ERP and S/4HANA. The e-invoices can be transferred to the PEPPOL network via the access points. Incoming invoices can also be received with SAP Document and Reporting Compliance and forwarded to OpenText Vendor Invoice Management, for example.

For more details, please visit our product page on SAP Document and Reporting Compliance  and OpenText Vendor Invoice Management.

Our consulting and implementation focus for e-invoices with SAP

 

Process analysis for incoming and outgoing invoices

As part of our process analysis, we review your existing processes for incoming and outgoing invoices. Together, we identify optimization potential and automate the processes to meet the requirements of the e-invoice obligation We would be happy to advise you on SAP Invoice Management and SAP DRC.

Implementation of SAP Invoice Management and SAP DRC

With SAP Invoice Management by OpenText (VIM), we help you to manage your invoices more efficiently, both on the incoming and outgoing side. In addition, SAP Document and Reporting Compliance (DRC) enables compliance with national and international legal requirements and the secure exchange of electronic invoices.

Alternativ: OpenText Active Invoices mit Compliance

If you are looking for an alternative to SAP DRC, OpenText Active Invoices with Compliance offers an excellent solution. This platform automates your Processes for incoming and outgoing invoices and ensures that all legal requirements are met.

Licensing of SAP IM, SAP DRC and OpenText Business Center

We also advise and sell licenses as an SAP and OpenText partner. The licensing of SAP and OpenText solutions depends on various factors, such as the invoice volume and the desired functionalities. We will be happy to explain them to you in a personal meeting.

Why FINK IT is your ideal partner for e-invoicing

FINK IT combines in-depth knowledge in process optimization and implementation of SAP e-invoicing solutions with many years of experience in the integration of OpenText platforms. Since 2018.

We understand the challenges associated with the introduction of e-invoicing and offer you individual solutions tailored to your specific needs.

 

Success stories and references

Reference customer MBDA Deutschland GmbH
Thanks to Fink IT, MBDA Deutschland GmbH was able to meet the requirements of the e-invoicing obligation.

Implementation of SAP Document & Reporting Compliance

Our customers, MBDA Deutschland GmbH, have met the requirements of the e-invoicing obligation on time by implementing SAP Document & Reporting Compliance.

The SAP DRC solution is used for receiving and sending invoices in X-invoice format.

At the same time, considerable efficiency gains were achieved in their invoicing processes.

Thanks to the support of Fink IT, MBDA Deutschland GmbH was able to meet the requirements of the e-invoicing obligation and at the same time optimize its processes.



„The implementation of SAP DRC Cloud Edition at MBDA Germany has significantly improved our ability to effectively manage global compliance requirements. With the support of Fink IT, we were able to realize the system migration without business interruption, which has significantly accelerated our invoice processing. This transition allows us to better adapt to changing regulatory landscapes and provides a solid platform for further growth and technological adjustments.“

Stefan Bleh, Head of ERP/SAP MBDA Deutschland GmbH


Your contact for a free initial consultation

Head of Business Unit SAP & ECM Consulting

Hello, my name is Niklas Reisinger, and I am your contact at FINK IT for the analysis and optimization of invoicing processes.

E-invoicing is becoming mandatory worldwide, and companies are facing the challenge of adapting their systems and processes accordingly. With the introduction of SAP Invoice Management by OpenText (VIM) and SAP Document and Reporting Compliance (DRC), we offer you tailor-made solutions that fully digitize and automate your e-invoicing processes. And of course to become compliant. B2B and B2G.

Take advantage of our free initial consultation and make an appointment directly to find out how SAP IM, SAP DRC or OpenText Active Invoices with Compliance can automate your invoice processes and make your company future-proof.

Request a free initial consultation now!

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