- How do I create a ZUGFeRD invoice?
- Where is the XML file in my PDF invoice?
- How do I activate e-invoice delivery?
- What is a hybrid PDF invoice?
- How do I create an XRechnung?
Efficient bookkeeping through hybrid data formatsCreating ZUGFeRD invoices: PDF with embedded XML
This overview introduces you to the creation of ZUGFeRD invoices. Business owners will learn how to comply with legal requirements through hybrid documents whilst simultaneously improving the efficiency of their bookkeeping. The aim is to professionalise the sending and processing of invoices through standardised data formats.
The ZUGFeRD format combines two worlds: a PDF file for human readability and an embedded XML file for machine processing. This structure enables recipients to import invoice data directly into their accounting software without manual entry, which reduces errors and promotes automation.
By using this format, you ensure that your invoices comply with the current legal requirements for electronic data exchange. Automating workflows saves time for both parties and minimises the risk of transcription errors during manual data entry.
How to activate and check your e-invoicesZUGFeRD und XRechnung konfigurieren
The transition to digital accounting begins with a simple click. This guide provides a comprehensive walkthrough on how to activate and verify the e-invoicing functionality in your system, ensuring your invoices comply with modern standards.
By combining a readable PDF with a machine-readable XML attachment (ZUGFeRD), you can professionalise your invoicing process and effortlessly meet the requirements for B2B and B2G transactions.
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Enable the e-invoicing function for the document type
Open the document type editor in Order Management and select the required invoice type or credit note type. Under the display options, tick the box next to ‘E-invoice enabled’ and save the document type. Note: This setting applies to newly created final PDFs; draft previews remain as standard PDFs.
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Finalise and publish the invoice
Create your invoice as usual and ensure that all master data, such as name, email address, VAT number and IBAN/BIC, are stored in the system configuration. When you publish the invoice, the system automatically generates a PDF/A-3 document and embeds the factur-x.xml file (EN 16931 profile). If the merging process fails, the existing file is retained for safety.
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Open the final PDF invoice
Open the issued invoice in the document editor. The document is legible to humans, but contains all the necessary data embedded in a structured format, ensuring that it automatically complies with the e-invoice specifications.
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Check the attachments in the PDF file
Open the PDF file in a viewer such as Adobe Reader and check the file attachments. The file ‘factur-x.xml’ must be listed there. This file contains exactly the same invoice details as the visible text in the PDF and can be imported directly into your customer’s accounting system.
Technical guidance on e-invoicesTips on XML invoicing
To ensure your electronic documents are processed smoothly, please note the following technical details:
- Automatic coding: The system automatically tags documents in the XML data record. Credit notes are assigned code 381, whilst invoices are tagged with code 380.
- B2G transmission (public authorities): If your customer has a routing ID, select the ‘Download eInvoice (XML)’ option from the invoice’s drop-down menu. This ensures that the specific XRechnung 3.0 profile for transmission to public authorities is used.
Important warning regarding the VAT registration number: To ensure that XML generation works correctly, your VAT registration number must be entered in the structured data field within the company details. Simply printing the number as plain text on the PDF letterhead is not sufficient, as the XML structure retrieves the data directly from the database fields in your system.