- How do I set up e-invoices in TYRIOS?
- Where do I enter my VAT number for ZUGFeRD?
- How do I upload a letterhead for e-invoices?
- What do I need to do to get ready for XRechnung?
- Why is my PDF letterhead being rejected for e-bills?
Structured data for ZUGFeRD and XRechnungPreparing an e-invoice: Sender details and letterhead
This guide supports businesses in making the transition to digital invoicing. You will learn how to configure your official company details and letterhead to ensure they comply with the data structure required by the ZUGFeRD and XRechnung standards.
By correctly providing structured data, you enable your business partners and public authorities to process your documents smoothly and automatically. This reduces the manual workload for your business partners.
How to prepare your company details for sending e-invoicesKonfiguration der Absenderdaten und Briefbögen
An e-invoice is far more than just a digital version of your letterhead – it is a smart data carrier that conveys your professionalism directly to your customers’ accounts departments. By configuring your master data correctly, you lay the foundations for smooth, automated payment processing.
In this guide, you will learn how to enter your company details in such a way that they comply with the technical specifications for ZUGFeRD and XRechnung.
-
Open the Company Details Editor in System Administration
In the dashboard, navigate to ‘System > System Configuration’ and open the sub-menu for advanced company data (‘System Data Management’). This is where you’ll find the central editor, in which you can manage all the basic sender details for your outgoing documents.
-
Enter official company and tax details
Enter the official company name, email address, full postal address and the ISO country code (e.g. ‘DE’ for Germany).
Important note: The VAT registration number (seller VAT ID) must be entered in the designated structured field; simply having it printed on the letterhead is not sufficient for the correct generation of an e-invoice.
-
Enter the payee’s bank details
Please enter your bank details, including your IBAN and BIC, as well as the account holder’s name, so that this information appears correctly in the payment details of the e-invoice. The system uses this data solely to register you, the seller, as the payee; buyer details are never automatically used for this purpose.
-
Upload or create a PDF letterhead
Navigate to the ‘Standard PDF template / Letterhead’ section . Upload your PDF file there or create a template directly within the system. The selected file will be processed when you save it and will subsequently serve as a technical PDF/A-3 container for your electronic invoices.
-
Save system data and prepare the template
Finally, click on ‘Save’. The system will now prepare the letterhead technically, automatically skipping any files that remain unchanged. Should the preparation fail due to missing font embeddings, the existing file will be retained so as not to disrupt your day-to-day operations.
Requirements for PDF letterheadsImportant to know
To ensure your PDF letterhead is processed smoothly, all fonts used must be fully embedded in the document. If this information is missing, the upload will be rejected. In this case, please export your PDF again from your graphics programme using the ‘Embed fonts’ option.
TYRIOS checks your file automatically upon upload and ensures that the letterhead can be used for electronic invoices.
Please note the crucial difference between visual presentation and data structure:
- Structured data vs. graphics: Receiving systems read the XML data, not the printed image. A VAT number that appears only on the letterhead but is not entered in the system data will result in errors during e-invoice validation.
- System behaviour: The system recognises unmodified templates. If you save a template again without making any changes, it will not be converted again in order to conserve resources.