Since January 1, 2025, Germany has had the E-billing regulation, which obliges companies to use electronic invoices in the B2B sector. The ZUGFeRD format (Central User Guide of the Electronic Invoice Forum Germany) is a popular solution for implementing this requirement. It enables efficient, secure and standardized invoicing. But what exactly is ZUGFeRD, what advantages does it offer, and how can it be optimally used with ZEP?
What is ZUGFeRD?
ZUGFeRD is a hybrid invoice format that combines a machine-readable XML file with a visual presentation in the PDF/A-3 standard. This facilitates automatic processing and ensures smooth integration into existing accounting systems. ZUGFeRD follows the EU standard EN 16931, which ensures uniform and standardized invoicing within Europe.
Statutory regulations and comparison with alternatives
Since November 27, 2020, the use of e-invoices for invoices to public administrations and federal authorities (B2G) has been mandatory. From January 1, 2025, this obligation also applies to the B2B sector. Companies must therefore switch to electronic invoice formats.
In addition to ZUGFeRD, there are also other formats such as XRechnung, which was developed specifically for the public sector. While ZUGFeRD is more user-friendly due to the combination of XML and PDF, offers XRechnung an even stricter standardization, which is particularly suitable for companies with many public clients.
ZUGFeRD profiles: Which variants are there?
ZUGFeRD defines four profiles that differ in their automation and integration capabilities:
- Booking help: Only contains basic data for a manual booking.
- Basic: Suitable for smaller businesses with simple billing requirements.
- EN 16931: Conforms to European standards and is particularly relevant for the B2B sector.
- Extended: For companies with special requirements, e.g. in international trade.
For companies that want to meet legal requirements and at the same time benefit from a high level of automation, the EN 16931 profile is the best choice.
Practical relevance: Who benefits from ZUGFeRD?
ZUGFeRD is used across industries, particularly in:
- Industry & trade: Automatic invoice processing saves time and money.
- IT & service: Digital processes improve efficiency.
- Public administration: Simplifying communication with companies.
Create a ZUGFeRD invoice with ZEP
With ZEP, you have a powerful software solution at your fingertips that will help you not only with efficient invoicing helps, but also meets all e-billing requirements. Here you can find out how to create a ZUGFeRD invoice with ZEP:
With these steps, you can make optimal use of ZEP's flexibility and efficiency while meeting all e-billing requirements.
How useful is it to choose the ZUGFeRD format for e-invoices?
The ZUGFeRD format offers high efficiency and standardization in the creation and processing of e-invoices, as it combines both machine-readable XML data and a visual PDF presentation. This makes automation and integration into existing systems easier, reduces errors and saves time.
Compliance with EU standard EN 16931 ensures that invoices are internationally compatible. The choice of the ZUGFeRD format is therefore particularly useful for companies that want to optimize their billing processes and meet legal requirements.
What are the benefits of using ZUGFeRD invoices?
The use of ZUGFeRD invoices offers numerous benefits that can improve efficiency and cost control in your company. The combination of a PDF part and an XML file significantly simplifies the exchange of invoices between companies (B2B) and public administration (B2G). Here are a few benefits at a glance:
✅ Automatic further processing: Reduces manual booking costs.
✅ Legal certainty: Meets all legal requirements.
✅ International compatibility: Widely used by EU standard EN 16931.
✅ Paperless processes: Saves printing and postage costs.
✅ Faster payments: Reduces delays in payment transactions.
conclusion
The E-Invoicing Ordinance has been in force since 2025 and the ZUGFeRD format is becoming mandatory for all B2B transactions. With its combination of machine-readable XML data and a visual PDF file, ZUGFeRD offers an efficient solution for automating and integrating billing processes.
The benefits are manifold: time and cost savings, increased security and simplified compliance with legal requirements. Using ZEP to create ZUGFeRD invoices maximizes these benefits by offering a user-friendly platform that meets all e-billing requirements while allowing individual adjustments.
Companies that ZEP go to invoicing use, benefit from optimized processes, a paperless office and a future-proof solution that makes the transition to digital invoicing smooth.
