E-invoicing formats

E-invoicing formats: The future of digital invoicing

E-invoice formats enable the structured and electronic exchange of billing information between companies and public administration. These formats are designed for automatic further processing, which results in efficiency gains and cost reductions in invoice processing. In Germany in particular, formats such as XRechnung, ZUGFeRD and EDI are preferred.

Introduction to e-invoicing formats

E-invoices represent a structured, machine-readable alternative to conventional paper invoices — and: From 2025, e-invoices will be mandatory in Germany! They enable the rapid and automated exchange of invoice data, which minimizes errors and speeds up processes. Especially in the context of public administration, the use of specific formats such as XRechung is required by law in order to meet the requirements of European Standard EN 16931 and the German E-Billing Ordinance (e-RechV).

Important e-invoicing formats

E-invoice formats are essential tools for the efficient and automated exchange of invoice data. In Germany in particular, XRechnung, ZUGFeRD and EDI play a central role by covering various needs and requirements in accounting. These formats offer various benefits, which are of great importance both for the public sector and for business exchange:

XRechnung

XRechnung is an XML-based e-invoicing format that was developed specifically for the public sector in Germany. It meets the requirements of European standard EN 16931 and enables the standardized exchange of billing data with authorities. All contents of the invoice are structured in such a way that they can be further processed by machine.

advantages:

• Standard for invoicing to public administration.
• Structured data for efficient processing.
• Validatable for well-formedness and completeness.

ZUGFeRD

The ZUGFeRD format (Central User Guide of the Forum Electronic Invoice Germany) combines XML data with a PDF document and is therefore referred to as a hybrid invoice format. It enables both a human-readable view of the invoice in PDF format and the automatic further processing of the structured data in XML format.

Areas of use:

• Business-to-Business (B2B), Business-to-Government (B2G), Business-to-Consumer (B2C).
• Particularly useful for companies that need a temporary solution between paper and e-invoices.

EDI (Electronic Data Interchange)

EDI is a standardized format for the electronic exchange of business documents, including invoices. EDI enables complete automation of billing processes by exchanging structured data directly between business partners' IT systems. An EDI agreement between the parties involved is required to regulate the terms of electronic data exchange.

advantages:

• Widely used particularly in logistics and retail.
• Quick and secure exchange of business documents.
• Fully automated processing of invoices.

The future of e-invoicing formats

From 2025, e-billing will be mandatory for all B2B transactions! Increasing digitization and legal requirements are promoting the use of e-invoices in Europe. While formats such as XRechnung and ZUGFeRD lay the foundations, more and more countries are working on their own specifications, such as Measure-X in France or FatturaPA in Italy. These developments require a greater focus on standardization and interoperability in order to simplify cross-border billing transactions.

conclusion

E-invoice formats such as XRechnung, ZUGFeRD and EDI are central components of modern digital invoicing. They enable automated processing, reduce sources of error and contribute to increasing efficiency. While XRechnung is mandatory in the public sector, ZUGFeRD and EDI offer flexible applications in various business areas. In the future, the need for interoperable and standardized solutions will continue to increase in order to make the international exchange of invoices even easier and more efficient.