From 2025, the e-invoicing regulation will come into force, which will apply to all B2B transactions. ZUGFeRD is a suitable format for optimising processes, saving time and costs and increasing security. It enables the efficient digital exchange of invoices and promotes a paperless office. In this article, you will learn what ZUGFeRD is, what advantages it offers, how to create a ZUGFeRD invoice and which legal requirements you need to observe.
Table of contents - What you can expect:
Structure of ZUGFeRD invoices
Create ZUGFeRD invoices
Advantages of ZUGFeRD invoices
ZUGFeRD is a hybrid invoice format for electronic invoices that comprises both a machine-readable XML file and a visual representation in the PDF/A-3 standard. A ZUGFeRD invoice combines the XML code with a classic invoice design, which facilitates the automatic processing and integration of ZUGFeRD electronic invoices. This format follows the EU standard EN 16931 and offers an efficient solution for processing E-invoices.
ZUGFeRD defines four profiles that offer different automation and integration options: Booking Aid, Basic, EN 16931 and Extended. These profiles determine how detailed the information is structured and transmitted in ZUGFeRD XML. To ensure that all relevant data is available to the recipient, even if the target system is less comprehensive, attention should be paid to the use of mappable values in free text fields. This guarantees that all parties receive the same information.
Since 27 November 2020, e-invoices in ZUGFeRD format have been mandatory for invoices to public administrations and federal authorities. If you do business with these government bodies, you must use this format. From 1 January 2025, the obligation to use electronic invoices will also apply in the B2B sector, making the use of ZUGFeRD increasingly advantageous.
A ZUGFeRD invoice always consists of two components: one visual PDF file and one in it embedded XML filewhich can be processed by machine. As the invoice issuer, you are obliged to send both files. As the invoice recipient, you have the freedom to choose whether you want to use the XML file or the PDF file for further processing.
With ZEP, you have a powerful software solution at your fingertips that not only helps you with efficient Invoicing but also fulfils all e-invoice requirements. Here you can find out how to create a ZUGFeRD invoice with ZEP:
| 🗂️ Define additional fields | Use the function to create customised additional fields for projects and customers that are automatically displayed on every invoice. |
| ⚙️ Customise data | Customise preset data for each project or customer individually. These adjustments can be made as required each time an invoice is created. |
| 📄 Select ZUGFeRD format | Optionally select the ZUGFeRD format when creating the invoice to ensure standardised and simplified handling of your invoice processes. |
| 🏢 Update company data | Manage your company information centrally under "My company" in the master data to ensure that all invoices always contain up-to-date data. |
These steps allow you to make optimum use of the flexibility and efficiency of ZEP and at the same time fulfil all the requirements of e-invoicing.
The ZUGFeRD format offers a high level of efficiency and standardisation in the creation and processing of e-invoices, as it combines both machine-readable XML data and a visual PDF representation. This facilitates automation and integration into existing systems, reduces errors and saves time.
Compliance with the EU standard EN 16931 ensures that invoices are internationally compatible. Choosing the ZUGFeRD format therefore makes particular sense for companies that want to optimise their invoicing processes and meet legal requirements.
The use of ZUGFeRD invoices offers numerous advantages that can improve efficiency and cost control in your company. The combination of PDF part and XML file considerably simplifies the exchange of invoices between companies (B2B) and public administration (B2G). Here is an overview of some of the advantages:
✅ Automatic further processing: The invoice data can be processed automatically, which streamlines processes and reduces costs.
✅ Simplified booking processes: ZUGFeRD simplifies posting and reduces the effort required for manual entries.
✅ Uncomplicated dispatch: Invoices are sent electronically without additional agreements on the data format.
✅ Automated payment transactions: The automation of payment processes minimises sources of error and saves time.
✅ Reduction of paper and postage costs: You save paper, printer ink and postage costs as invoices are stored digitally.
✅ Space saving and better liquidity: Digital storage of invoices creates space and enables faster payment, which increases your liquidity.
From 2025, the e-invoicing regulation will come into force and the ZUGFeRD format will be mandatory for all B2B transactions. With its combination of machine-readable XML data and a visual PDF file, ZUGFeRD offers an efficient solution for the automation and integration of invoice processes.
The benefits are manifold: time and cost savings, increased security and simplified compliance with legal requirements. Using ZEP to create ZUGFeRD invoices maximises these benefits by providing a user-friendly platform that meets all e-invoice requirements while allowing for customisation.
Companies that use ZEP for invoicing benefit from optimised processes, a paperless office and a future-proof solution that ensures a smooth transition to digital invoicing.
XRechnung and ZUGFeRD are both formats for electronic invoices, but differ in their approach. XInvoice is specifically geared towards the requirements of public administrations in Germany and follows a fixed XML format without an additional visual PDF representation. In contrast, ZUGFeRD combines XML data with a visual PDF file, which enables broader applicability in both the B2B and B2G sectors and facilitates integration into existing systems.
From 1 January 2025, the use of electronic invoices in ZUGFeRD format will be mandatory for all B2B transactions. The obligation to use ZUGFeRD for invoices to public administrations and federal authorities has already been in place since 27 November 2020.
ZUGFeRD 2 is the updated version of the ZUGFeRD format and follows the EU standard EN 16931. It improves the standardisation and automation of invoice processes by optimising the structure and content of the XML file and defining additional profiles for various use cases.
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