From 2025, the e-billing regulation, which applies to all B2B transactions, will come into force. ZUGFeRD is a suitable format for optimizing processes, saving time and costs, and increasing safety. It enables an efficient digital exchange of invoices and promotes a paperless office. In this article, you will learn what ZUGFeRD is, what benefits it offers, how to create a ZUGFeRD invoice and which legal requirements you must comply with.
What is ZUGFeRD?
ZUGFeRD is a hybrid invoice format for electronic invoices that includes both a machine-readable XML file and a visual presentation in the PDF/A-3 standard. A ZUGFeRD Invoice combines the XML code with a classic invoice design, which makes it easier to automatically process and integrate ZUGFeRD electronic invoices. This format follows the EU standard EN 16931 and offers an efficient solution for processing e-invoices.
Rules & structure: These formats exist
ZUGFeRD defines four profiles that offer different automation and integration options: Booking Help, 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 ensures that all parties receive the same information.
Who is affected by the ZUGFeRD obligation?
Since November 27, 2020, e-invoices in ZUGFeRD format have been mandatory for invoices to public administrations and federal authorities. If you do business with these government agencies, you must use this format. From January 1, 2025, the obligation to use electronic invoices will also apply in the B2B sector, making the use of ZUGFeRD increasingly advantageous.
Requirements: What does a ZUGFeRD invoice look like?
A ZUGFeRD invoice always consists of two ingredients: one visual PDF file And one in it embedded XML fileWhich can be processed by machine. As an invoice issuer, you are required to send both files. As an invoice recipient, you have the freedom to choose whether you want to use the XML file or the PDF file for further processing.
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:
🗂️ Define additional fieldsUse the feature to create custom additional fields for projects and customers that are automatically displayed on every invoice. ⚙️ Adjust dataCustomize preset data individually for each project or client. These adjustments can be made as required each time an invoice is created. 📄 Select ZUGFeRD formatOptionally select the ZUGFeRD format when creating the invoice to ensure standardized and simplified processing of your billing processes. 🏢 Refresh company dataManage your company information centrally under “My Company” in the Master Data to ensure that all invoices always contain up-to-date data.
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: Invoice data can be processed automatically, which streamlines processes and reduces costs.
✅ Simplified booking processes: ZUGFeRD simplifies booking and reduces the effort required for manual entries.
✅ Easy shipping: Invoices are sent electronically without any additional agreements on the data format.
✅ Automated payment transactions: Automating payment processes minimizes sources of error and saves time.
✅ Reducing paper and postage costs: You save paper, printer ink and postage fees because invoices are stored digitally.
✅ Space Savings and Improved Liquidity: Digital storage of invoices creates space and enables faster payment, which increases your liquidity.
Conclusion
From 2025, the E-Invoicing Ordinance 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 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 use ZEP for invoicing benefit from optimised processes, a paperless office and a future-proof solution that makes the transition to digital invoicing smooth.
