Receive e-invoices and implement legal requirements

Since 1 January 2025, companies in the domestic B2B sector must be able to receive e-invoices. This is not just about receiving invoices digitally, but also about accepting, checking and storing structured invoice data in such a way that it can be processed properly in the subsequent process.

Above all, it is important to differentiate: Not every digital invoice is automatically an e-invoice. Formats such as XRechnung or ZUGFeRD enable automated processing and create the basis for consistent, efficient invoice receipt processes.

For companies, the question is therefore not only whether they have to receive e-invoices, but also how they can map receipt in an organisationally and technically sensible way. The decisive factors here are a clear input channel, the processing of relevant formats and reliable validation.

This is precisely where digital invoice processing comes in: it creates the foundation for not only receiving e-invoices but also for efficiently automating the entire process from verification to ERP handover.

Receive e-invoices: Why it's worth it

Manual invoice receipt costs time, ties up resources and is prone to errors. An automated workflow brings measurable benefits:

  • Less manual labour (recording, checking, filing)
  • Fewer mistakes through validation and plausibility checks
  • Faster throughput times and more discount potential
  • Transparency about status, volumes, cost centres, and authorisations

In short: you standardise your incoming invoices, scale them cleanly and relieve your teams in the long term.

Everything you need for the need electronic invoice receipt

1) Connect suppliers digitally. Pragmatically and without hurdles.

For you to receive e-invoices efficiently, the supplier side has to play along. This is exactly where we come in: We actively liaise with your suppliers, support the changeover and ensure a fast connection. Without new hardware, without additional software at the supplier and without major process changes.

The more suppliers are connected, the higher the degree of automation: more invoices run end-to-end through your electronic invoice workflow.

2) Self-service and status. Fewer queries

Suppliers can view the invoice status online. This reduces queries by phone/email, improves collaboration and increases productivity on both sides.

Which formats can you receive?

Companies receive invoices in many formats, but this is often where the friction lies. Our approach: one centralised input, many formats.

You can receive, among other things:

  • XRechnung (XML standard, relevant in the public sector)
  • ZUGFeRD (PDF + XML) - ideal for many B2B scenarios
  • Peppol (Netzwerk/Transportweg für standardisierte Dokumente)
  • EDI / EDIFACT-based invoice scenarios
  • PDF invoices (transition) incl. conversion to structured data
  • Paper invoices (scan/OCR) incl. digital processing
Two employees discussing electronic invoice receipt.

This is how the processing works in the digital invoice workflow 

A good invoice receipt doesn't just make a file arrive. Consistent processing is crucial From entry to integration.

  • Step 1: Input and Conversion

    Invoices arrive via defined channels (e.g. Access Point/Network, email, upload, scan). If necessary, documents are converted into a uniform format.

  • Step 2: Data collection, validation and enrichment

    Invoice data is automatically captured and checked, including formal and substantive checks. Data can optionally be enriched, e.g. with master vendor data, order data or goods receipt data.

  • Step 3: Release and ERP Integration

    The invoice runs in your approval process (roles, rules, escalations). Interfaces ensure that data arrives in the ERP/FiBu without being entered twice.

Automation for the Invoice receipt

For the receipt of e-invoices to be truly automated, a stable overall process is required. You need reliable automation:

  • Einen Eingang für mehrere Formate (XRechnung, ZUGFeRD, Peppol, EDI, PDF)
  • Automated checking/validation (fewer returns, fewer clarification cases)
  • Workflow/Approval (Rules, Roles, Escalations)
  • Integration with the ERP/financial system
  • Scalable document management for your volume

So that you not only automate the reception, but the complete invoice processing end-to-end.

PDF and paper invoices: Cleanly intercept transition formats

Not all suppliers are fully digital straight away. That's why we support transitional pathways, without your process becoming manual again.

PDF invoices

You will continue to receive PDFs as usual. We will handle conversion and data generation for electronic processing as a bridge towards structured e-invoicing.

Scan/OCR for paper invoices

Paper invoices are digitised, read by OCR, validated and transferred to the workflow as data, including the document image.

More transparency: Analyse expenses instead of looking for receipts

If invoices are available in a structured form, you can analyse expenditure at item level: Supplier expenditure, cost types, product groups, price trends and potential savings. This turns administration into a real efficiency lever.

Receive e-invoices now and automate invoice receipt

Whether you already receive structured e-invoices or still have many PDFs and paper invoices in circulation: We support you in setting up a scalable electronic invoice workflow: from supplier onboarding and processing to ERP integration.

Contact us and transform incoming invoices step by step into efficient, digital document management.

Book a free consultation

More on the topic

Frequently asked questions about E-Invoice received

What do I need to receive an e-bill?

Sie brauchen einen Prozess bzw. eine Lösung, die strukturierte Rechnungsdaten annehmen kann, Formate (z. B. XRechnung/ZUGFeRD/Peppol) verarbeitet, Daten validiert und in Ihren Workflow bzw. Ihr ERP integriert.

Can we receive ZUGFeRD?

Yes, you can receive ZUGFeRD, including processing of the XML part and filing of the PDF document. It is also possible to receive large volumes of ZUGFeRD invoices without any problems.

Can we receive XRechnung, even without expensive additional tools?

Yes. XRechnung can be integrated into incoming invoices. In practice, however, what counts is that XRechnung is validated, integrated, and archived in compliance with GoBD.

What is the difference between a digital invoice and an e-invoice?

„Digital invoice“ is often the generic term (e.g. PDF). „E-invoice“ often refers to invoices with structured data that can be processed automatically. For automation, the more structured the better.

How is an electronic invoice processed?

Input → (Conversion) → Validation/Enrichment → Workflow/Approval → ERP Transfer