Send e-invoices and Meet requirements reliably
E-invoicing has been mandatory in the B2B sector in Germany since 1 January 2025. During the transitional periods until the end of 2026, companies may in many cases continue to send paper invoices and, under certain conditions, PDF invoices, provided the recipient agrees and does not request structured formats. In the long term, however, structured electronic invoicing will become the standard.
It is important to differentiate here: Not every digital invoice is automatically an e-invoice. An e-invoice is an invoice in a structured electronic format that enables automated processing, for example XRechnung or ZUGFeRD. PDFs are generally categorised as other invoices.
For companies, it is therefore not only important to create invoices digitally, but also to reliably map recipient requirements, permitted formats, transition periods and exceptions. This is precisely where automated e-invoicing creates the necessary security and efficiency in the process.
Why create an e-invoice and send it electronically?
Purely manual PDF processes appear simple at first glance. However, they end up costing time, money and nerves. Delays often occur because formats do not fit, data has to be re-entered or recipients have queries.
An automated e-invoicing system therefore brings you clear benefits:
- Faster incoming paymentsthrough shorter lead times and more reliable delivery
- Fewer mistakes: through the validation of structured data and less manual intervention
- Less manual labourby automatic conversion and dispatch without individual steps
- More transparency: thanks for the status information and proof of receipt/delivery
The result is an invoicing process that doesn't rely on special cases, but rather handles them cleanly, without your team having to „work differently“ for each recipient.
Create an e-bill: So is the process
For invoice dispatch to function reliably in everyday operations, a clear process is required. The key is: you don't need to reinvent your existing invoicing logic. The process remains simple for your team, while formatting and dispatch requirements are automatically handled in the background.
1. output format remains as it is
Whether your starting point today is an invoice from your ERP, a PDF, an internal layout or another data format: you're not replacing your existing application. Instead, our platform takes over the format logic and ensures that the appropriate electronic invoice is created from your source data.
2. automatic conversion to the desired format of the recipient
You create the invoice once and we automatically convert it into the required standard format. Typical scenarios are
- Create XRechnung (XML)
- Generate ZUGFeRD invoice (PDF + embedded XML)
- and other structured formats, depending on the recipient's requirements
This allows you to fulfil format specifications consistently, even if requirements differ from customer to customer or change over time.
3. Dispatch via the appropriate transmission channel
Depending on the recipient and industry, shipping is carried out via the correct channel. These include, for example:
- Peppol
- e-mail (depending on recipient preference)
- EDI / Network Routes
What's important is not the channel itself, but that the dispatch process remains standardised for you. Regardless of how your customer wishes to receive the invoice.
4 Status, evidence, transparency
After dispatch is before receipt of payment: it is crucial for accounts receivable processes to maintain an overview. That's why you can see when invoices have been sent and processed. This reduces queries, speeds up clarifications and creates reliability in receivables management.
E-invoicing Software
What decision-makers really expect
Many looking for e-invoicing software or an electronic invoicing program don't need an additional tool, but above all one thing: a stable process that runs reliably.
This is exactly what ivi is made for: an e-invoicing software that maps the sending and receiving of electronic invoices as an end-to-end workflow. Without media discontinuity and without changing workstations.
Therefore, requirements such as: are crucial
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- Automatic dispatch in the recipient's preferred format
- Unterstützung gängiger Standards (XRechnung, ZUGFeRD, Peppol, EDI)
- Status tracking and proof for transparency in shipping
- quick connection without changing workplaces
- Robust compliance building blocks such as validation, retention and audit trails
This is how individual actions become a continuous approach: With ivi, the focus is on the process, not individual files. In line with an invoice workflow concept that considers scalability and reliability from the outset.
Conclusion Create and send e-invoices. Without friction
Whether you invoice fully structured right away or start step-by-step via PDF: With SGH, you automate invoice dispatch, reliably meet recipient requirements, and improve your cash flow. You'll maintain an overview through statuses and proof right up to payment receipt.
Contact us now and standardise e-invoice dispatch in your accounts receivable with ivi.
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Frequently asked questions about Create and send e-invoice
How can I create and send an e-invoice without replacing my ERP?
You create the invoice as usual (ERP, PDF, internal layout). The platform handles the formatting logic, converts it to the recipient's format, and sends it via the appropriate channel.
Which formats does automated invoice sending support?
Typisch sind XRechnung (XML) und ZUGFeRD (PDF + XML). Zusätzlich werden passende Übertragungswege wie Peppol oder EDI genutzt – abhängig von den Anforderungen des Empfängers.
Can I create an XRechnung from PDF or convert PDF to XRechnung?
Yes. If your output today is PDF, the invoice can be converted into the structured XRechnungs format, allowing you to comply with recipient requirements without completely reconfiguring your process.
Why are status and proof of delivery important when sending e-invoices?
Because you see when invoices have been delivered and processed. This reduces queries, speeds up clarifications and creates reliability in receivables management.
What do decision-makers expect from e-invoicing software?
Meist keinen Einzel-Viewer, sondern einen stabilen Rechnungsworkflow: automatischer Versand im Wunschformat, Standards (XRechnung/ZUGFeRD/Peppol/EDI) und Validierung.