What is an XRechnung
An XRechnung is an electronic invoice in XML format, structured for machine processing (e.g., for import into ERP/accounting systems, checking, workflow, and archiving). In contrast to a simple PDF invoice, the XRechnung focuses on the structured data component.
For it to work in everyday use, you primarily need a consistent data model, a clean mapping from your source systems (e.g. ERP), and technical validation against the specifications or XML schema.
For it to work in everyday use, you primarily need a consistent data model, a clean mapping from your source systems (e.g. ERP), and technical validation against the specifications or XML schema.
How does a XRechnung Australia?
Important for context: An XRechnung is technically an XML file.
In practice, the question „What does it look like?“ usually means: How are the data structured and how can I display or check it? This typically happens via viewers and validators, which make the XML readable and check it for errors.
For internal tests, many first use a template and then clarify step by step whether everything fits together correctly: mapping from ERP/financial accounting, validation, followed by test dispatch, and only then integration into the process.
Create XRechnung:
Two ways that work in practice
When it comes to creating XRechnungen (whether directly as XML or from a PDF), most people are primarily looking for a practical way that fits their existing system. You typically end up with two common approaches:
1. Generate XRechnung directly from the ERP
If your system natively supports XRechnung, you can create XRechnung and automate its dispatch. The crucial points are:
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- Required fields are filled in correctly
- data are consistent (e.g. master data, taxes, items, references)
- the delivery channel to the recipient is suitable (e.g. Peppol or custom routes)
2. Create XRechnung from PDF (Conversion)
Very often, the entry point is via existing PDF processes. Your internal workflow remains the same: you continue to generate invoices as usual (e.g., as PDFs).
SGH handles conversion into the structured XRechnung. Including translation, validation and enrichment. This allows you to meet recipient requirements without it becoming a major project or a complete process redesign.
Send XRechnung: Delivery, transparency, fewer returns
When it comes to dispatch, it's not just about generating a file, but about a stable, traceable process. For XRechnung, this specifically means:
- automatic conversion to the format requested by the recipient
- Pre-shipment validation to reduce returns
- Delivery/Receipt Status, so it's clear when invoices have arrived
- more control over debtor processes and better cash flow management
Whether you generate an XRechnung directly or convert it from a PDF: What's crucial is a dispatch process that doesn't end with file creation, but rather considers delivery and proof from the outset as part of the process.
Automate invoice receipt
When you receive XRechnungen, these steps are typically relevant:
- Acceptance of structured data
- Automatic checking and data enrichment
- Handover in Release/Booking Workflow (Accounts Payable)
- digital archiving
The goal: less paper, less manual input, a significantly reduced error rate, and considerably lower process costs.
XRechnung Software
What businesses really need
An e-invoicing software is only practical if it doesn't fail at one format. That's why multi-format capability is crucial:
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- XRechnung: structured XML format, frequently requested
- ZUGFeRD: Hybrid format (PDF + XML) for practical implementation
- Peppol: standardised transmission path/network access
- EDI: electronic process chain for transaction documents
Your advantage: You don't need to maintain separate, customised solutions for each customer or supplier. The process remains consistent.
Conclusion Securely implementing XRechnung without system interruption
Whether you generate XRechnungen directly from the ERP or derive them from a PDF: what is crucial is a stable process that cleanly connects generation/conversion, validation, dispatch, receipt, and workflow.
SGH helps you to seamlessly embed XRechnung into your existing workflows. With less manual work, fewer errors and shorter lead times.
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Frequently asked questions about XRechnung
What is an XRechnung?
An XRechnung is an electronic invoice in XML format. It is structured for machine processing (e.g. import into ERP/accounting software, checking, workflow, archiving).
What does an XRechnung look like?
Technically, an XRechnung is an XML data set. This refers to the structured arrangement of the data fields it contains and how they can be read and checked by tools.
Can XRechnung be created from PDF?
Yes, entry is often gained via existing PDF processes. PDF remains the starting point, after which it is converted into the structured XRechnung.
What does the XRechnung format or XRechnung XML Schema mean?
This refers to the technical structure of the XML file, including its mandatory fields and structures, as well as validation against the specified rules. It concerns whether the invoice is formally correct in its construction and meets the expected requirements.
Peppol plays a crucial role in the XRechnung process, particularly for cross-border invoicing. Both are related to electronic invoicing, but serve slightly different purposes and operate at different levels: * **XRechnung** is a German standard for electronic invoices, primarily a data format (based on the European EN 16931 standard) and a set of rules for structuring and classifying invoice data. It's designed to be machine-readable and to facilitate the processing of invoices by public administrations in Germany. * **Peppol (Pan-European Public Procurement Online)** is a global network and a set of specifications designed to enable secure and standardised electronic exchange of business documents, including e-invoices, between trading partners. It provides a framework for interoperability, ensuring that different e-invoicing solutions can communicate with each other. Here's how Peppol interfaces with or supports XRechnung: 1. **Interoperability and Network:** Peppol provides the network infrastructure and technical specifications that allow businesses and public bodies to exchange XRechnung invoices (and other e-procurement documents) seamlessly, even if they use different software or are located in different countries. 2. **Standardisation of Exchange:** While XRechnung defines the *content* and *format* of the invoice, Peppol defines the *how* of the exchange. It specifies the protocols, security measures, and metadata required to send and receive these invoices reliably. 3. **Access Point Model:** Peppol uses a "four-corner model" where businesses and public entities connect to a Peppol Access Point. These Access Points then facilitate the secure transmission of documents to the recipient's Access Point. This means that instead of needing to connect to every single business or government body, you only need to connect to one or a few Access Points. If an organisation wants to send an XRechnung, it can do so through a Peppol Access Point. 4. **Facilitating Compliance:** For companies that need to send XRechnung invoices to German public authorities, using a Peppol-enabled solution simplifies the process. They can generate their invoices in the XRechnung format and then send them via the Peppol network, ensuring they meet the technical requirements for both the invoice content and its transmission. 5. **European Wide Use:** Peppol is widely adopted across European countries, including many who have adopted EN 16931 as their standard, similar to XRechnung. This makes Peppol an ideal network for businesses operating internationally within Europe, allowing them to send e-invoices (including XRechnung) to various public administrations via a single network. In essence, **XRechnung is the message itself (the structured invoice data), and Peppol is the postal service that ensures this message can be reliably delivered and received across different systems and borders.** Many solutions that support XRechnung also leverage the Peppol network for transmission.
Peppol is often used as a standardised transmission channel when a clear, scalable channel for sending or receiving is needed.