Creating electronic invoices: efficient and legally compliant

Electronic invoicing, also known as "e-billing" or "e-invoicing", is a modern approach to processing invoices and payments digitally. Traditional paper invoices are replaced by electronic invoices, or "e-invoices" for short. This offers numerous advantages, such as time savings, cost reductions and an optimised invoicing process.

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In addition, e-invoicing is now mandatory for all businesses in Germany from 1 January 2025. The gradual introduction of the obligations was defined as part of the Growth Opportunities Act and the specific regulations by the BMF letter dated 15 October 2024: the mandatory receipt will be followed by the gradual introduction of the mandatory issuing of e-invoices from 2027. Businesses must adapt to new processes and formats such as XRechnung and ZUGFeRD, which comply with the EU standard EN16931.

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Below we will show you how you can efficiently create e-invoices, whether for low or high invoice volumes.

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Creating e-invoices for relatively few invoices

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For smaller companies or companies with a low invoice volume, it makes sense to rely on an uncomplicated e-invoicing platform. This enables you to create and send e-invoices without extensive specialist knowledge.

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Steps for easy creation:

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1. Choose a platform: Use a specialised platform, such as our Banqup solution, to create e-bills quickly and securely.
2. One-time preparation of the platform: store all relevant company data to automatically insert recurring information such as invoice numbers or payment terms. Individual customisations, such as logos and colour schemes, support your brand identity. Some tools also allow you to create a product catalog or a customer and supplier list to simplify the invoicing process.
3. Create your invoice: Fill in the necessary invoice details such as recipient, items or services, amounts, etc.
4. Sending the e-invoice: Send the invoice securely via networks such as Peppol or via our own Banqup network or, if necessary, by e-mail.
5. Track status: Track the processing status and payment progress of your invoices via the platform.

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Such solutions help you to reduce paper costs, save time and optimise your processes. In addition, the solution makes you ready today for the obligation from January 2025!

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Automation for large invoice volumes

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Businesses with a high invoice volume, on the other hand, benefit particularly from automated solutions that can be seamlessly integrated into existing ERP systems. Here are the most important points to consider:

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1. Integration into existing systems: Choose a platform that can be easily integrated into your existing ERP or invoicing systems.
2. Automated compliance with (legal) requirements ("compliance"): The platform should be able to create e-invoices automatically in the required formats (e.g. XRechnung, ZUGFeRD) and thus meet the regulatory requirements in different countries.
3. Performance monitoring: Use reporting and analysis functions to keep an eye on the payment status and possible deviations.

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Such automation saves time, reduces manual errors and promotes sustainability by minimising paper consumption.

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Legal requirements for e-invoices

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With e-invoicing mandatory in Germany from 2025, compliance with the new regulations is essential. Only invoices in EN 16931 format will be permitted. Even businesses that already use e-invoices should ensure that their systems meet these requirements.

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Our SME solution Banqup ensures (audit-)secure processing and archiving of your invoices. It also supports the creation and sending of e-invoices in various formats - including internationally. Find out more on our compliance page.

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Get started now!

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Still have questions about e-invoicing or the new regulations? We're happy to help you find the ideal solution. Find out more in our blog post on the e-invoicing obligation in Germany. Test our platform now with a 30-day free trial and see for yourself how easy it can be to transition to e-invoicing.