How to Switch to E-Invoicing in the Company

Step 1: Reception (Already Mandatory)

• Set up a dedicated mailbox for invoice receipts
• Acquire software that can read and display XRechnung and ZUGFeRD
• Define who checks and approves incoming invoices

Step 2: Archiving

• Clarify storage that keeps the structured data part unchanged
• Technically implement an eight-year retention period
• Create or supplement procedure documentation according to GoBD

Step 3: Sending

• Check whether the existing invoice program can generate e-invoices
• Define format: XRechnung for authorities, ZUGFeRD for mixed recipients
• Complete master data – Leitweg-ID for authorities, correct tax IDs, complete addresses. Most first attempts fail here.
• Test with a friendly recipient before switching over

Step 4: Automate

• Incoming checks against the standard
• Automatic assignment to order or job
• Approval workflow and handover to accounting

Timeframe

Reception can be set up in the short term. Sending requires more time because it reveals master data quality: missing tax numbers, outdated addresses, inconsistent product descriptions. This cleanup is the actual effort – not the technology.

Most Common Error

Treating the switch as a purely IT topic. Affected areas are purchasing, sales, accounting and master data maintenance. Without these participants, a system is created that sends formally correct invoices with incorrect content.