From 2025, the mandatory introduction of e-invoicing in Germany will be implemented in stages. For companies, this is not only a legal requirement, but also offers the opportunity to modernize their invoicing processes and make them more efficient. But beware: there are numerous pitfalls on the road to digital invoicing that can make the transition more difficult. In addition to technical challenges, organizational and legal aspects are particularly crucial.
In this article, you will find out what mistakes companies often make when introducing e-invoicing – and how you can proactively avoid them. Regardless of whether you are at the beginning of the process or already in the middle of implementation: With these tips, you will master the switch to e-invoicing smoothly and benefit from all the advantages.
What you should know about the e-invoicing obligation in Germany
From January 1, 2025, the use of e-invoices in business transactions between companies will be mandatory. This requirement is based on an EU-wide directive that prescribes a standardized and machine-readable invoice format. The aim is to make the processing of invoices more efficient and legally compliant.
The EN 16931 standard format defines the structure of this invoice data. Companies are required to comply with these specifications in order to remain legally compliant and benefit from the advantages of digital invoicing processes.
Further information on the legal framework and practical tips can be found in our free guide to e-billing.
XRechnung and ZUGFeRD: The most important formats at a glance
In Germany, the XRechnung and ZUGFeRD formats play a central role in the implementation of e-invoicing. While XRechnung was primarily optimized for the public sector, ZUGFeRD is characterized by the combination of a PDF document and an integrated XML data structure. This hybrid format is particularly attractive for smaller companies, as it combines readability and machine processing.
Both formats ensure standardized and error-free data transfers, which significantly increases efficiency and reliability in the invoicing process.
The 8 most common mistakes when introducing e-invoicing – and how you can avoid them
1) Starting the changeover too late
The introduction of e-billing requires thorough preparation. If you postpone the changeover, you risk time pressure and errors. Start early so that you have enough time to adapt your processes and systems.
2) Old software versions not updated in time
Older ERP systems often do not meet the technical requirements of e-invoicing. Take the opportunity to modernize your software and benefit from functions such as XRechnung or ZUGFeRD.
3) Maintain manual processes
Processing invoices manually not only takes a lot of time, but is also prone to errors. To take full advantage of e-invoicing and comply with legal requirements, it is crucial to fully digitize your invoicing processes.
4) Neglect archiving
The audit-proof archiving of e-invoices is often underestimated. Yet it is a central component of compliance. Rely on an established document management system to archive your data securely and be able to access it at any time.
5) Choosing the wrong e-invoicing software
Choosing the right e-invoicing software is crucial for a successful transition – a solution that doesn’t fit your requirements, on the other hand, will lead to many unnecessary complications.
Our software offers you a tailor-made solution that integrates perfectly into your existing systems. With comprehensive functions, a user-friendly interface and the highest security standards, we support you in efficient, error-free and legally compliant invoice processing. Benefit from first-class support and flexible scalability to meet your future requirements.
Rely on our e-invoicing solution to optimize your invoicing processes in the long term and successfully shape the digital transformation.
6) Lack of process control
Even after the introduction of e-invoicing, you should continuously monitor your processes. Automated monitoring tools help to identify errors at an early stage and rectify them quickly.
7) Insufficient communication with business partners
Inform your partners in good time about the upcoming changeover. Close cooperation with suppliers and customers will ensure that the exchange of e-invoices runs smoothly.
8) No long-term optimization plan
The introduction of e-invoicing is the first step towards process digitization. Develop a strategy to continuously optimize your invoicing processes and use new technologies such as AI.
Use the e-bill as a driver for innovation
The introduction of mandatory e-invoicing enables companies to make their processes more efficient and future-proof in the long term. Those who plan in good time, avoid typical mistakes and rely on best practices can not only meet the legal requirements, but also achieve sustainable competitive advantages.
Introduction of e-billing with the dataglobal Group
Are you ready for the changeover? Our team will be happy to support you every step of the way – from planning to implementation. Our software solution for e-invoicing makes it easier for you to comply with legal standards and at the same time sets the course for the sustainable digitalization of your business. At the same time, we will be happy to assist you with our comprehensive range of consulting services.