Best e-Invoicing Software in Germany | XRechnung & PEPPOL Solution

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ZUGFeRD E-Invoicing Software for German Businesses

Create hybrid invoices that pair a readable PDF with structured XML data, choose a profile accepted by German tax rules, and keep every file archived in its original form.

 

Trust Badge Row:

 

  • ZUGFeRD 2.x Hybrid Invoices
  • Valid Profiles (BASIC, EN 16931, EXTENDED)
  • PDF/A-3 with Embedded XML
  • XRECHNUNG Profile Option
  • GoBD Archiving
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Why ZUGFeRD Is a Practical Route to German E-Invoicing

ZUGFeRD is a hybrid invoice format developed in Germany by the Forum elektronische Rechnung Deutschland (FeRD). One file holds two layers. The first is a PDF that anyone can open and read. The second is an embedded XML dataset that accounting software can read automatically. This makes ZUGFeRD attractive for companies whose customers and suppliers want a familiar-looking invoice but whose finance teams want automated processing. According to the Federal Ministry of Finance (BMF), ZUGFeRD from version 2.0.1 can count as an e-invoice for German VAT purposes. 

Receiving structured e-invoices has been mandatory for domestic B2B since 1 January 2025. Issuing obligations are phased in through 2027 and 2028, depending on turnover. Advintek helps teams set up ZUGFeRD processes. Please confirm your own duties with the BMF or your tax advisor.

What Our ZUGFeRD Software Does for Your Invoicing

Hybrid File Generation

Produce a PDF/A-3 document with the structured XML embedded, from the same invoice data and in a single step.

Profile Selection Guidance

Choose from the accepted profiles, such as BASIC, EN 16931 or EXTENDED, and avoid MINIMUM or BASIC-WL for tax-relevant invoices.

XML and PDF Consistency

Compare the visible PDF with the embedded data so both layers show the same amounts, dates and tax details.

UStG Field Checks

Verify that supplier and customer details, invoice number, supply date, net amount, tax rate and tax amount are present.

XRECHNUNG Profile Output

Where a public-sector customer needs it, generate the XRECHNUNG profile inside the ZUGFeRD container.

Original-File Storage

Retain the complete hybrid file, including its XML, for the statutory retention period.

ZUGFeRD E-Invoicing Software for Accurate German Invoice Processing

  • Confirm the version is ZUGFeRD 2.0.1 or higher.
  • Use an accepted profile. Do not use MINIMUM or BASIC-WL.
  • Make sure all metadata fields in the PDF are filled correctly, including the declared profile.
  • Match the PDF and XML contents exactly.
  • Show the supply date and invoice date clearly.
  • Apply the correct 19% or 7% rate, or the required exemption or reverse charge note.
  • Keep the hybrid file as the original. Never replace it with a printout.

How a ZUGFeRD Invoice Travels Through Your Finance Process

A ZUGFeRD invoice begins in your billing or ERP system, is rendered as a PDF with embedded XML, passes a data check, is sent to the customer, and is read automatically on receipt. After approval and payment it moves into the archive. When this chain is connected, nobody has to retype figures from a PDF, and your tax advisor sees the same data as your bookkeeping.

Advintek supports ZUGFeRD-based workflows for Germany. Confirm supported ZUGFeRD versions, delivery channels (email, customer portals, the Peppol network) and ERP connections before deployment, and check the BMF’s current guidance on e-invoicing.

ZUGFeRD E-Invoicing Software Management Controls

Outbound Quality Gate

Block invoices with an unaccepted profile, missing mandatory data or mismatched PDF and XML.

Inbound Reading

Open supplier ZUGFeRD files, import the XML data automatically and keep the original file untouched.

Correction Handling

Issue credit notes and corrected invoices that reference the original and adjust tax amounts.

Review-Ready History

Keep a clear record of versions, dispatch and archived files for your tax advisor or the Finanzamt.

Who Benefits from ZUGFeRD E-Invoicing

Advintek’s ZUGFeRD E-Invoicing Software helps German businesses organize invoice data, automate billing workflows, meet UStG requirements, and prepare for Germany’s e-invoicing deadlines.

Finance and Accounts Payable Teams

  • Process supplier invoices from the embedded XML instead of the image.
  • Catch invalid profiles and incomplete data early.
  • Keep approvals, payments and credit notes in one place.

Tax Advisors and Accountants

  • Work from structured data for bookkeeping and VAT returns.
  • Review rates, exemptions and reverse charge treatment.
  • Rely on GoBD-aligned archives for audits.

Explore ZUGFeRD E-Invoicing Software Solutions from Advintek

Begin by creating valid hybrid invoices, then add inbound processing, XRechnung output for public customers, Peppol delivery and ERP integration as your needs and the legal deadlines advance.

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Frequently Asked Questions

1. What is a ZUGFeRD invoice?

A ZUGFeRD invoice is a single file that combines a human-readable PDF with structured XML data. It was created by FeRD and is aligned with the European norm EN 16931. Software reads the XML, while people read the PDF.

 

Yes, if it uses ZUGFeRD 2.0.1 or higher and an accepted profile. The BMF excludes MINIMUM and BASIC-WL. Compliance also depends on the invoice meeting the §14 UStG content requirements.

EN 16931 is the usual choice for business invoicing, as it covers the full European core model. BASIC is also accepted for simpler cases, and EXTENDED suits sectors needing extra fields. Use XRECHNUNG where a public authority requires it.

They hold only limited data and do not contain all details required for a valid German VAT invoice, such as full line-level information. Invoices sent in these profiles can be rejected by the recipient.

 

The XML data is what counts. A mismatch can cause errors in processing and in tax review, so the software compares both layers before sending.

 

 

Yes, if both parties agree on email as the transmission channel. The file must arrive intact, with the XML still embedded. Other channels, such as the Peppol network, depend on the setup of you and your customer.

 

 

XRechnung is the primary standard for public-sector invoicing. ZUGFeRD in a profile that meets EN 16931, including the XRECHNUNG profile, is generally accepted as an alternative. Check the recipient’s requirements, including any Leitweg-ID needed.

 

 

No. The electronic original, including its embedded XML, must be preserved. A printout or plain PDF image alone is not a compliant archive copy.

 

 

Store the unaltered hybrid file in a way that keeps it readable and machine-evaluable for the eight-year period set by GoBD and the Fiscal Code (AO). Keep an indexed, searchable record linked to your bookkeeping.

 

 

Advintek supports creating, checking, receiving and archiving ZUGFeRD invoices for German businesses. Confirm supported versions, delivery options and ERP integrations with the Advintek team before deployment.

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Best e-Invoicing Software in Germany | XRechnung & PEPPOL Solution