DMS Tips
The introduction of e-invoicing … and what it means for you
As part of the Growth Opportunities Act (WCG), the Bundesrat has approved mandatory e-invoicing for the B2B sector. From 1 January 2025, all companies subject to tax in Germany are required to be able to receive and process electronic invoices (with transitional arrangements running until 2028). To ensure a smooth transition, it is vital to familiarise yourself with the requirements as early as possible.
What exactly is an e-invoice?
E-invoicing involves the electronic transmission, automated receipt, and processing of invoice data. This enables a seamless, digital workflow for the entire invoicing process, from invoice creation to payment.
Invoice content is presented in a structured, machine-readable XML dataset rather than on paper or as an image file. It must be provided in a structured format such as XRechnung or ZUGFeRD, which complies with European standards. These formats are usually either pure XML files or enhanced PDF formats, such as PDF/A-3, which contains an embedded XML file. These formats can be opened with Acrobat Reader or processed using software such as DATEV Unternehmen online.
We will be ready for e-invoices by the end of this year!
Then you can use Caya to:
- Automatically import e-invoices from your inboxes or send them to your Caya Inbox via email.
- Extract e-invoices including additional data.
- Send e-invoices, including XML data, to a variety of email addresses and software applications.
Have you not yet mapped and automated your invoice flow in Caya?
Optimise your invoice processes with these steps:
- Use a mail redirection service to digitise your postal mail.
- Set up an automation that automatically transfers PDFs from Outlook or Gmail to Caya – or send incoming invoices directly to your Caya Inbox.
- Create an automation that automatically moves documents with the keyword "invoice" to the "Incoming Invoices" folder.
- Add an automation that moves invoices with the keywords "checked" or "paid" to the "Outgoing Invoices" folder.
- You can use an automation to upload automatically or manually moved invoices to DATEV, Google Drive, or other systems, or have them sent via email.
- Share relevant folders with employees, your accounts department, or your tax advisor so they receive notifications about new documents.
