DMS Tips
The introduction of e-billing... and what it means for you
As part of the Growth Opportunities Act (WCG) decided on the commitment to e-invoicing in the B2B sector. From January 1, 2025, all companies subject to tax in Germany are required to be able to receive and process electronic invoices (with transitional arrangements until 2028). For a smooth transition, it is important to address the requirements at an early stage.
What is an e-bill anyway?
With e-billing, billing data is transmitted electronically, automatically received and further processed. This enables seamless, digital processing of the entire invoicing process, from invoicing to payment of amounts.
The invoice content is presented in a structured, machine-readable XML data set, instead of on paper or as an image file. It must be in a structured format such as XRechnung or ZUGFeRD (Sample documents can be found here), which complies with European standards. These formats are usually either pure XML files or extended PDF formats, such as PDF/A-3, which contains an embedded XML file. Among other things, these formats can be opened with Acrobat Reader or processed online with programs such as DATEV Unternehmen.
We'll be ready for e-bills by the end of this year!
Then with Caya, you can:
- Automatically import e-invoices from your inboxes or email them to your Caya inbox.
- Read out e-invoices including additional data.
- Send e-invoices including XML data to a variety of emails and software.
You haven't mapped and automated your invoice flow in Caya yet?
You can optimize your invoicing processes with these steps:
- Use a forwarding order to digitize your 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 “Invoice Receipt” folder.
- Add an automation that moves invoices with the keywords “reviews” or “paid” to “outgoing invoices.”
- You can upload automatically or manually moved invoices to DATEV, Google Drive or other systems using automation or have them sent by email.
- Share relevant folders with employees, your accounting department, or tax advisor so that they receive notifications of new documents.
