As part of new fiscal compliance regulations in Germany, electronic invoicing requirements are evolving. From January 1, 2025, PDF invoices sent by email will no longer be classified as electronic invoices. This article explains what merchants need to know about e-invoices, the new standards, and how our system will support compliance.
What is Changing?
The German government now distinguishes between two types of invoices:
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Electronic Invoices
- Must comply with the European standard for electronic invoicing (Directive 2014/55/EU and CEN standard EN 16931).
- Examples include:
- XRechnung: A format using XML data.
- ZUGFeRD (Comfort Profile): A hybrid format combining a human-readable PDF/A-3 file with embedded machine-readable XML data.
-
Other Invoices
- Includes invoices in formats like standard PDF or paper.
Starting in 2025, German B2B merchants and B2B webshop orders will require invoices to be issued in the ZUGFeRD 2.2.0 EN 16931 (Comfort) format to meet compliance requirements.
How We Are Supporting Compliance
Here’s how we’re adapting our invoicing system to comply with the new regulations:
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ZUGFeRD E-Invoices
- From January 1, 2025, all B2B invoices for German merchants will automatically be issued in the ZUGFeRD format.
- The invoice will appear as a standard PDF visually, but it will include an embedded XML file for electronic processing.
- The embedded XML file can be extracted using programs like Adobe Acrobat.
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Where to Access Your Invoices
- You can continue downloading invoices via the POS Manager → Reports → Downloads section. The download process remains unchanged.
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Profiles Supported
- We will support the ZUGFeRD Comfort Profile, which is required under German regulations for electronic invoices.
-
TSE Data
- TSE (Technische Sicherheitseinrichtung) data is not required to be included in the XML document. These data will remain stored in the cash register system and can be provided separately if necessary.
Who Does This Impact?
This update affects the following groups:
- German B2B merchants
- B2B invoices issued for webshop orders
FAQs
1. What is ZUGFeRD, and why is it required?
ZUGFeRD is a hybrid e-invoicing format that combines a readable PDF with XML data for automated processing. It’s commonly used in Germany and is now mandated for compliance with the new e-invoicing regulations.
2. Can I still use PDF invoices?
PDF invoices will no longer qualify as electronic invoices. However, ZUGFeRD invoices look like standard PDFs but include the required XML data for compliance.
3. How do I access the XML file embedded in my invoice?
You can extract the XML file using software such as Adobe Acrobat.
4. Do these changes impact paper invoices?
No, paper invoices are unaffected by this regulation.
5. Will TSE data be included in the e-invoice?
No, TSE data will remain stored in the cash register system and can be provided separately if needed.
6. do I need a special system to receive e-invoices?
No, an e-mail inbox is sufficient. The German federal government has officially confirmed this.
Note: This article will be actively updated to keep you informed. E-invoices will be ready by January 1, 2025.