How does electronic invoice processing work?

Electronic invoice processing encompasses the entire process from the creation, sending, receiving, to the archiving of invoices in an electronic format. This process of invoice management allows for faster, more efficient, and error-free handling compared to paper-based invoicing.

What do I need to create an e-invoice?

To create an e-invoice, you need appropriate e-invoicing software that supports the creation, sending, and receiving of electronic invoices. Additionally, you should ensure that your invoices comply with legal requirements, such as displaying the VAT identification number and a consecutive invoice number.

What format must e-invoices have?

E-invoices must be in a structured electronic format that is machine-readable. In Germany, the most common formats are XRechnung and ZUGFeRD.

How do you receive an e-invoice?

An e-invoice is typically received via special networks, platforms, or e-invoicing software that enable the secure exchange of electronic documents. Companies can also use email or direct data exchange, provided the security of data transmission is ensured.

Is a PDF invoice an electronic invoice?

A PDF invoice is only considered an electronic invoice if it meets the requirements for a structured format and is machine-readable. A simple PDF file that was manually created is not considered an e-invoice under the legal definition.

What does e-invoicing software cost?

The cost of e-invoicing software varies depending on the provider, range of features, and number of users. There are both paid and free solutions for e-invoicing. Qonto's e-invoicing software is completely free and will be available to all customers with a Qonto business account from January 1, 2025 without any restrictions.

E-invoicing tools on Qonto

Q: Why use e-invoicing software?

Using e-invoicing software is recommended as it automates the entire process of electronic invoicing and management. This leads to significant time savings by reducing manual entries and errors.Additionally, it improves invoice accuracy, resulting in fewer queries and delays.E-invoicing tools also support compliance with current tax regulations and reduces the risk of compliance issues.

Q: What are the benefits of e-invoicing software?

The benefits of e-invoicing software are numerous. Besides faster invoice creation and reduced paper usage, it enables more efficient financial management through automatic updates and integration with existing accounting systems.The digital storage of invoices simplifies archiving and quick access to historical data, which is especially beneficial during audits. Furthermore, the software enhances the transparency of financial transactions, allowing for more precise budgeting and liquidity monitoring.

According to the Growth Opportunities Act, B2B companies are required to be able to receive and process electronic invoices as of January 1, 2025.

With Qonto, you can leverage integrated, fully compliant e-invoicing tools to effortlessly meet all legal requirements.

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All-in-one e-invoicing

All-in-one e-invoicing

Create and send e-invoices directly from Qonto.
Receive and process electronic invoices from suppliers.
Visualize electronic invoices easily in the Qonto app.
Store e-invoices in compliance with GoBD and legal standards.

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E-invoicing tools directly integrated into your account

Digital

With Qonto's business account, manage all your finances 100% online — including your e-invoices.

Compliant

Our e-invoicing tools comply with all current regulations for issuing, managing, and archiving.

Integrated

E-invoicing tools are seamlessly embedded in Qonto, so you can do your daily banking, invoicing & accounting all in one place.

Digital

With Qonto's business account, manage all your finances 100% online — including your e-invoices.

Compliant

Our e-invoicing tools comply with all current regulations for issuing, managing, and archiving.

Integrated

E-invoicing tools are seamlessly embedded in Qonto, so you can do your daily banking, invoicing & accounting all in one place.

E-invoicing software: benefits, costs, and usage overview

Is e-invoicing mandatory?

Since November 27, 2020, companies providing goods or services to the federal government must submit their invoices electronically. Different states have varying introduction timelines and regulations.

By 2025, e-invoicing will also be mandatory in the B2B sector in Germany. This follows an EU directive aimed at standardizing and promoting electronic invoicing across the EU to enhance efficiency in cross-border trade.

Qonto supports all valid e-invoicing formats

XRechnung

The XRechnung format is the German standard for electronic invoices in XML format, based on the European standard EN-16931.

ZUGFeRD

ZUGFeRD is a format for e-invoice exchange in Germany & Europe. It combines visual PDF representation with structured XML data.

XRechnung

The XRechnung format is the German standard for electronic invoices in XML format, based on the European standard EN-16931.

ZUGFeRD

ZUGFeRD is a format for e-invoice exchange in Germany & Europe. It combines visual PDF representation with structured XML data.

Flexible and easy invoice import

Via email

Send e-invoices as an attachment to a Qonto email address and we'll match them to the right transaction in the app.

As PDF import

Select an e-invoice from your documents and upload it to the Qonto app in just a few clicks.

Integrations

Use our many integrations like Amazon Business or Dropbox to transfer e-invoices to Qonto.

Via bulk imports

Select multiple invoice documents and upload them all at once into the e-invoice platform to save time.

When will e-invoicing become mandatory?

Step 1

All B2B companies must be able to receive and process e-invoices for domestic taxable transactions through e-invoicing software.
Step 2

All companies with an annual turnover exceeding €800,000 must be able to receive, process, and send e-invoices.
Step 3

All companies must be able to receive, process, send, and archive documents for domestic B2B transactions via an e-invoicing solution.

Invoicing features, right in your account

Invoice management

Manage invoice documents and send them in just a few clicks, making cash flow planning far simpler.

Quoting tools

Create and send professional, compliant quotes to potential clients — and then convert them directly into an invoice.

Invoice reconciliation

Match invoices automatically to the right transactions to stay organized and save time.

Invoice management

Your invoices are automatically uploaded, approved, and linked to the integrated accounting tools in Qonto.

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Invoice management

Manage invoice documents and send them in just a few clicks, making cash flow planning far simpler.

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Quoting tools

Create and send professional, compliant quotes to potential clients — and then convert them directly into an invoice.

Invoice reconciliation

Match invoices automatically to the right transactions to stay organized and save time.

WEB BrandPhoto Hero TopicHighlight Bento Headline Cards Tiles Freelancer at Desk Man WbRvmp

Invoice management

Your invoices are automatically uploaded, approved, and linked to the integrated accounting tools in Qonto.

Our customers say it best

black and white Photo Testimonial Michel Menk

Our customers say it best

“It's all about seizing this transition as an opportunity to optimize payment processes. Systems that cover the entire process — from readability to payments — create a future-proof foundation.”

Michael Menk, Co-founder & CRO, milia GmbH