The gFM Business ERP software is a powerful business solution that is particularly characterized by its flexibility and adaptability. It enables companies to comprehensively manage all business processes, from customer and order management to warehouse and financial accounting. Particularly noteworthy are the functions for generating and processing electronic invoices, which are becoming increasingly important due to the growing requirements for digital processes and legal requirements. Since December 2020, version 5.0 of gFM-Business has offered the option of generating electronic invoices in the ZUGFeRD/Factur-X and XRechnung formats, making it easier for companies to adapt their invoicing to international and national standards.
What regulations apply in 2025 and who is affected?
From January 1, 2025, new obligations regarding electronic invoicing for companies will come into force in Germany. These changes are based on the Growth Opportunities Actwhich was adopted in March 2024, and correspond to the EU initiative "VAT in the Digital Age" (ViDA).
Main obligations from 2025:
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Obligation to receive electronic invoicesFrom January 1, 2025, all companies in Germany must be able to receive electronic invoices in a structured format (e.g. XRechnung or ZUGFeRD). This applies to all B2B transactions between taxable persons.
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Obligation to issue electronic invoicesAlthough companies will have to receive electronic invoices from 2025, the obligation to issue such invoices will come into force gradually. From January 1, 2027, companies with an annual turnover of over 800,000 euros must issue electronic invoices. Smaller companies have until the end of 2027 to adapt and can continue to use paper or other electronic invoice formats with the consent of the recipient. From 2028, all companies must issue electronic invoices.
Transition periods:
- 2025-2026Companies may continue to send invoices on paper or in a non-structured electronic format (e.g. PDF), provided the recipient agrees.
- From 2027Companies with a turnover of over 800,000 euros must issue electronic invoices, while smaller companies may still use other formats until the end of 2027.
Exceptions:
Exceptions apply for small amounts (invoices under 250 euros) and tickets, for which conventional invoices may continue to be issued.
Companies should prepare for these changes at an early stage, particularly with regard to their IT infrastructure, to ensure that they can receive and process electronic invoices.
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Generation of electronic invoices with gFM-Business
With the introduction of gFM-Business 5.0, the creation of electronic invoices in the ZUGFeRD/Factur-X and XRechnung formats was integrated for the first time. These formats offer structured and standardized invoicing, which is being demanded by more and more companies and public administrations. In Germany in particular, XRechnung has been mandatory for invoices to public clients since November 2020, which is why this functionality in gFM-Business represents great added value for companies that accept public contracts.
ZUGFeRD and Factur-X combine PDF and XML technology and thus enable both a visually readable invoice and a machine-readable, structured data transfer. XRechnung is purely XML-based and also offers a machine-readable structure, which is expected by many public clients in the EU. With the functionality in gFM-Business, you can create these invoices directly from the system without the need for additional software or complex manual processes.
Receipt of electronic invoices
With the release of gFM-Business 7.5, the management of incoming invoices has been integrated into the software. This module allows you to clearly manage and archive invoices from suppliers and service providers and prepare them for further processing in accounting.
Currently, the development of a Interface for the Reception of electronic invoices in the ZUGFeRD/Factur-X and XRechnung formats is in full swing. This interface will be available with the upcoming version gFM-Business 8.0, which will be launched at the end of 2024 will be available. With this innovation, the gFM Business ERP software will not only be able to send electronic invoices, but will also enable the direct receipt and further processing of such documents. This offers companies end-to-end digital and efficient management of their entire invoicing processes.
With gFM-Business 8.0, the interface for generating electronic invoices will also be completely redeveloped. If you do not yet need electronic invoices this year, we recommend using the interface from the upcoming version 8.0.
Activation of the electronic invoice in gFM-Business
To activate the function for generating electronic invoices in gFM-Business, proceed as follows: In the "Settings" of the ERP software, select the "Preferences" item. Here you will find the option "Export as e-invoice". By activating this option, you ensure that all future invoices can be created in the ZUGFeRD/Factur-X and XRechnung formats. This option allows you to automatically export your invoices in accordance with the required standards and facilitate the exchange with your business partners and authorities.
For Swiss users, gFM-Business also offers the option of creating invoices as Swiss QR-bills. To do this, activate the "Swiss-QR" option in "Settings > Preferences". This function was developed specifically for the Swiss market and allows you to create invoices in the country-specific format, which contains the standardized QR code that displays all relevant payment information in a structured way. This simplifies the invoicing and payment process considerably and ensures faster and more error-free processing.
Beyond e-invoicing: flexible processes with gFM-Business
With the customizable, FileMaker-based gFM Business ERP software, companies can not only create and receive electronic invoices, but also seamlessly integrate other business processes into the workflow. Thanks to the software's high level of flexibility, additional processes and data links relating to invoicing can be implemented individually. For example, the checking and approval of incoming invoices can be automated by comparing the invoice data directly with the corresponding order process or goods receipt. If a discrepancy is detected, gFM-Business can automatically send a notification to the responsible employees and initiate a review.
Another example is the option of integrating electronic invoices into the payment workflow. Once an invoice has been received or created, the gFM Business ERP software can automatically initiate the payment process and transfer the data to financial accounting or the corresponding bank connection. These processes are individually customizable and can be designed to meet a company's specific requirements. In this way, gFM-Business not only enables efficient invoice management, but also offers a holistic solution for automating business processes.
Summary
With the progressive Digitization and the increasing requirements for electronic invoicing, gFM-Business ERP offers a comprehensive solution to meet these challenges.
The functions for generating and soon also for receiving electronic invoices in the ZUGFeRD/Factur-X and XRechnung formats make gFM-Business a future-proof ERP software that supports you in the efficient management of your business processes. By activating the e-invoice function, you optimize your invoicing and meet the legal requirements at the same time. Swiss users also benefit from the option to create QR invoices, which simplify and speed up the payment process.
