Table of contents
What is the e-bill?
Electronic invoicing (e-invoicing or "e-billing") is becoming increasingly important in the modern business world. Companies and public administrations are turning to digital invoices to optimize processes, reduce costs and protect the environment. Electronic invoices can be generated directly from ERP software without the need for additional invoicing work.
The gFM-Business Professional ERP software supports e-invoices both as external XML files and as embedded PDF invoices (ZUGFeRD).
Historical development
In Germany, e-invoicing has developed strongly in recent years. The introduction of e-invoicing was driven by the European Directive 2014/55/EU, which stipulates the use of electronic invoices in public procurement.
Legal basis
The legal framework for e-invoicing in Germany is set out in the E-Invoicing Act and the E-Invoicing Ordinance (E-Rech-VO). Since November 27, 2020, suppliers to the public sector in Germany have been required to submit invoices electronically if the invoice amount exceeds 1,000 euros.
Technical standards
The technical standard for e-invoicing in Germany is based on the so-called ZUGFeRD format (Central User Guide of the German Electronic Invoicing Forum) and the XRechnung format. XRechnung is an XML-based data format that meets the requirements of EU Directive 2014/55/EU. It is mandatory for invoices to public clients, while ZUGFeRD is a hybrid format that includes both XML data and a PDF document and is particularly suitable for the B2B (business-to-business) sector.
Advantages of the e-bill
- Cost savingsReduced printing and postage costs.
- EfficiencyFaster processing and payment.
- SustainabilityLess paper consumption.
- TransparencyBetter traceability and fewer errors thanks to automation.
B2B obligation for e-invoicing in Germany from 2025
From 2025, e-invoicing will also be mandatory in the B2B (business-to-business) sector in Germany. This new regulation aims to further promote the digitalization and efficiency of invoice processing. Companies will then have to create and send their invoices electronically. In order to ensure a smooth transition, transition periods are planned until 2028. Within this period, companies should adapt to the new standards and create the necessary technical requirements. This gradual introduction is intended to ensure that all parties involved have sufficient time to modernize their systems and processes accordingly.
gFM-Business ERP and the e-invoice
The gFM-Business Professional ERP software, which is based on Claris FileMaker and is available for Apple Mac, Windows and iOS, already supports the generation of electronic invoices in various formats, including ZUGFeRD and XRechnung. This flexibility enables companies to meet the different requirements of their business partners and comply with legal regulations. An update to the software is planned for the end of 2024, which will also enable the import of electronic invoices. This update will further improve the automation of invoice processing and make the entire process even more efficient.
Setting up e-invoices in the gFM Business ERP software
- Activate under [Settings > Preferences > Billing] the option [Export as eInvoice].
- Select the desired format from the selection menu.
These settings are sufficient to automatically generate and archive all invoices and credit notes in the selected format. If a format without PDF embedding is selected (e.g. XRechnung), an XML file with machine-readable invoice data is generated in addition to the invoice PDF file.
