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You’ve probably already heard about e-invoicing and the e-invoicing obligation and that this will be mandatory for all companies in Germany from 2025. From this date, all companies will have to accept incoming e-invoices and later also send their own invoices digitally. Time to prepare, because the requirements are demanding – but with the right information, everything remains under control. Here are the most common mistakes and pitfalls surrounding e-invoicing and how to avoid them successfully.
A widespread misconception! PDF files alone do not meet the requirements of the e-invoice obligation. E-invoices must be machine-readable, i.e. in a format such as XInvoice or ZUGFeRD. These structured formats make it possible to process invoices automatically and digitally without any detours – an advantage that is worth its weight in gold, especially for companies that want to optimize their processes.
Some companies assume that the e-invoicing obligation only applies to the B2B sector. In fact, it also affects many B2C companies. In concrete terms, this means that companies operating in B2C will receive e-invoices from suppliers and there is no minimum threshold of commercial customers above which the obligation applies. Only micro-enterprises and very specific sectors (e.g. ticket sales) are exempt from the obligation.
There is a bitter disappointment for companies that rely on their ERP systems and assume they are fit for the e-invoicing obligation. Unfortunately, in many cases this is not the case and an update or plugin is necessary to meet the requirements. Checking and retrofitting at an early stage prevents unpleasant surprises and ensures that the changeover runs smoothly.
Online converters that convert invoices from different formats seem practical. And yes, there may be some that are free of charge, but this manual method is cumbersome and error-prone in the long run. It also contradicts the basic idea of e-invoicing – automatic, secure and efficient processing. A tool like DocBits, which is seamlessly integrated into the company workflow, saves time in the long term and reduces the susceptibility to errors.
Saving invoices in your e-mail inbox is not enough. E-invoices often need to be securely archived for years and remain accessible at all times – in case the tax office ever asks.
The GoBD requirements state that digital invoices must also be archived digitally. A printout is therefore not only unnecessary, but also risks disregarding the legal requirements. A secure, audit-proof digital archiving system is the best way to meet all requirements.
E-invoices often contain sensitive information that requires special protection. In addition to secure transmission, GDPR-compliant archiving is mandatory to ensure that the data does not fall into the wrong hands. Companies must rely on secure processes here in order to meet the high data protection requirements and avoid fines.
An often-heard objection, but one that is frivolous. Although the tax and customs authorities do not have the staff to carry out comprehensive audits, random checks will probably be carried out. In addition, increasingly large companies are making it a priority to only use e-invoices – even along the supply chain. Companies that continue to rely on paper not only risk penalties, but also damage to their image.
In many companies, the switch to e-invoices is put on the back burner. It is often underestimated that the process also means organizational changes, such as employee training or adjustments to internal processes. A timely start helps to make the changeover stress-free and to ensure that deadlines are met and everything runs smoothly by the deadline.
Some companies are reluctant to make the investment required to introduce e-invoicing. The changeover can incur costs, for example for software updates or additional training. However, these costs are amortized by the long-term savings. Automated and standardized invoice processes not only save time, but also significantly reduce error costs and accounting workload.
Many fear that the standardized format of the e-invoice will restrict their personal design. In reality, however, an e-invoice only means that the invoice-relevant information must be available in a structured and machine-readable form. Layouts and design can still be adapted and personalized if desired – the only important thing is that the document can also be processed technically correctly as an e-bill.
There is no question that mandatory e-invoicing brings advantages, but it also requires well thought-out preparation. DocBits provides support here as an intelligent IDP solution that helps companies to set up their accounting processes digitally and automatically – for an efficient and audit-proof future.
Image credits: Header- & featured image by FELLOWPRO
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