GuidesInvoicing
E-invoice basics: what counts — and what does not
An e-invoice is structured data your buyer’s accounting can import automatically. A PDF in an email is still common, but it is not an e-invoice under European and German rules.
What is an e-invoice?
An e-invoice (electronic invoice) is issued, transmitted, and received in a structured format — typically XML or a hybrid PDF/XML such as ZUGFeRD. The buyer’s ERP or accounting software can read line items, tax amounts, and payment details without manual entry.
A normal PDF you create in Word or export from invoicing software is not an e-invoice unless it embeds compliant structured data. Scanned paper invoices are not e-invoices either.
Why structured data matters
- Faster approval and payment on the buyer side
- Fewer transcription errors and disputes
- Compliance with buyer requirements and national mandates
- Better audit trail when paired with proper archiving (see GoBD in Germany)
Working in Germany?
Germany requires businesses to receive EN 16931–conform e-invoices for domestic B2B trade from 2025, with issuing obligations phased in from 2027–2028. If you are an expat freelancer or run a small business in Germany, read our mandate guide for timelines and practical steps.
General information only — not legal or tax advice. Tax and e-invoice rules can change; the applicable laws control (e.g. § 19 UStG, § 14 UStG). Confirm with a tax advisor or lawyer if unsure.