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E-invoicing implementation in accounting

Since 2025, businesses in Germany must be able to receive e-invoices; from 2027 or 2028 they must also issue them. We embed XRechnung and ZUGFeRD properly in your payables and receivables processes.

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Overview

Mandatory e-invoicing for domestic B2B transactions in Germany is not just an IT project: it changes invoice receipt, approval and billing in day-to-day operations. Loretta Schneiders implements the change operationally in accounting – in your existing ERP, together with the team and in a way that holds up after the mandate. The tax and legal assessment remains with your tax adviser.

Situations

Typical situations when implementing e-invoicing

Since 1 January 2025, all domestic B2B businesses in Germany must be able to receive e-invoices. In many accounting departments, XRechnung and ZUGFeRD files do arrive, but are printed, keyed in manually or handled in a second workflow alongside PDF invoices.

From 1 January 2027, companies with prior-year turnover above €800,000 must also issue e-invoices; from 1 January 2028, all others. Until the end of 2026, paper and PDF invoices (PDF with the recipient’s consent) are still permitted as a transitional rule. Billing, customer master data and delivery channels therefore need to be ready in time.

Often the team simply lacks the capacity to implement the change properly alongside day-to-day business and the closing.

What we take on

01

Assessment: incoming channels, invoice formats, supplier and customer master data, and approval workflows.

02

Organising the receipt of XRechnung and ZUGFeRD invoices in your existing ERP – from capture to approval.

03

Preparing billing and delivery for e-invoices and coordinating the switch with customers.

04

Coordination with the tax adviser, IT and ERP partner: defining accounting requirements clearly and testing them.

05

Process documentation, work instructions and team training, so the new workflow holds up in practice.

06

Keeping payables and receivables stable throughout the changeover.

Your situation looks different? Talk to Loretta Schneiders directly.

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Services

Reference mandates

01

KHD Humboldt Wedag · Interim Accounts Payable Manager

Took over accounts payable with a nine-figure annual volume without onboarding, acted as key user and tester for SAP S/4HANA in the payables process, digitalised invoice approval with SAP VIM and handed over with complete documentation.

02

Element Materials Technology · Interim Senior Accounting Specialist

Took over accounts payable for five German sites in Dynamics 365 and prepared the transition to the Global Business Center in Edinburgh with fully documented processes.

References

“She dealt with numerous challenging tasks without any onboarding, always maintaining a positive attitude … she familiarized herself quickly with new tasks and solved even complex problems very reliably.”
Head of Accounting and Consolidation, KHD Humboldt Wedag

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Your contact: Loretta Schneiders

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Loretta Schneiders

Managing Partner · Senior Interim Finance Leadership

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Why Loretta Schneiders

Loretta Schneiders knows invoice processing from first-hand practice: she has run payables processes with nine-figure volumes and digitalised invoice approval in SAP. That is why she implements e-invoicing where it matters – in the document, the approval and the posting. If you want to automate further, navyra.finance can optionally be brought in, commissioned separately and disclosed openly.
  • Over 15 years of experience in finance and accounting.
  • Payables and receivables management with nine-figure volumes in group structures.
  • Digitalised invoice approval with SAP VIM; key user and tester for SAP S/4HANA.
  • ERP experience: SAP, Oracle, Microsoft Dynamics, abas and DATEV.

More on this topic

More on this topic

Case study

KHD Humboldt Wedag: payables processes digitalised

Guide

E-invoicing 2027: what accounting needs to prepare now

Related services

Interim Accounts PayableFinance Process DigitalizationInterim SAP Accounting

FAQ

Frequently asked questions: E-Invoicing Implementation

Is a PDF sent by e-mail already an e-invoice?

No. Under the new rules, an e-invoice is a structured invoice based on the European standard EN 16931, for example in the XRechnung format (pure XML) or ZUGFeRD (a PDF with embedded XML data). A plain PDF is not an e-invoice; until the end of 2026 it is still permitted as a transitional rule with the recipient’s consent. How this applies to your cases is for your tax adviser to assess.

What are the deadlines for issuing e-invoices?

All domestic B2B businesses in Germany have had to be able to receive e-invoices since 1 January 2025. From 1 January 2027, companies with prior-year turnover above €800,000 must also issue them; from 1 January 2028, all others. Exemptions include small-amount invoices up to €250. Your tax adviser assesses how your company is affected; we implement the process in accounting.

What changes in invoice receipt in practice?

Invoices arrive as a data record rather than on paper or as an image. Capture, checking and coding can then be more structured, provided that incoming channels, supplier master data and approval workflows fit. We organise these steps in your existing ERP, define who checks and approves what, and document the workflow. How accounts payable as a whole is set up is described under interim accounts payable.

Do you provide tax advice on e-invoicing?

No. The tax and legal assessment, for example of obligations, exemptions or transitional rules, belongs with your tax adviser. Loretta Schneiders implements the change operationally in accounting: processes, master data, approvals, testing and training. We bring together the tax adviser’s requirements and the technical implementation by IT or the ERP partner in day-to-day operations.

Can e-invoicing be combined with an ERP change?

Yes, this often makes sense, because master data, formats and approval workflows are being reorganised anyway. For a system change, we support this as part of ERP migration in accounting. A clear sequence matters: first implement the mandatory part reliably, then further automation. We are happy to discuss your situation – just use the contact form.

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Contact

Implementing e-invoicing – talk to Loretta

Your accounting team receives e-invoices but still processes them manually, or issuing from 2027 is still open? Briefly describe your situation – we will get back to you personally and promptly.

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