Solution: Integrating digital invoices

Invoices according to the ZUGFeRD and XRechnung standard

A case for enaio®

ZUGFeRD and XRechnung have long been the most common invoice formats for the electronic exchange of invoice data.

  • ZUGFeRD (Central User Guide of the Electronic Invoice Forum Germany) is a hybrid invoice format and combines a structured XML file with an embedded PDF document. This allows both machine-readable data and a human-readable invoice to be combined in one document.
  • XRechnung is a purely structured XML format for electronic invoice exchange. In accordance with the current EU standards, it is used by the public administration in Germany. The invoice standard enables standardized and automated processing of invoice data.

ZUGFeRD and XRechnung promote the digitalization and automation of invoice processes. They improve the efficiency, accuracy and transparency of invoice processing, reduce paper consumption and contribute to regulatory compliance. enaio® supports the ZUGFeRD and XRechnung standards and offers solutions from simple invoice capture to complex invoice receipt workflow scenarios.

enaio® & ZUGFeRD/XRechnung

  • Recognize invoices that comply with the ZUGFeRD and XRechnung standard
  • Read invoice data from the embedded XML file (ZUGFeRD)
  • Automatically read XRechnungen, extract and transfer the invoice data
  • Read electronic invoices without ZUGFeRD metadata with enaio® classify
A diagram illustrating the process of a cash emi invoice, including ZUGFeRD and XRechnung interface integration.
The future belongs to electronic invoicing
Automatic data import and export simplifies administration and enables control

Full control over all invoices

Digital invoices reach their recipients by e-mail. An invoice in the ZUGFeRD standard consists of a readable document combined with structured data. An XRechnung consists of an XML file and does not contain a human-readable PDF. The invoices received can be forwarded by the clerk or automatically to the enaio® collective mailbox. The invoice data is then automatically read out, extracted and transferred directly to the enaio® ECM system, provided that they are known contractors.

Electronic invoices from unknown contractors as well as manually scanned paper invoices can be automatically checked, recognized and sorted via the enaio® classify solution. They are then included in a workflow in enaio®. A special advantage: Our XRechnung solution provides a tool that converts the XML file into a readable document and makes it available for viewing in enaio®.

Working with workflows, deadlines and access rights

The enaio® incoming invoice workflow can be configured in such a way that the further process is already defined. In this way, invoices from known suppliers are sent immediately to the correct recipients in the respective department. At the same time, the finance department has access to the automatically generated invoice receipt book. With it, for example, the treasurer can access the invoice and the associated data as well as the current processing status at any time. Likewise, enaio® can automatically alert in time before the cash discount deadline is reached.

With enaio®, companies are able to work effectively with workflows and manage deadlines and access rights. The invoice receipt workflow optimizes the entire invoice processing, ensures smooth collaboration between departments and enables invoices to be processed punctually and transparently. In addition, enaio® also supports order processing by enabling seamless integration of relevant order documents and information into the workflow. This helps to increase efficiency and improve workflows within the company.

  • Automatic invoice recognition saves time and money.

  • Electronic invoices with and without ZUGFeRD data as well as XRechnungen can be processed.

  • The solution can be flexibly adapted to different workflows as required.

  • enaio® can automatically warn you when the discount period has been reached.

OPTIMAL SYSTEMS offers – depending on the regional catchment area of the customers – different variants of the respective enaio® solution. There may be differences, for example in terms of functionality and user interface. We will be happy to provide you with more information in a personal consultation.

Do you have any further questions?