Many companies initially approach electronic invoicing (e-invoicing) out of necessity. However, in practice, they quickly move on to entirely different questions: Can we review incoming invoices legibly? Are our data consistent across systems? And how do we manage approvals, delivery, and archiving without new media breaks?
At the latest, it becomes clear: e-invoicing is more than a new format. She reaches into the entire process one – from the input data, through checking and approval, to delivery and storage. Therefore, it is not only crucial whether an invoice is formally correct, but whether the Process behind that in everyday life Load-bearing works.
E-invoicing in the DACH region: What applies currently
In Germany, the topic currently affects the domestic B2B sector primarily. In Austria and Switzerland, invoices to the federal government or public administration are the main focus.
- Germany: Since January 1, 2025, electronic invoices must regularly be used for transactions between domestic companies. Companies have had to be able to receive e-invoices since then. There are transition periods for sending: until the end of 2026, other invoices are still permissible in many cases, and for a previous year's turnover of up to 800,000 euros, in certain cases until the end of 2027.
- Austria: The e-invoice has been established for years with the federal government. In the general B2B sector, the framework remains more flexible: electronic invoices may also be sent via email, PDF, web download, or as a scan, provided the recipient agrees and the authenticity, integrity, and readability are ensured.
- Switzerland Suppliers to the federal administration are obliged to submit invoices electronically if the contract value exceeds 5,000 Swiss francs. Invoices to the Confederation can be submitted as a PDF via email or as a structured data record via a service provider, depending on the case.
What constitutes an e-invoice
No eInvoice is located in a structured, machine-readable format before and enables the automated post-processing without manual intermediate steps. While a digital document doesn't yet replace a digital process. Only when systems can automatically take over and process invoice data, does a real increase in efficiency occur.
In the German context, this is aligned with the standard EN 16931. Established Format are here mainly XRechnung and ZUGFeRD.
Why a PDF is not automatically an e-invoice
Many equate digital invoices with PDFs. Germany This assumption is no longer tenable as of 2025. Because a simple PDF applies there in B2B not as an e-invoice, but as another invoice. A E-invoices must be structured and allow for electronic processing. While a PDF can provide a human-readable view, the crucial part is the machine-readable dataset. In hybrid formats like ZUGFeRD, the data from the structured part is decisive in case of doubt.
In Austria, the framework in B2B is more open as long as authenticity, integrity, and legibility are ensured. In Switzerland, depending on the submission method, the Confederation accepts both PDFs via email and structured data sets.
Where e-invoicing creates value
The benefit is evident not only in paperless shipping, but in everyday life.
- Can we safely receive and make e-invoices readable today?
Starting January 2025, companies will need to be able to receive e-invoices. In practice, mere receipt is not enough: invoices must also be readable, verifiable, and processable. - Where do media breaks occur between ERP, release, and shipping?
This is exactly where effort, error rates, and manual rework increase. Anyone who merges invoice data from multiple systems, organizes approvals outside the actual process, or manages delivery routes separately historically creates new friction instead of efficiency. - How do we document delivery and archiving?
In Germany, at least the structured part of e-invoices must be stored in such a way that it remains intact in its original form. In Austria, authenticity, integrity, and readability must be ensured throughout the entire retention period.
E-invoicing is not purely a compliance issue. She makes the Basis for more stable processes and for more controllability in the document process. Public authorities in the DACH region explicitly describe the benefits of digital and automated invoice processing as fewer errors, accelerated processes, and reduced administrative effort.
E-Invoicing Implementation: Typical Challenges
The biggest hurdles rarely start with the file format, but rather where invoice data comes from multiple systems, approvals run outside the actual process, and historically grown exceptions slow down the standard.
Typical challenges:
- Data comes from too many systems
The more sources involved, the higher the risk of media breaks, duplicates, and incomplete information. Without a consistent data base, the e-invoicing process also becomes unstable. - Approvals are happening outside the system
Manual loops are time-consuming and make processes prone to errors. Clear testing and approval logics create reliability. - Delivery routes have grown historically
Different recipients expect different channels. Therefore, companies need central control for digital and physical delivery. - Special cases slow down the standard process
The more exceptions are left unaddressed, the more unstable the process becomes. Clean rules and variations are important from the start. - Archiving is coming too late to the project
Those who only consider documentation and traceability at the end create new gaps. Legally compliant storage is not an add-on, but part of the process.
Where CCM systems fit into the e-invoicing process
So that e-invoicing in everyday life works, Conversion to a structured format is not enough. The crucial point is that Creation, Review, Approval, Delivery and Archiving fits together cleanly.
For this to happen, invoice data must be structured and capable of being processed without manual intermediate steps. Equally important is Integration with ERP and specialist systems, so that data is consistently transferred from the relevant source systems.
Tests and Approvals must transparent and controllable proceed. Also the Delivery should vary depending on the recipient target control leaving – via email or portals, for example. Documentation and archiving must be embedded in the process from the outset, so that changes, dispatch routes, and documents are recorded comprehensibly and stored in a revision-proof manner.
Only when these building blocks work together does e-invoicing become a robust process. This is exactly where we start CCM systems They help to merge document creation, approvals, delivery, and archiving into a continuous workflow.
Case Study: Docuguide in Use at Deutsche Post
As Official service provider the German Post AG (DPAG) and Deutsche Post E-POST SolutionsEPS developed and Neeyo sets the DPAG product docuguide ready. The solution shows, how to sich transition e-invoices to a robust process
Documents can be processed and sent physically and electronically in a fully automated manner, supplemented by multi-channel output, e-invoicing with XRechnung and ZUGFeRD, as well as an approval workflow. This makes it tangible how docuguide integrates document creation, processing, and shipping into a continuous process.
More on this in our Case Study:
docuguide at Deutsche Post
In projects, e-invoicing isn't decided by format, but by the quality of the process. This is exactly where docuguide comes in: the solution brings document creation, approvals, processing, and dispatch into a workflow that functions reliably in everyday use.
Steffen Böhringer, co-CEO and co-founder of docuguide
Ready for e-invoices? Check for download
Would you like to classify the topic for your company? The PDF offers quick orientation and bundles the most important audit questions regarding reception, data, approvals, delivery, and archiving – compact, practical, and to the point.
Download self-check now (PDF)
Conclusion
e-Invoicing has long been more than just a legal requirement in the DACH region. Germany is significantly advancing the topic in its domestic B2B sector as of 2025, while Austria and Switzerland are primarily focusing on electronic invoicing processes in the public administration sector.
Therefore, for companies, it's not just about whether a format can be technically produced. The crucial point is whether data, approvals, delivery, and archiving come together as a robust process. This is precisely where a viable process with real added value emerges from a regulatory requirement.
Sources: