E-invoice software: formats, deadlines, Jupiter ERP

Under § 14 (1) German VAT law (UStG), an electronic invoice is issued in a structured electronic format that can be processed electronically. It must follow EN 16931 or an interoperable format the parties agree. A PDF without that structured data remains an other invoice, even when you e-mail it.

Receiving and issuing run on different calendars. Since 1 January 2025, domestic businesses must be able to receive e-invoices. The Federal Ministry of Finance FAQ lists an e-mail inbox as a sufficient starting point. Issuing is phased: until the end of 2026, issuers may still use other invoices under the statutory conditions. Until the end of 2027 that continues if prior-year total turnover did not exceed €800,000. From 2028 the transition ends for remaining issuers. Small businesses have special issuing rules under § 34a UStDV but must still receive structured invoices.

E-invoice software helps you produce, read, and archive the right formats. Which duty applies to you depends on counterparties, turnover, and dates. Check the current ministry FAQ and your tax advisor. This page is orientation, not case-specific advice.

Invoices to end consumers typically fall outside the B2B issuing mandate according to the ministry FAQ. Buyers may still require structured invoices earlier. Being ready technically avoids procurement disputes.

Both formats target structured invoice data under EN 16931. The difference is the wrapper: ZUGFeRD combines a human-readable PDF with embedded XML. XRechnung in practice is often a pure XML file without a PDF, especially for public-sector buyers and Peppol portals.

For many B2B partners ZUGFeRD is everyday practice: people open the PDF while systems parse the XML. Jupiter ERP issues outbound ZUGFeRD 2.x with the EN 16931 profile in the PDF. For public authorities you download XRechnung 3.0.

On receipt the wrapper matters less: what counts is whether your software can read the file and store it as a receipt. Jupiter ERP reads inbound ZUGFeRD and XRechnung files. Failures often come from outdated profiles or missing mandatory fields in the XML, not from the file extension alone.

On invoices and credit notes you enable e-invoicing per document or as the default in document settings. On PDF export Jupiter ERP embeds XML as ZUGFeRD 2.x with the EN 16931 profile. Master data, lines, taxes, and payment means come from the document. The seller IBAN flows into the XML; the visible PDF may also show a GiroCode for bank transfer.

You send e-mail from the panel with templates and activity log entries. Issuing as a ZUGFeRD PDF is included in the Free plan. New accounts start with a 14-day trial without a credit card. After that, Free stays at €0 if you do not choose a paid package.

Master data, line items, and the PDF preview fill the document. Content and mandatory fields stay your responsibility; reverse charge, intra-community supplies, and edge cases belong with your tax advisor. Test one invoice to an internal recipient or the public e-invoice viewer before bulk sending.

Visible mandatory fields follow § 14 UStG or § 34a UStDV. Chamber of commerce overviews help check the human-readable side. The XML inherits what is on the document. Incomplete addresses or missing tax IDs trigger rejections at the buyer.

For invoices to public authorities you download an XRechnung 3.0 (CII, EN 16931) from Jupiter ERP. That covers invoices and credit notes.

You store the Leitweg-ID on the contact. When you select the contact, Jupiter ERP copies it onto the document together with the other contact details. You can still change the value in the invoice address block. The XRechnung uses the Leitweg-ID saved on the document.

In the preview, open the XRechnung tab, or choose Download XRechnung in the send dialog. You submit the file in the authority's portal. The PDF stays the ZUGFeRD invoice.

Receiving means you can accept and archive structured files. The ministry FAQ considers an e-mail inbox sufficient. Whether you book every invoice in the ERP immediately is an organisational choice. Many teams store the file and forward it to the tax advisor.

To read inbound ZUGFeRD and XRechnung files you can use Jupiter ERP's public e-invoice viewer without an account. You see structured fields next to the PDF when present. Storing them as expense receipts in the panel with account and project assignment requires a Business package or higher.

You upload or capture the receipt in the panel deliberately. GoBD-compliant archiving and retention remain your responsibility; Jupiter ERP supports storage and traceability in the tenant.

When suppliers still send PDFs without structure, you may accept them during transition rules where allowed. Structured invoices from other businesses are becoming more common. A dedicated inbox or folder reduces search effort.

For typical B2B work with a readable document and structured data, Jupiter ERP issues ZUGFeRD 2.x with the EN 16931 profile in the PDF. People open the file as usual; systems read the embedded XML.

Number ranges, master data, and sending stay in one workflow. You enable e-invoicing on the document or as a tenant default and send by e-mail from the panel.

For public authorities Jupiter ERP provides XRechnung 3.0 as a download. The Leitweg-ID, the download, and how it sits next to ZUGFeRD are in the XRechnung guide.

At minimum since 2025 you need a receiving channel and a way to archive readable files. For issuing, your deadline and customer base matter. If you send B2B invoices with PDF and structured data, look for software with ZUGFeRD export and solid master data.

Jupiter ERP combines invoicing, ZUGFeRD output, XRechnung 3.0 for public authorities, e-mail sending, a viewer for inbound files, and expense receipt filing from Business upward. DATEV export and extended accounting are package questions on the pricing page. Growing teams often want contacts, projects, and receipts in one place.

Do not compare feature lists alone. Ask: Can I produce a test invoice in the target format? Does my tax advisor understand the export? Can my largest customer read the format? Are ministry FAQ updates read before processes are frozen?

Start lean: enable e-invoicing, check one test PDF, name the receiving inbox, use the viewer for first supplier files. Expand accounting and receipt workflows when volume grows.