E‑invoicing in B2B: How to Get Ready for Mandatory Digitalisation

• Digital Factory
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A new mandatory requirement is taking effect in Germany in 2025: companies must accept digital invoices. Also, from 2027 they will have to both receive and send them digitally. Other countries will also have to comply with similar legislative requirements by then. The European Union directive involved is part of a broader trend of digitalisation of public and company processes throughout Europe with the goal of making business more transparent and efficient. For companies doing business with German partners, this change is a key milestone for which they will have to prepare thoroughly.

What does e-invoicing mean for your firm?

E-invoicing is the process of exchanging invoices among companies in a digital format. Unlike traditional paper invoices or PDF invoices, e-invoices must meet certain standards to be compatible with the system used by partners. The European Union, in accord with its Directive 2014/55/EU, is gradually introducing the obligation to accept e-invoices, not just in Germany, but in every member state.

Germany, in line with European standards, has introduced the obligation to accept e-invoices, which means that companies doing business on the German market must be capable of processing them and integrating them into their internal systems. Handling e-invoicing can be a challenge in terms of integrating it with your IS and generating new formats.

PDF invoices vs. e-invoices, or: Why isn’t PDF enough?

Even though PDF invoices are digital, they may not meet the requirements for e-invoices as defined in the EU directive. PDF invoices contain data in a visual, readable form, making them easy to read and print. However, they are problematic from the automation standpoint: in order to process them fully, data must be manually entered into an invoicing system, or image-to-text conversion technology must be used. That means that a PDF invoice cannot be automatically integrated into the system and requires extra steps for processing.

Therefore, an email with a PDF may not be enough to send an invoice - such a document may not meet the requirements for a structured e-invoice. For an invoice to be considered an e-invoice, it must be sent in a format that enables instant processing in the recipient’s system. Precisely this requirement is met by formats such as ZUGFeRD and XRechnung/Factur-X, which combine machine-readable data with a visual representation for easier checking and archival.

Comparison of PDF invoices and e-invoices

	PDF Invoice	E-invoice
Automation of processing	Requires manual entry or the use of image-to-text conversion technology.	Enables fully automated processing without human intervention.
Data format	Contains visually readable data that is not machine-readable.	Generated in a structured format (e.g. XML).
Delivery method	Can be e-mailed, but this does not guarantee automatic processing.	Delivered over EDI or another system for data interchange.
Optimisation for accounting systems	Made for human reading; is not optimised for accounting software.	Optimised for direct import into accounting and ERP systems.
Compliance with the EU directive	Does not have to meet the requirements for a structured e-invoice.	Meets the requirements of Directive (EU) 2014/55/EU.

Aimtec is part of the PEPPOL network 

One of the most frequently used e-invoicing standards in Europe is PEPPOL (Pan-European Public Procurement Online). Aimtec is a PEPPOL network connection provider, which means it can ensure an easy connection between you and your business partners.

For you this means:

• An easy and problem-free transition to an e-invoicing standard.
• Compliance with legislative requirements not only in Germany, but also in other countries that are implementing similar obligations.
• Safe and fast data transfer that ensures your invoices will be delivered on time and error-free.

Why should you partner with Aimtec on e-invoicing?

Aimtec has years of experience with digital transformation and the deployment of IT solutions in B2B and logistics. We know how to design and deploy solutions tailor-made for your needs, no matter whether you’re a small business or a large multinational corporation.

With us, you get:

• A comprehensive turnkey solution – we’ll take care of the whole process of implementing e-invoicing, including integration with your internal systems and support during the transition to a new invoicing method.
• Flexibility and scalability – our solution is ready to grow with your company, no matter whether you’re at the start of your road to digitalisation or you’ve already introduced certain processes.
• Reliable support – our team of experts is ready to help you at nearly any time and ensure your IT systems will work without outages.

Don’t get caught off-guard by changes, get ready with us

The e-invoicing obligation is coming up quickly, and companies that aren’t prepared in time may face serious problems with compatibility and delays in invoicing processes. Get yourselves a head start and competitiveness on the German market – and everywhere.

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