ZUGFeRD and XRechnung
2 min read
Two formats for the same thing: an invoice an accounting system can read. ZUGFeRD is a PDF with embedded data, XRechnung is the data on its own. Both are off by default.
Two formats for the same thing
An invoice an accounting system can read. ZUGFeRD is a PDF with data embedded invisibly, XRechnung is the data alone, with no picture. Both follow EN 16931, the European standard behind them.
Off by default
Because a badly built document is worse at the recipient's end than none at all: it gets read in and lands in the wrong place. You switch it on per partner, once you know what they need.
E-invoice missing on a row
Then the document could not be built, usually because a mandatory detail on the partner is missing, the buyer reference for instance. Nothing is sent at all in that case, not even the PDF: a partner waiting for an e-invoice should not instead receive a PDF and consider the matter closed.
What we do not say about it
The documents follow the standard, and before the first real send one of them belongs in front of your accountant. Whether your case requires an e-invoice, and in what form, is a question for them and not for this help.
Which format do I choose?
ZUGFeRD when your partners need a readable document: it looks like an invoice and carries the data invisibly. XRechnung when the recipient explicitly asks for it, which is usually the case for public authorities. When in doubt, ask the recipient.
Why does nobody get a PDF with XRechnung?
Because the format is the data itself. An additional PDF would be a second version of the same invoice, and the recipient would have to decide which one counts.
What does "e-invoice missing" on a row mean?
The document could not be produced, and therefore the invoice was not sent either. The reason is in the message: usually a missing buyer reference at the partner, or incomplete sender details. Once the reason is fixed, the next run sends it.
Why is nothing sent at all when the e-invoice fails?
Because a mail without the document the recipient requires is worthless to them: they would reject it. It is the same case as a partner without billing details: skipped and named, instead of producing something nobody can use.
Has the format been checked legally?
The documents follow EN 16931, the European standard behind both formats. Before the first real send you should put one document through a validator: the point of the standard is machine readability at the recipient, and that is best checked with their tool.