What is an e-bill?
An e-invoice is an electronic invoice that is created, transmitted and processed in a structured data format. This facilitates the automation of invoice processing and reduces errors and administrative effort.
Why use ZUGFeRD and XRechnung?
In Germany, ZUGFeRD and XRechnung will be increasingly used in the future to make electronic invoice exchange more efficient and standardized. Both formats meet the requirements of EU Directive 2014/55/EU, which obliges the public sector to accept electronic invoices in order to reduce the administrative burden and promote digitization. The main difference between the two formats lies in their target group and structure.
What is the difference between ZUGFeRD and XRechnung?
XRechnung is the prescribed format for invoice exchange with public clients in Germany and focuses on a pure XML data structure without visual representation. ZUGFeRD, on the other hand, is a hybrid format that contains both a machine-readable XML file and a human-readable PDF version of the invoice. It therefore offers more flexibility and is suitable for both the B2B sector and the public sector.
Why should real estate management companies switch to ZUGFeRD and XRechnung?
It is advantageous for real estate management companies to use ZUGFeRD and XRechnung now and integrate the corresponding software solutions, although from 1 January 2025, in accordance with the Growth Opportunities Act, only incoming invoices must initially recognize the formats. Through early implementation, property management companies can secure a competitive advantage by optimizing and automating their processes now. The integration of these formats enables more efficient workflows, reduces sources of error and saves time in invoice processing. In addition, the use of ZUGFeRD and XRechnung improves collaboration with clients and business partners who are increasingly relying on electronic invoices. In the long term, this creates a solid basis for easily meeting future legal requirements and accelerating the digitalization of administration.
ZUGFeRD and XRechnung
Read, assign and create - our cloud solutions
Process e-invoices in the BTP cloud
To meet the requirements of digital invoice exchange, we offer two specially developed cloud solutions that capture incoming ZUGFeRD and XRechnung documents from your system via a REST API. Our service, the Cloud Invoice Conversion Service (CICS), is fully integrated into the SAP BTP cloud and ensures both high data security and fast processing of the invoice data received. CICS can process ZUGFeRD and XRechnung formats and automatically assign the correct contact person or department based on the metadata.
The legal changeover to electronic invoicing will shorten the lifespan of classic OCR technologies, as CICS has already integrated the recognition of this data. This means that image processing is no longer necessary. As long as PDF invoices are still in use, you can continue to use CICS in combination with your existing OCR solution.
Generate ZUGFeRD and XRechnung in the pay-per-use process
Once the incoming invoice process has been optimized, the next question arises: How do you create ZUGFeRD and XRechnung documents for your outgoing invoices yourself? This is where our second solution, the Cloud Billing Conversion Tool (CBCS), can help. It allows you to create invoices as usual and takes care of the conversion into the electronic format for you.
Both BTP solutions offer several advantages: they are quickly ready for use, require minimal effort in your company and have calculable costs from EUR 299 per month in the pay-per-use model. This not only offers you efficiency, but also a decisive competitive advantage.
CICS | CBCS zählen zu unseren SmartDocs Services, die sich optimal mit SmartDocs Suite kombinieren lassen. Auf diese Weise verknüpfen sich automatisiert alle üblichen FI-Dokumente in ihrem SAP und sie können diese leichter finden, sind compliant unterwegs und in der Lage Korrespondenz gebündelt zu versenden.
Demo video from the TAC Insights Real Estate Congress 2024
CBCS can be seamlessly integrated into existing systems, regardless of whether you use SAP or another ERP solution. We can be easily integrated into your solution via our flexible API, enabling fast and smooth conversion. With our cloud-based web service, you can make the transition to electronic invoices simple and efficient. Implementation is done directly by you, ensuring maximum control and adaptability - without having to make extensive changes to your systems. And best of all, you only pay for what you use - thanks to our pay-per-use model!
- Quick and easy integration into any existing solution thanks to REST API
- Standard implementation in SAP systems (ECC, S/4HANA private and cloud edition)
- Maximum control through independent implementation
- Flexible pricing model: pay-per-use
Implementation of e-invoicing in SAP RE-FX
Steps for implementing e-invoicing in SAP RE-FX
The implementation of e-invoicing in SAP RE-FX is an important step towards the digitalization and automation of your real estate management. Here are the key steps to successfully implementing this process.
1. analysis of current processes Before you start implementation, you should carry out a thorough analysis of your current invoicing processes. Identify manual work steps that can be automated using e-invoicing.
2. selection of the appropriate format There are various formats for e-invoices, such as ZUGFeRD or XRechnung. Choose the format that best suits your requirements and legal regulations.
3. customization of SAP RE-FX Customize your SAP RE-FX system to create and process e-invoices. This can include the configuration of workflows, notifications and approval processes.
4. training of employees Make sure that your employees are familiar with the new processes. Training courses and workshops can help to promote acceptance and understanding of e-billing.
5. test phase and rollout Carry out a test phase to ensure that the e-invoices are created and processed correctly. After successful tests, you can gradually introduce e-invoicing throughout the company.
6. monitoring and optimization Monitor the process continuously and optimize it if necessary. Use the reports and analyses in SAP RE-FX to improve the efficiency of your invoicing processes.
With e-invoicing in SAP RE-FX, you can modernize your invoice processing and save time and money at the same time.
Advantages of e-invoicing in SAP RE-FX for your company
Advantages of e-invoicing in SAP RE-FX for your company
The introduction of e-invoicing in SAP RE-FX offers numerous benefits that go far beyond the simple digitization of invoices. Here are some of the key benefits your company can achieve by using e-invoicing in SAP RE-FX.
1. increase in efficiency Automating invoice processes minimizes manual intervention, which leads to a significant increase in efficiency. Employees can concentrate on value-adding activities instead of spending time manually processing invoices.
2. cost reduction E-billing eliminates the need for paper, printing and mailing. This leads to direct cost savings and at the same time reduces your company's ecological footprint.
3. faster payment cycles With e-invoicing, invoices can be created and sent more quickly, resulting in faster payment cycles. This improves liquidity and enables better financial planning.
4. improved accuracy Automated processes reduce the error rate in invoice processing. This minimizes the risk of payment delays and disputes with suppliers.
5 Compliance and security The e-invoice in SAP RE-FX ensures that all legal requirements and standards are met. Electronic invoices are forgery-proof and offer better protection against fraud.
6. transparency and traceability SAP RE-FX offers comprehensive reporting and analysis functions that enable complete transparency and traceability of all invoices. This makes it easier to monitor and optimize your invoice processes.
7. integration and scalability The e-invoicing solution integrates seamlessly with existing SAP systems and can be easily scaled to meet the growing needs of your business.
Take advantage of the benefits of e-invoicing in SAP RE-FX to optimize your invoicing processes and future-proof your company.