Since 01.01.2025 applies in Germany: Invoices between companies must be able to be issued in a structured electronic format - such as ZUGFeRD or XRechnung.

Important for practice:

• PDF invoices alone are no longer enough.
• The focus is on structured data (XML).
• There are transitional periods for outgoing invoices - but they are coming to an end.

For real estate management companies, this means

Not only supplier invoices, but also rental invoices, ancillary costs and turnover rents are affected - as soon as the tenant is a company.

Why SAP RE-FX is a special e-invoicing case

SAP RE-FX maps commercial real estate management in a very structured way:

• Properties, contracts, rental units
• Periodic statements
• High document volumes
• recurring processes

This is precisely what makes e-invoices both useful and challenging:

Typical challenges in practice

• Automatic assignment of invoices to object / contract
• Mass generation of invoices in outgoing invoices
• Different requirements from tenants (ZUGFeRD vs. XRechnung)
• Audit-proof filing & traceability

The good news:
There is no need to convert SAP RE-FX to properly map e-invoices.

Step 1: Invoice receipt - receiving & understanding e-invoices

The first, often chosen entry point is the invoice receipt.

This is what it's all about:

• receive structured invoices (ZUGFeRD / XRechnung) automatically
• read out relevant data
• and process them in accordance with SAP

Typical requirements for incoming invoices

• E-mail or portal inbox
• Automatic extraction of invoice data
• Transfer to SAP (e.g. FI, CO, MM)
• Clean traceability for audit & archive

👉 CICS (SmartDocsService) starts right here:
E-invoices are accepted via a REST API, read out in a structured manner and provided in an SAP-compatible manner - without media discontinuity.

Result:
Less manual entry, fewer errors, faster throughput.

Step 2: Outgoing invoices - the often underestimated part

At the latest when the invoice is issued, it becomes clear why „just being able to receive“ is not enough.

For B2B landlords, this applies, among other things:

• Monthly rental invoices
• Incidental costs
• Turnover rents
• Corrections

Many companies ask themselves:

Do we now have to rebuild our entire invoicing logic in SAP?

The answer is: No.

The pragmatic approach

• Invoices will continue to be generated as usual in SAP RE-FX
• afterwards they are automatically converted into an e-invoice format

👉 This is exactly what CBCS (SmartDocsService) is designed for:

• Conversion of existing invoices into ZUGFeRD or XRechnung
• Pay-per-use model
• No in-depth intervention in RE-FX processes

Incoming & outgoing invoices thought together - the recommended timetable

Companies that Planning inbound and outbound together, avoid:

• duplicate projects
• Subsequent changeovers under time pressure
• unnecessary additional costs

Practical checklist: Is your RE-FX organization e-invoice-ready?

✔ Can you ZUGFeRD & XRechnung received?
✔ Is structured data processed automatically?
✔ Can rent and utility bills be issued as e-bills?
✔ Can different tenant requirements be mapped?
✔ Is there a scalable solution for increasing occupancy rates?

If you answer „no“ to more than two points, it is worth taking a structured look at the topic.

Frequently asked questions (FAQ)

Is a PDF invoice an e-invoice?
No. An e-bill must contain structured, machine-readable data (e.g. XML).

ZUGFeRD or XRechnung - which is better?
Both formats are permitted. ZUGFeRD is often more practical in the B2B environment, while XRechnung is often required by public clients.

Does SAP RE-FX need to be technically adapted?
No. With a connected conversion and reception solution, the obligation can be fulfilled without conversion.

To summarize: Set up correctly now instead of making improvements later

For B2B rental companies with SAP RE-FX, e-invoicing is not just a compliance issue, but an opportunity:

• Simplify processes
• Reduce error rates
• and future requirements without stress

The crucial point is to consider incoming and outgoing invoices together - and to rely on solutions that can be integrated into existing SAP landscapes.

👉 CICS and CBCS make exactly that possible:
E-invoicing in SAP RE-FX - pragmatic, scalable and without a major project.