E-Invoicing Basics

How to Create an E-Invoice – A Step-by-Step Guide

What Do You Need?

Creating an e-invoice is simpler than many think. At its core, you need:

  • A tool that generates structured invoice data
  • The required mandatory fields (recipient, amount, tax ID, etc.)
  • A suitable format: XRechnung or ZUGFeRD

Option 1: Accounting Software

The easiest solution: your accounting software already supports e-invoices.

  • Lexware: ZUGFeRD from Basic version onward
  • SevDesk: Fully XRechnung-compatible
  • DATEV: ZUGFeRD via the invoice workflow
  • WISO Mein Büro: Supports both XRechnung and ZUGFeRD

The advantage: you create the invoice as usual and the software handles the format.

Option 2: Free Online Tools

For occasional invoices or getting started, there are free alternatives:

  • PDF24 E-Invoice: Creates ZUGFeRD PDFs from any PDF
  • ELSTER (Mein ELSTER): Free XRechnung creation, but only for invoices to public authorities
  • Online invoice generators: Many now offer e-invoice export

Option 3: Templates for Power Users

If you invoice regularly but don't want full software:

  1. Create a ZUGFeRD template in Excel
  2. Use a conversion tool to generate XML
  3. Generate the structured invoice as PDF+XML

There are publicly available templates for XRechnung and ZUGFeRD on the official portals.

Checklist for Your First E-Invoice

  • Does the invoice contain all mandatory information?
  • Is a structured format chosen (XRechnung or ZUGFeRD)?
  • Is the Leitweg-ID included (for public authorities)?
  • Is the e-invoice machine-readable (XML structure)?
  • Can your customer process the format?

Conclusion

For most people, accounting software that supports ZUGFeRD is sufficient. If you only invoice occasionally, you can start with free tools. Important: check beforehand which format your customers expect – and whether you invoice public authorities.

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Still unsure?

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