E-invoices: how to submit e-invoices to our tax consultancy
In order for us to process and archive an e-invoice, we must receive the original file – not a printout. This article explains how to send it to us and what is important when submitting it
Introduction
E-invoices contain their data in the original structured format. Only in this way can we capture the details, verify them and store the invoice in accordance with GoBD. We will set up the appropriate submission channels with you – this article explains what options are available and how to use them.
A few clarifications first, as there are often misunderstandings here:
A printout or a scan of the invoice is not sufficient. When you print it out, the structured data we need for processing is lost.
Nor do you need to convert or format the invoice beforehand. You simply forward the original file exactly as you received it.
This article explains why we need the original, what methods are available and what you need to do – and what you don’t need to do.
Why we need the original file
An e-invoice consists of structured data. This data allows us to extract amounts, tax rates and invoice details without having to type them out manually, and to post the invoice.
A printed copy does not contain this data. It is merely a representation and is not sufficient for either automatic processing or archiving.
With ZUGFeRD, it is the embedded data record contained within the original PDF that matters. A PDF that has been saved again, or printed out and then scanned back in, may lose this data record. You should therefore always forward the file that you originally received.
An overview of how to send documents to us
How your documents reach us depends on the system you use. This is agreed between you and our firm (document exchange tool). However, it is important that the documents are transmitted to our firm electronically in the first place.
How to submit a received e-invoice
The procedure is the same regardless of the format. The only important thing is that the original file reaches us in its entirety.
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You keep the original file
You accept the e-invoice exactly as it was received – the XRechnung as an .xml file, the ZUGFeRD invoice as a PDF with an embedded data record.
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You choose the agreed method
You use the channel agreed with us: for example, uploading to DATEV Unternehmen Online or another tool that we have agreed with you.
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You submit the file unchanged
You submit the file without printing it, converting it or saving it again. This ensures that the structured data is preserved.
What we do with it
As soon as we receive the original file, we take over further processing. The structured data is fed into the accounts and the details are checked.
Common sources of error
- Printout submitted instead of a file: The invoice is printed out and the printout is submitted. The structured data is missing, and the original must be obtained again.
- PDF generated from the view: A new PDF is saved from an open XRechnung and sent. This file no longer contains any structured data.
- ZUGFeRD resaved: The PDF is edited or resaved before being forwarded. In doing so, the embedded data record may be lost.
- Attachment forgotten: Only the text of the email is forwarded, without the attached invoice file. Without the attachment, the supporting document is missing.
- Document left behind: The invoice remains in the inbox instead of being forwarded promptly. This delays posting and may affect deadlines.
Frequently asked questions
Can I simply print out the invoice and submit it?
No. A printout does not contain any structured data and is not sufficient for either bookkeeping or archiving. Please forward the original file.
What is the easiest way to send you an e-invoice?
Usually via the method agreed with us – DATEV Unternehmen online or your individual upload address. If the invoice arrives as an email attachment, forwarding it to the upload address is usually the easiest option.
Do I need to open or convert the invoice first?
No. You should send the file as it is. Any conversion or re-saving carries the risk that the structured data may be lost.
What about ZUGFeRD – is a PDF sufficient?
Yes, provided it is the unaltered original PDF with the embedded data record. A PDF that has been saved again or printed out may have lost the data record.
What happens after I’ve submitted the file?
We check the details, post the invoice and store it in accordance with GoBD, usually via DATEV Unternehmen online. You do not need to take any further action.
Can I send several invoices at once?
Yes. Via DATEV Unternehmen online, you can upload multiple documents as a batch; when using the upload address, you can include multiple attachments in a single email. Please ensure that each file is the original.
Which method is right for me?
That depends on how you work. During set-up, we’ll work with you to determine whether DATEV Unternehmen online, an upload address or another channel is the best fit.
Legal notice
This article provides an overview and is not a substitute for individual advice. The scope of functions and names of the methods mentioned may change due to updates; the current version is always the authoritative one.
We’ll work out together which transfer method makes sense for you – please contact us directly.
As at: June 2026