E-invoicing: Implementation in point-of-sale systems (e.g. catering, retail)
A receipt is not an e-invoice. This article explains how to implement e-invoicing in till systems.
Introduction
If you use one of these till systems, e-invoicing will only affect you in a few practical scenarios. We’ll sort this out for you and handle the tax processing.
A clarification first, as there is a common misconception here: a till receipt is not an e-invoice – regardless of which till system generates it. Even a receipt sent by email does not constitute a structured invoice format in accordance with EN 16931.
This article summarises the common logic, briefly introduces the four systems and outlines the straightforward approach for the rare B2B cases.
The common logic
However different the POS systems may be in detail, they all behave in the same way when it comes to e-invoicing. Three points apply to all of them.
Firstly, all the systems mentioned are POS systems designed to meet the legal requirements for cash registers – featuring technical security measures and complying with the principles of proper cash register management. They generate POS receipts, not e-invoices.
Secondly, e-invoicing is rarely necessary in the hospitality sector: sales to private customers and small amounts up to 250 euros are exempt.
Thirdly, e-invoicing only becomes relevant when a business customer requires an invoice for more than 250 euros – and in that case, it is processed via a connected invoicing solution.
Nothing changes for day-to-day business. It is only when a business customer requires an invoice for more than 250 euros – for example, for a company party or a catering service – that an e-invoice becomes necessary.
The straightforward approach for B2B transactions
If a business customer requires an invoice for more than 250 euros, a till receipt is not sufficient. You then create an e-invoice in the XRechnung or ZUGFeRD format.
This is done via invoicing or accounting software that generates these formats – or, if your till system offers a corresponding function, via that.
As always, your business is obliged to be able to receive incoming e-invoices. All you need is an email inbox; we’ll take care of the processing.
We cover how to receive e-invoices separately:
Submission to us
For processing, we require the original structured data – in the case of a business transaction, the e-invoice; in other cases, the correct POS data from your system.
You transfer the POS data to us via the agreed method; the systems provide reports for this purpose. You forward an e-invoice created in the business transaction to us as the original file. We take care of the posting and GoBD-compliant storage.
Common sources of error
- Treating a till receipt as an e-invoice: A receipt or a document sent by email is treated as an e-invoice. This applies equally to all till systems.
- Expecting an e-invoice for every guest: It is assumed that every hospitality transaction requires an e-invoice. Private customers and small amounts up to 250 euros are exempt.
- Failure to recognise a B2B transaction: A business customer with a bill over 250 euros receives only the receipt. An e-invoice is required in this case.
- Functionality overestimated: It is assumed that the till system automatically generates e-invoices. Whether this is the case varies by provider – if in doubt, we will clarify this.
- Only the receipt is provided: The receipt is used for submission to us. For business transactions, we require the e-invoice; otherwise, we require the correct POS data.
How we work together
With all the systems mentioned, you take payment as usual, and the e-invoice is only added when a transaction takes place. We handle the processing.
Your tasks:
- Take payment correctly using the till system
- In B2B transactions over 250 euros, create an e-invoice using an invoicing solution
- Ensure receipt via an email inbox and forward the data to us
Our tasks:
- Assess what your system is capable of and when an e-invoice is required
- Posting the till data and receipts and classifying them for tax purposes
- Handling GoBD-compliant storage
We will agree the exact breakdown with you.
Frequently asked questions
Do these till systems generate e-invoices?
By default, they generate till receipts, not e-invoices. Whether an individual provider offers its own e-invoicing function is subject to change; if in doubt, we’ll clarify this together.
Is a till receipt an e-invoice?
No – not with any of these systems. A till receipt, even if sent by email, is not a structured invoice format in accordance with EN 16931.
When do I actually need an e-invoice?
Only when a business customer requires an invoice for more than 250 euros. Private customers and small amounts up to 250 euros are exempt.
How do I create an e-invoice for a business customer?
Using invoicing or accounting software that generates XRechnung and ZUGFeRD – or via a corresponding function in your till system, if available.
My till system isn’t listed – what should I do?
The same principle applies. Virtually all till systems generate receipts, not e-invoices. Please get in touch with us, and we’ll look at your system together.
How do you receive my data?
The till data via the agreed method, and an e-invoice created during the transaction as an original file. It is important that the structured data reaches us. \[Link zu einem Hilfsartikel]
Legal notice
This article provides an overview and is not a substitute for individual advice. The scope of functions of the POS systems mentioned and any e-invoicing features are subject to change; the current status of the providers and the legal situation are decisive.
If you have any questions about your POS system or the transfer of your data, please contact us directly.
As at: June 2026