E-invoicing: technical implementation in DATEV Unternehmen Online
DATEV Unternehmen Online processes incoming e-invoices automatically and allows you to create your own e-invoices via Auftragswesen Next.
Introduction
DATEV Unternehmen Online (DUO) is the platform through which you exchange documents with us and prepare your accounts digitally. Since the introduction of mandatory e-invoicing, DUO has played a role in two areas: receiving incoming e-invoices and creating your own e-invoices via the Auftragswesen Next module.
This article explains how both processes are implemented in DUO and how the data is transferred from there into your accounts. We take care of the set-up and ongoing posting.
First, a few clarifications, as there are often misunderstandings regarding processing in DUO.
DUO does not turn you into a self-bookkeeper: we continue to handle the posting to accounts; you simply ensure that the documents reach the system. You do not need to convert a received e-invoice into another format – DUO extracts the structured data itself.
An invoice saved as a PDF from Auftragswesen Next is not automatically an e-invoice; for that, the XRechnung or ZUGFeRD format is required.
And you do not need any additional software for either process – Document Receipt and Order Management Next are part of DUO.
Below, we’ll look at document receipt and the creation of e-invoices separately, and at the end we’ll show how the two work together.
DATEV Unternehmen Online as a shared platform
DUO connects your business with our firm. You provide documents; we access them and post them to our accounts – without any paper being sent back and forth.
Two areas of DUO are relevant to e-invoicing. Your incoming invoices are consolidated in Invoice Receipt (Invoices Online). With Order Management Next, you can create your own outgoing invoices.
Our articles on DATEV Unternehmen Online explain how to log in to DUO and use the programme in general:
We also cover general document uploads and bank integration there:
Document receipt: processing incoming e-invoices
Word-for-word transcript
An incoming e-invoice goes through several steps in DATEV Unternehmen Online, from receipt right through to being made available for posting. Firstly, the e-invoice must be sent to DATEV Unternehmen Online.
To do this, you can either use the designated upload email address or the mobile app. You also have the option of adding e-invoices via drag-and-drop here in the browser under ‘Applications’, ‘Documents online’ and ‘Upload documents’.
As you can see, I have a sample rail waybill and a sample XML invoice here. We’ll now transfer these.
And now we’ll move on to ‘Documents Online’.
And we can see that both invoices have been uploaded here. For the XML invoice, we only see the data visualisation for the invoice.
For the rail journey invoice, we can see both the data visualisation and the actual PDF. The data is automatically extracted and made available to us in the accounts department. You don’t need to type anything else in.
Incoming invoices from your suppliers are consolidated in DUO’s document inbox. DUO automatically recognises whether an invoice is an e-invoice and extracts the structured data.
How an e-invoice arrives in DUO and is processed
An incoming e-invoice goes through several steps in DUO – from receipt to being made available for posting.
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The invoice arrives in DUO
You upload the e-invoice to Belege Online, forward it via a designated upload email address, or enter it via the mobile app.
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DUO recognises the format
DUO automatically recognises whether the file is an XRechnung or a ZUGFeRD file and extracts the invoice data it contains.
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The e-invoice is checked
The e-invoice is validated against the statutory criteria, i.e. checked against the specifications of the relevant format.
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The data is displayed
You can view the invoice via a data visualisation tool in a viewer – and, in the case of ZUGFeRD, the image section it contains as well.
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The invoice is ready for posting
The extracted data is made available to us for posting in our accounts. You do not need to retype anything.
Display: XRechnung and ZUGFeRD
How a received e-invoice is displayed depends on the format.
XRechnung is a plain XML file without a built-in display component. DUO displays the invoice contents via data visualisation in a viewer, so that you can still read the invoice.
ZUGFeRD is a hybrid format: a PDF file with an embedded XML file. DUO displays both the PDF image section and the extracted data. The XML file is used for processing.
From display to posting
As soon as the data has been extracted, it is ready for us to post. You retain an overview of your documents; we take care of the actual account allocation.
Suppliers can send e-invoices directly to DUO via a designated upload email address, or you can simply forward invoices you have received. The attachment is automatically placed in the document inbox without you having to save it locally and upload it first.
Optional approval process (online document approval)
If you wish to approve incoming invoices internally before payment, an approval process can be set up in DUO. Invoices are then submitted to the relevant personnel for review and approval before they are processed further. We’ll work with you to determine whether this is the right approach for you.
Issuing e-invoices with Order Management Next
For your own outgoing invoices, use the Auftragswesen Next module in DUO. This allows you to create, send and archive invoices and invoice corrections as e-invoices.
Formats generated by Auftragswesen Next
Auftragswesen Next generates your invoices either as XRechnung or as ZUGFeRD. The appropriate format depends on the recipient.
An XRechnung with a routing ID is usually sent to public sector clients. In business dealings with other companies, a ZUGFeRD invoice is usually sufficient; this is a PDF with embedded data that is both readable and machine-processable.
A plain PDF invoice – referred to in DATEV as a ‘digital invoice’ – is not an e-invoice within the meaning of the EN 16931 standard. When creating an invoice, you should therefore select the XRechnung or ZUGFeRD format if an e-invoice is required.
Creating and sending an e-invoice
The process from creation to dispatch in Auftragswesen Next is as follows:
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You create the invoice
You enter the invoice in Auftragswesen Next with the usual details regarding the recipient, items and amounts.
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You select the e-invoice
You select ‘e-invoice’ as the invoice type and – depending on the recipient – the XRechnung or ZUGFeRD format.
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You add recipient-specific details
For public sector clients, you enter the routing ID. In the B2B sector, the standard mandatory details, such as the VAT registration number, are sufficient.
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You send the invoice
You transmit the e-invoice via the TRAFFIQX or Peppol networks, or send it by email to your business partner.
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The invoice is archived and made available
Auftragswesen next archives the invoice and makes it available online in the ‘Documents’ section. This ensures that your outgoing invoice is also incorporated into your accounts.
How receipt and dispatch work together
Document Receipt and Auftragswesen Next are integrated within DUO. Incoming invoices are read and made available; outgoing invoices are created, sent and also made available – both processes feed into our bookkeeping system.
For you, this means a seamless process: you work in one place, and the data is available for your accounts without any disruption.
E-invoices are stored in DUO in their original format in an audit-proof manner. The structured file is retained and can be viewed again at any time.
Common sources of error
In day-to-day use, the following issues in particular arise when processing in DUO:
- Incoming e-invoices treated as PDFs: If the structured file is treated merely as a simple image and stored as such, the machine-readable data is lost. DUO only extracts the data if the e-invoice is uploaded or forwarded as such.
- Incorrect document type on receipt: Documents with the wrong document type do not appear in the correct posting batches. The invoice is then in the system but has not been posted.
- ‘Digital invoice’ created instead of an e-invoice: In Auftragswesen next, a plain PDF does not generate an e-invoice. If the recipient requires a structured format, the PDF will not be accepted.
- Routing ID omitted: For invoices to public sector clients, omitting the routing ID means a mandatory field is missing, and the XRechnung will be rejected by the recipient.
- Incomplete master data: If the VAT registration number or a correct address is missing, the creation process will fail or the recipient will reject the file.
- Incoming system not set up: Without an upload email address or regular uploads, incoming e-invoices remain outside DUO and are not processed.
Division of responsibilities
Your responsibilities:
- You ensure that incoming e-invoices reach DUO (via upload, upload email or the mobile app).
- You check the allocation and document type of your incoming documents.
- You create your outgoing invoices in Auftragswesen next and select the appropriate e-invoice format.
- You maintain your master data, including the routing ID for public sector clients.
Our tasks:
- We set up your access to DUO and Auftragswesen next.
- We check the documents provided and process the bookkeeping.
- If required, we set up Upload Mail and an approval process.
- We’ll assist you with any queries regarding formats and delivery methods.
We will agree the division of tasks with you on a case-by-case basis – depending on how your incoming and outgoing invoicing is organised.
Frequently asked questions
Do I have to post e-invoices myself if I receive them in DUO?
No. We take care of posting them to the relevant accounts. You simply ensure that the invoices arrive in DUO and are classified under the correct document type.
How do incoming e-invoices get into DUO?
You can upload the file to ‘Documents Online’, forward it via a designated upload email address, or enter it via the mobile app. We’ll work with you to determine which method works best for you.
Does DUO automatically recognise the invoice format?
Yes. DUO automatically recognises XRechnung and ZUGFeRD, extracts the structured data and validates the invoice against the legal requirements. The data is then ready for posting.
Can I even view a pure XML invoice (XRechnung) in DUO?
Yes. An XRechnung does not have a built-in display component, but DUO displays the contents via data visualisation in a viewer. This allows you to view the invoice as usual.
What is the difference between a ‘digital invoice’ and an e-invoice in Auftragswesen next?
A ‘digital invoice’ is a PDF in the standard PDF/A format and is not considered an e-invoice. An e-invoice is created as an XRechnung or ZUGFeRD and contains structured data that the recipient can process automatically.
In which formats does Auftragswesen next send invoices?
Auftragswesen next generates XRechnung and ZUGFeRD (from version 2.0 onwards). Public sector clients are usually sent an XRechnung with a routing ID, whilst in the B2B sector, a ZUGFeRD invoice is typically used.
How do I send the e-invoice to my customer?
You can transmit the invoice via the TRAFFIQX or Peppol networks, or send it by email. Which method is possible also depends on how the recipient receives their invoices.
Do my outgoing invoices also end up in the accounts?
Yes. Auftragswesen next archives the generated invoice and makes it available online in the ‘Documents’ section. This means your outgoing invoices are also incorporated into the accounts.
Do I need additional software for receiving and sending invoices?
No. Both the document receipt function and Auftragswesen next are part of DATEV Unternehmen online. We’ll set up your access for you.
Where can I find the user guide for DUO?
We describe how to log in and the basic operation of DATEV Unternehmen online in separate articles. If you have any further questions, please contact us.
Legal notice
This article provides an overview and is not a substitute for individual advice. The range of functions and menu navigation in DATEV Unternehmen online and Auftragswesen next may change as a result of updates; the current version applies.
If you have any questions regarding set-up, file formats or bookkeeping, please contact us directly.
Last updated: June 2026