E-invoicing: technical implementation in Easybill
Easybill covers the entire e-invoicing process: creating, sending, receiving and archiving. This guide explains how to carry this out within the programme.
Introduction
If you create your invoices using Easybill, you’re well-equipped for e-invoicing. The programme generates structured invoices in the standard formats and also imports incoming e-invoices. We then post the documents and handle the tax processing.
A few points to clarify first: Easybill handles all the technical aspects in the background. You create your invoices as usual; the programme generates the structured format.
However, there is one thing Easybill, as a pure invoicing programme, cannot do: it does not post incoming invoices to accounts itself. The receiving process ends with import and archiving – we take care of the bookkeeping.
This article follows the structure of all our tool guides: first, what the tool can do; then the formats; next, the steps for sending and receiving; finally, potential sources of error, handing over to us, and frequently asked questions.
What Easybill can do
Easybill is a comprehensive invoicing solution. The programme can create, send, receive and archive e-invoices.
Easybill has supported the creation of e-invoices since 2020 and the receipt of incoming e-invoices since 2024. It therefore covers both aspects required for compliance – with the aforementioned limitation that the actual bookkeeping does not take place within the programme.
| Function | Is this possible in Easybill? |
|---|---|
| Create e-invoices | Yes, ZUGFeRD and XRechnung |
| Send e-invoices | Yes, by email |
| Receive/import e-invoices | Yes, via upload or email import |
| Archive structured data | Yes |
| Post incoming invoices | No, we take care of that |
Which formats does Easybill support?
Easybill generates the two formats commonly used in Germany. Depending on the recipient, you can choose between ZUGFeRD and XRechnung.
For business-to-business transactions, ZUGFeRD is usually the right choice – the programme supports the current ZUGFeRD 2.4 standard in the ‘Extended’ profile. For invoices to public authorities, Easybill generates XRechnung as pure XML in the current version 3.x.
A distinctive feature of the Extended profile is that discount periods and amounts are stored in a structured format. The receiving software can then recognise and process this information directly. We cover the differences between ZUGFeRD and XRechnung separately.
Easybill remembers the preferred format for each customer. Once you have sent an XRechnung to a business partner, the programme automatically suggests this format the next time. For public sector customers, the routing ID is also saved and carried over into new invoices.
Create an e-invoice
Word-for-word transcript
To create an e-invoice, we first create an invoice as usual.
Under ‘Invoice’, it’s already indicated in blue that an e-invoice is possible. We click ‘Next’.
Now let’s select the customer and create a sample service.
We then enter the remaining details. Under ‘Buyer’s reference’, a Bayer reference must be entered in the Zugpferd format, and a routing ID in the x-Rechnung format.
I’ll select ‘Test’ here, and down below under ‘Format selection’, we can now choose an e-invoice in addition to the standard PDF.
Let’s select ZUGFeRD 2.4 and x-Rechnung.
We can now finalise the invoice. And the invoice has been saved. When we click ‘Save’, we have the option to select the standard PDF or, alternatively, ZUGFeRD 2.4 or x-Rechnung XML. Clicking here downloads the invoice.
And here we can see that the ZUGFeRD e-invoice has been created.
This can then be sent to the customer by email.
The process is the same as for a standard invoice. You simply select the e-invoice format as well; the programme takes care of the rest.
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You enter the invoice as usual
Select the customer and enter the services, quantities and prices. Pay attention to the service date – with ZUGFeRD, this is mandatory and must specify a fixed date or a period (for example, 01/01/2026 or 01/01/2026 – 30/04/2026).
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Select the e-invoice format
In the document editor, select the desired format in addition to the standard PDF – ZUGFeRD for businesses, XRechnung for public authorities. The selection is made directly in the editor, without having to go via a separate menu.
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Enter the buyer’s reference
For an XRechnung to public authorities, enter the routing ID. You can save this in the customer file under ‘Other information > Buyer’s reference’ so that it is automatically carried over, or enter it directly when creating the invoice.
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You finalise the invoice
Click on ‘Finish’. Easybill generates the structured file in accordance with the EU standard EN 16931 – for ZUGFeRD, this is a PDF/A-3 document with embedded XML.
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You send the invoice
Send the invoice by email to the recipient.
If you cancel an e-invoice, the cancellation document should also be created in the same format. If the original invoice was generated as a ZUGFeRD document, check the document template to ensure that the cancellation is also saved as a ZUGFeRD document.
Where Easybill reaches its limits
As a pure invoicing programme, Easybill does not have its own accounting functionality. The receipt process therefore ends with scanning and archiving; there is no automatic posting or account allocation.
This is not a shortcoming in its e-invoicing capability, but rather a matter of division of labour. The structured data is available – it simply needs to be posted, and that is what we take care of.
You do not need to handle the bookkeeping yourself. You simply forward the imported documents or the original files to us, and we take care of the bookkeeping and tax processing.
Submission to us
To enable us to process the invoices, please provide us with the original structured data. For incoming e-invoices, please forward the original file to us, not a printout.
As a rule, the data is transferred via the method agreed with us – such as DATEV Unternehmen Online or another document exchange solution.
The same applies to your outgoing invoices: we require the structured data, not just the visible PDF.
Common sources of error
- Service date omitted: With ZUGFeRD, the service date is mandatory. If it is missing or is not a fixed date, the e-invoice cannot be generated correctly.
- Format unsuitable for the recipient: A standard XRechnung is sent to a business customer who can only open PDFs. For businesses, ZUGFeRD is usually the better choice.
- Cancellation in the wrong format: A ZUGFeRD invoice is cancelled using a cancellation document that is not in the e-invoice format. The cancellation document should be created in the same format.
- Route ID missing: A public sector invoice is sent without a route ID. Without this reference, the invoice cannot be assigned within the administration system.
- Receipt mistakenly treated as ‘completed’: An imported incoming invoice is marked as ‘completed’. However, it has merely been archived; it will only be posted once we have processed it.
- Only the PDF is transferred: The visible PDF is used for the transfer instead of the structured file. We require the original file containing the structured data.
How we work together
With Easybill, you create and receive the invoices; we handle the bookkeeping and archiving.
Your tasks:
- Create and send e-invoices in the correct format
- Import incoming e-invoices into Easybill
- Send us the structured original data via the agreed method
Our tasks:
- Post the documents and classify them for tax purposes
- Handle GoBD-compliant storage
- Provide support with format and set-up queries
We will agree the exact breakdown with you.
Frequently asked questions
Can Easybill create and receive e-invoices?
Yes. Easybill has been creating e-invoices since 2020 and receiving incoming e-invoices since 2024. Both functions are supported; only the posting process does not take place within the programme.
Which formats does Easybill support?
ZUGFeRD in the current Profile 2.4 Extended and XRechnung 3.x. ZUGFeRD is suitable for businesses, whilst XRechnung is for public authorities.
How do I set the format for each customer?
Easybill remembers the last format used for each customer and suggests it the next time. For public sector customers, the routing ID is also saved and applied automatically.
Where do I enter the routing ID?
In the customer file under ‘Other information > Buyer’s reference’ or directly when creating the invoice. The information is then carried over into the XRechnung.
Can I import incoming e-invoices into easybill?
Yes, via upload or email import. easybill recognises ZUGFeRD and XRechnung and extracts the data. However, the invoices are not posted – we take care of that.
Why doesn’t Easybill post incoming invoices?
Because Easybill is an invoicing programme without its own bookkeeping function. The receipt process ends with the import and archiving of the invoices. We handle the bookkeeping.
How do my Easybill invoices reach you?
Via the agreed method, usually DATEV Unternehmen online or an upload address. It is important that we receive the original structured data, not just the PDF. \[Link zu einem Hilfsartikel]
Do the ZUGFeRD files from Easybill need to be stored in compliance with GoBD?
The files contain the structured data and are subject to retention requirements. We generally handle audit-proof storage via DATEV Unternehmen online. \[Link zu einem Hilfsartikel]
Legal notice
This article provides an overview and is not a substitute for individual advice. The scope of functions, format versions and menu navigation in Easybill may change as a result of updates; the current version of the software and the current legal situation shall prevail.
If you have any questions about setting up the system or transferring your documents, please contact us directly.
As at: June 2026