E-invoicing: technical implementation in sevDesk
This guide explains which formats the programme supports, how to create an e-invoice, how to process incoming e-invoices, and how to submit the documents to us.
Introduction
If you use sevDesk, you are well-equipped for e-invoicing. The programme creates structured invoices, sends them, receives incoming e-invoices and automatically extracts their data for bookkeeping purposes. We work together towards this and handle the tax processing.
A few points to clarify beforehand: sevDesk handles the technical aspects in the background. You enter the invoice data into the form, and the programme generates the structured file.
One thing deserves special attention: the ZUGFeRD profile. To comply with the legal requirement, at least the EN 16931 profile is necessary – the simple ‘Basic’ profile is not sufficient. When setting this up, please ensure you select the correct profile.
This article follows the structure of all our tool guides: first, what the tool can do; then the formats; next, the steps for creation and receipt; finally, potential sources of error, handing over the data to us, and frequently asked questions.
What sevDesk can do
sevDesk is a comprehensive solution with its own accounting module. The programme can create, send, receive, automatically parse and archive e-invoices.
Upon receipt, sevDesk extracts the invoice data from the embedded XML and generates a posting proposal. After verification and posting, the e-invoice is archived in accordance with legal requirements. This covers the entire process.
| Function | Is this possible in sevDesk? |
|---|---|
| Create e-invoices | Yes, XRechnung and ZUGFeRD |
| Send e-invoice | Yes, by email or directly from the software |
| Receive e-invoices | Yes, with automatic extraction |
| Posting suggestion | Yes, AI-supported |
| Archive in accordance with GoBD | Yes |
Which formats does sevDesk support?
sevDesk generates the two formats commonly used in Germany – XRechnung (XML) and ZUGFeRD (PDF/A-3 with embedded XML). Both are compliant with EN 16931 and are accepted in business dealings with both companies and public authorities.
With ZUGFeRD, the profile is crucial. The EN 16931 profile is the minimum requirement for compliance. The Basic profile does not meet the legal requirements – you should therefore set the standard format to XRechnung or ZUGFeRD using the EN 16931 profile. We cover the differences between ZUGFeRD and XRechnung separately. \[Link zu einem Hilfsartikel]
Check your settings to see which ZUGFeRD profile is set by default. If the Basic profile is used by mistake, the invoice will not meet the requirements, even though it is generated technically. If in doubt, we can work out together which profile is suitable.
Create an e-invoice
Word-for-word transcript
To create e-invoices with SevDesk, we first need to complete the company details. To do this, go to Settings and enter the general company details here; under Accounting and Tax, enter the VAT number and bank details. These details are included in every e-invoice. Next, go to Settings, System, Orders and Invoices; further down under Invoices, enable the e-invoice standard for all invoices, then scroll back up and save the changes.
We can now create an e-invoice as usual.
I’m creating a new e-invoice for Max Mustermann.
You can see here at the top that e-invoicing is enabled.
Now we’ll fill in the invoice as usual.
We can now view a preview and, if the invoice is correct, send, print and download it.
The e-invoice has now been checked by SevDesk, and the PDF invoice has been enhanced with an easy-to-read section.
We can now click on ‘Download’.
In this case, we receive the haulage invoice with an embedded XML file, and here in the invoice details we can see that it is an e-invoice. This invoice can now be sent to the customer.
The process is the same as for standard invoicing. You select the format and enter the details into the form.
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You complete the company details
Under ‘Settings > Company’, enter your full details – VAT registration number, bank details and, where applicable, company registration number. These are included in every e-invoice.
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Set the default format
Under ‘Settings > Invoices’, you specify the default format – XRechnung or ZUGFeRD in the EN 16931 profile. This ensures the correct basis is established for all invoices.
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You create the invoice
Enter the invoice details in the form and select the desired format. sevDesk validates the mandatory fields – such as routing ID, VAT number and payment terms – and generates the structured file.
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Send the invoice
You send the completed e-invoice by email or directly from the software.
Before sending your first live invoice, it is worth creating a test invoice in the selected format and checking it using a validation tool – such as the tax authority’s validator. This ensures that the format and mandatory fields are correct.
Processing incoming e-invoices
Word-for-word transcript
To process incoming e-invoices, we upload them as usual. To do this, we create an entry and drag and drop the document into this area. This is now a sample XML invoice; it visualises the XML file and automatically checks the e-invoice. You can tell from the green icon that the e-invoice is in order.
The programme has already extracted the details from the XML. We can now categorise it and then process it.
Upload incoming e-invoices, and sevDesk will automatically extract the data.
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You upload the invoice
You import the received e-invoice as an XRechnung or ZUGFeRD file. sevDesk automatically validates it against the e-invoice criteria.
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sevDesk extracts the data
The programme extracts the details from the embedded XML – with ZUGFeRD, you see the PDF whilst the data is taken from the XML section. You receive a posting suggestion.
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You check, post and archive
You check the extracted data and post it. The e-invoice is then archived in accordance with legal requirements and GoBD standards.
Handover to us
Even though sevDesk has its own accounting system, we coordinate our collaboration with you – for example, via access to your sevDesk account or via the agreed document flow.
For tax processing, we require the structured data from your incoming and outgoing invoices, not just the visible PDFs.
sevDesk handles GoBD-compliant storage; as part of our collaboration, we will agree on how the documents are to be submitted to us.
Common sources of error
- Incorrect ZUGFeRD profile: The ‘Basic’ profile is set by default. This does not meet the requirements; at least EN 16931 is required.
- Incomplete company details: The VAT number or other mandatory information is missing from the settings. The invoices generated will then be incomplete.
- Route ID missing: A public sector invoice is created without a stored route ID. Without this reference, the invoice cannot be assigned within the administration system.
- Not checked before sending: The first e-invoice is sent without being tested. A test invoice checked using a validation tool will identify any format or field errors in advance.
- Only the PDF is submitted: The visible PDF is used for submission to us. We require the structured data.
How we work together
At sevDesk, you create and process the invoices; we handle the tax processing and classification.
Your tasks:
- Set up company details and the standard format correctly
- Create and send e-invoices, and process incoming ones
- Make the structured data available to us via the agreed method
Our tasks:
- Checking and classifying the accounts for tax purposes
- Organise collaboration via the agreed document flow
- Provide support with set-up, profile selection and formatting issues
We will agree the exact breakdown with you.
Frequently asked questions
Can sevDesk create and receive e-invoices?
Yes. sevDesk creates, sends, receives and archives e-invoices and automatically extracts data from incoming invoices, including suggested journal entries.
Which formats does sevDesk support?
XRechnung and ZUGFeRD in accordance with EN 16931. You select the format when creating an invoice; it can be set as the default in the settings.
Which ZUGFeRD profile should I use?
At least EN 16931. The Basic profile does not meet the legal requirements. Check the default setting in the invoice settings.
Where do I enter the routing ID?
In the public contracting authority’s contact details. This information is then carried over into the XRechnung.
How does sevDesk process incoming e-invoices?
You upload the file; sevDesk validates it, extracts the data from the XML and creates a posting proposal. Once posted, the invoice is archived.
Are my sevDesk documents archived in compliance with GoBD?
sevDesk archives e-invoices in accordance with legal requirements. We will agree on how the documents are fed into our system as part of our collaboration. \[Link zu einem Hilfsartikel]
Should I test it before sending?
Yes. A test invoice in the selected format, checked using a validation tool, identifies format and field errors before they are noticed by the recipient.
How do my sevDesk documents reach you?
Via the agreed method – for example, access to your account or the agreed document flow. It is important that the structured data reaches us. \[Link zu einem Hilfsartikel]
Legal notice
This article provides an overview and does not replace individual advice. The scope of functions, profiles and menu navigation in sevDesk may change as a result of updates; the current version of the software and the applicable 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