E-invoicing: technical implementation in HERO
With HERO, trades businesses can create e-invoices in ZUGFeRD or XRechnung format and send the data directly to the law firm.
Introduction
HERO is a software solution for tradespeople that enables you to create quotations, orders and invoices, and organise your business from the office right through to the building site. Since the introduction of mandatory e-invoicing in business-to-business transactions, you can also use HERO to create e-invoices in the ZUGFeRD and XRechnung formats. This article shows you how to create, send and transfer an e-invoice to us using HERO. We take care of the bookkeeping – HERO is used for preparation.
First, a few clarifications, as there are often misunderstandings regarding e-invoices in HERO.
An invoice saved as a PDF from HERO is not automatically an e-invoice – you must actively select the structured format when creating it. And an e-invoice does not replace bookkeeping: you create the invoice, whilst we continue to handle the bookkeeping.
HERO also distinguishes between two formats. For invoices to other businesses, ZUGFeRD is usually sufficient; for invoices to public sector clients, you need an XRechnung.
Below, we’ll first explain how to choose the format, then walk you through the creation process step by step, and show you how the invoice is sent from HERO to us.
HERO at a glance
HERO is cloud-based and can be used in a web browser. This means your customer data, orders and invoices are all stored in one place and are always up to date.
Invoices can also be created whilst on the move: using the HERO app on your smartphone or tablet, you can enter quotations, invoices and receipts directly on site.
When it comes to e-invoicing, HERO handles two tasks. It generates your outgoing invoices in the appropriate e-invoice format and then transfers the data to our firm.
We have summarised the legal background – including when you are required to send e-invoices – in a separate article:
ZUGFeRD or XRechnung: the right format
Both formats comply with the European standard EN 16931 and are recognised as genuine e-invoices. They differ in structure and intended use.
ZUGFeRD is a hybrid format: a PDF file with an embedded XML file. You view the invoice as a PDF as usual, whilst the structured data required for automated processing is included. In business transactions with other companies, ZUGFeRD is the standard format (from version 2.0.1 onwards).
XRechnung is a pure XML file with no visual component. It is primarily used for invoices sent to public sector clients, such as local authorities or government bodies. In such cases, the invoice usually includes a routing ID.
For most trades businesses, ZUGFeRD is the standard choice. You will need XRechnung if you work for the public sector.
Creating an e-invoice in HERO
Word-for-word transcript
You create an e-invoice in HERO just like a normal invoice, with an additional step for the format.
First, we create the invoice as usual.
I select ‘Max Mustermann’ as the customer and choose ‘Invoice’ as the type.
Click on the ‘Create’ tab to generate the invoice.
Once the invoice has been created, we can finalise the document and then tick this box to confirm that we want to create an e-invoice. This generates a file consisting of a PDF and an attached XML file. We can now fill in any optional fields for the e-invoice and then either send it by email or simply create it.
The invoice has now been created as an e-invoice. We can click to open it and then download it.
The invoice can now be sent to the customer.
You create an e-invoice in HERO just like a standard invoice – with an additional step for the format. The invoice is often generated from an existing quotation or order.
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You create the invoice
You create a new invoice or convert an existing quotation into an invoice. Partial and final invoices are also possible.
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You select the e-invoice format
You specify that the invoice is to be generated as an e-invoice and tick the box to select the ZUGFeRD format. For public sector clients, select XRechnung instead.
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You complete the mandatory details
You check the recipient’s details, VAT registration number and line items. For public sector clients, you must also enter the routing ID.
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HERO generates the e-invoice
HERO creates the file in the selected format – for ZUGFeRD, a PDF with an embedded XML file; for XRechnung, a plain XML file.
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You send the invoice
You send the e-invoice directly from HERO to your customer, usually by email.
If you do not select an e-invoice format, HERO generates a standard PDF, which is not considered an e-invoice. For an e-invoice, select ZUGFeRD or – for public sector clients – XRechnung.
How the invoice reaches us
As soon as you have created an invoice in HERO, the data needs to be transferred to our accounts. HERO is linked to DATEV for this purpose – we handle the actual bookkeeping.
There are two ways to transfer the data.
Via the DATEV interface, you connect HERO directly to our firm and transfer your outgoing invoices and recorded vouchers to DATEV Unternehmen Online. Alternatively, HERO generates a DATEV export – a file that we import into our accounting system.
HERO does not replace a full accounting system. It prepares the data; we carry out the account allocation and generate the reports.
Once the DATEV interface is set up, your invoices and documents are sent directly to us without any intermediate steps. There is no need to sort and post paper documents.
The DATEV export in detail
For the DATEV export, HERO provides the accounting-relevant receipts and documents for a given period as a ZIP file containing a DATEV CSV file. You can specify the chart of accounts as well as the client and consultant numbers. We will agree the relevant details with you in advance to ensure the export can be imported without any further work.
Common sources of error
In day-to-day use, the following issues in particular arise with e-invoicing in HERO:
- Format not selected: Unless an e-invoice format is actively selected, HERO will only generate a PDF. A recipient expecting an e-invoice may reject it under certain circumstances.
- Incorrect format selected: A ZUGFeRD invoice sent to a public authority is often not accepted because XRechnung is required in such cases. Conversely, XRechnung is usually not necessary in normal business transactions.
- Routing ID omitted: For invoices sent to public sector clients, the absence of a routing ID constitutes a mandatory field omission, and the invoice will be rejected.
- Incomplete master data: If the VAT registration number or a correct recipient address is missing, the e-invoice cannot be generated correctly or will be rejected.
- Incoming invoices not recorded: E-invoices received that do not end up as documents in HERO will subsequently be missing from the data transfer to us. Input VAT will then initially not be taken into account.
- Transfer to the accountancy firm not set up: Without a DATEV interface or regular DATEV export, the data remains in HERO and does not reach our accounts department.
Division of responsibilities
Your tasks:
- You create your outgoing invoices in HERO and select the e-invoice format (ZUGFeRD or XRechnung).
- You maintain your master data, including the routing ID for public sector clients.
- You enter incoming invoices as documents in HERO.
- You send the e-invoice to your customers.
Our tasks:
- We set up the DATEV interface or DATEV export in consultation with you.
- We check the documents provided and carry out the bookkeeping.
- We coordinate the chart of accounts and the data transfer with you.
- We’ll assist you with any queries regarding the formats and the routing ID.
We will agree the division of tasks with you on a case-by-case basis – depending on how your outgoing invoices and document transfers are organised.
Frequently asked questions
As a trades business, do I have to issue e-invoices?
You have been required to receive e-invoices since 1 January 2025. Transition periods apply to sending e-invoices, depending on the year and your turnover. We have set out the details of this separately \[Link zu einem Hilfsartikel].
Which format should I choose – ZUGFeRD or XRechnung?
When doing business with other companies, you should generally choose ZUGFeRD. You’ll need an XRechnung for invoices to public sector clients, usually accompanied by a routing ID.
Is a standard PDF from HERO already an e-invoice?
No. A standard PDF is not considered an e-invoice. Only when you select the ZUGFeRD or XRechnung format whilst creating the invoice will HERO generate a genuine e-invoice with structured data.
Can I convert a quotation directly into an e-invoice?
Yes. You can convert an existing quotation into an invoice by selecting the e-invoice format. This allows you to carry over the items without having to re-enter them.
Can I create e-invoices on the go whilst on site?
Yes. Using the HERO app on your smartphone or tablet, you can create quotations, invoices and receipts whilst on the move.
Can I create interim and final invoices as e-invoices?
Yes. Interim and final invoices can also be generated as e-invoices in HERO. You select the format in the same way as for a standard invoice.
How does the invoice reach my tax adviser?
Either via the DATEV interface, which HERO uses to send your invoices and receipts directly to our practice, or via the DATEV export as a file. We’ll work with you to set up whichever method suits you best.
Does HERO handle all my bookkeeping?
No. HERO is designed to prepare the paperwork – it creates the invoices and collects the supporting documents. We take care of the bookkeeping, the reports and the tax returns.
What do I need for invoices to public sector clients?
For public sector clients, you must create an XRechnung and, as a rule, include a routing ID. Without this information, the invoice will usually be rejected by the recipient.
Do I also need to record incoming e-invoices in HERO?
You can upload incoming invoices to HERO as supporting documents so that they are forwarded to us together with your outgoing invoices. This ensures that your input VAT is fully accounted for.
Legal notice
This article provides an overview and is not a substitute for individual advice. HERO’s functionality and operation may change as a result of updates; the current version applies.
If you have any questions regarding format selection, the routing ID or the transfer of data to us, please contact us directly.
As at: June 2026