If e-invoicing is enabled and all required sender and recipient details are in place, you'll be able to download invoices in the XML format directly from the invoice screen.
How to Download an XML Invoice
Open the invoice you want to download.
Make sure the invoice has been finalized.
Click on the Download button.
From the dropdown, select Download under the e-invoice section.
Once selected, the system will initiate the validation process to ensure all required data is correctly entered for generating the XRechnung XML file.
Requirements for Generating the XRechnung XML
To successfully generate an XRechnung XML file, ensure the following:
1. Invoice Data
Invoice must be finalized (it must have an invoice number).
Learn more about invoice numbering options here.
2. Client (Bill To) Data
The invoice must contain the following information about the client (invoice recipient):
Full Company Name, City, ZIP, and Country
Client Company Email: Add the client's email under CRM > Companies > Organization Info.
The first "Work" email address entered will automatically be included in the XML invoice.
Buyer Reference: This field is required when e-invoicing is enabled, and XRechnung is selected. Adjust it in CRM > Companies > Info tab > E-Invoicing Settings.
Optional for the Client: The Tax ID field is treated as the VAT ID (Umsatzsteuer-ID) in the XML file. The Umsatzsteuer-Identifikationsnummer (USt-IdNr) follows the format
DE123456789.
3. Sender (Bill From) Data
The invoice must contain the following information about the subsidiary (invoice sender):
Full Company Name, Street, City, ZIP, State, and Country
Mandatory for the Subsidiary: The Tax ID field is treated as the VAT ID (Umsatzsteuer-ID) in the XML file.
The Umsatzsteuer-Identifikationsnummer (USt-IdNr) follows the format
DE123456789.
4. Subsidiary (Bill From) Bank Account
A bank account for the subsidiary sending the invoice needs to be created in Settings > Company Info > Bank Accounts.
Note: If you have multiple bank accounts for a subsidiary, the system will use the first created bank account for generating the XML file.
Mandatory Bank Account Fields:
Name
Bank Name
Account Number
Currency
BIC/SWIFT
📌 Note: Without a valid bank account, the XML file cannot be generated.
Validation Status
Once the validation is complete:
1) Successful Validation:
A "Download e-Invoice XRechnung" popup will appear and you can proceed with your e-invoice download.
2) Validation Errors:
If any errors are detected, a popup will display all the issues encountered. These error messages will be human-readable and easy to understand.
Example Error Messages:
"Bill From telephone number must have at least three digits."
"Bill To city must be present."
Troubleshooting Validation Errors
If errors occur during validation, check the following:
Buyer Reference: Ensure it is entered for the client in CRM > Companies.
Tax IDs: Verify that both the sender and client Tax IDs (Umsatzsteuer-ID) are in the correct format (
DE123456789). Note: The client’s Tax ID is optional.Bank Account: Confirm that a valid bank account is set up for the subsidiary.
Company Details: Ensure all mandatory fields are filled in, including email.
👉 For further assistance, review your e-invoicing settings in Set Up for Sending XRechnung Invoices.