If e-invoicing (eInvoicing) is enabled and all required sender and recipient details are in place, you'll be able to download and send invoices in the XML format directly from the invoice screen.
📌 Note: Since XRechnung is downloaded and sent as an email attachment, standard sending restrictions don’t apply. You can generate and send an unlimited number of invoices.
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.
How to Send an XML Invoice
Open the finalized invoice you want to send.
Click Send to Client.
In the popup, select E-Invoice (XRechnung). You can also attach a PDF invoice from the document template you select when generating the invoice. Only one or both formats can be included in the same email if you choose.
If the validation process is successful, the XML file is attached to the email.
📌 Note: When an XML invoice is sent via email, the XML file itself will not appear directly in the invoice activity feed. Instead, a copy of the sent email (including the XML attachment) is forwarded to the sender’s email address via BCC for record-keeping purposes.
Requirements for Generating the XRechnung XML
To successfully generate an XRechnung XML file, ensure the following:
1. Invoice Information
Invoice must be finalized (it must have an invoice number).
👉 Learn more about invoice numbering options here.
2. Client (Bill To) Information
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 > Contact Details.
If a Billing Default email is set on the company, it will be used in the XML invoice.
If multiple Billing Default emails exist, the first one will be used.
If no Billing Default email is set, the first Work email entered will automatically be included.
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) Information
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 Bank Account (Pay To) Information
A bank account for the subsidiary sending the invoice needs to be created in Settings > Company Info > Bank Accounts.
Mandatory Bank Account Fields:
Bank Account 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
After validation is completed, a Download e-Invoice (XRechnung) popup will appear if you are downloading the invoice. If you are sending the invoice via email, the XML file will be attached to the email instead.
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 from city is missing"
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.