E-invoicing becomes mandatory: What companies need to know now
Since January 1, 2025, e-invoicing has been mandatory for B2B transactions in Germany. Companies must be able to receive and process structured electronic invoices – simple PDFs will no longer be permitted in the future.
The change is part of an EU-wide digitization initiative (“VAT in the Digital Age,” ViDA). The goal is to make tax and invoice processing more efficient, transparent, and secure.
Mandatory e-invoicing in Germany: The timeline
- From 2025: Mandatory receipt of structured e-invoices (e.g., XRechnung, ZUGFeRD).
- Transition period until 2027: PDF invoices only with the recipient’s consent.
- From 2028: Only structured e-invoices permitted.
Companies that do not prepare in time risk compliance violations, process delays, and competitive disadvantages.
Why you should switch to electronic invoice processing now
Switching to electronic invoice processing in SAP offers many advantages:
- Automation of manual processes: Fewer errors, shorter turnaround times.
- Savings on paper, postage, and archiving.
- Legally compliant processes through digital approval workflows and archiving.
- Future-proofing: Compliance with current and upcoming legal requirements.
Risks of delayed conversion:
- Non-compliant invoices lead to delays or rejection.
- High manual effort due to lack of automation.
- Risk of tax and fine issues.
ZELMION & xSuite: The complete solution for your e-invoicing processes in SAP
Austrian company ZELMION GmbH is a leading implementation partner for digital SAP processes and an expert in xSuite solutions. We help companies implement the 2025 e-invoicing requirement in a legally compliant and efficient manner.
xSuite Invoice Cube – The complete solution for SAP ERP & S/4HANA
- Automated capture, verification, and posting of incoming invoices.
- Integration of structured formats such as XRechnung, ZUGFeRD, XML, and PDF.
- Seamless integration into SAP ERP and SAP S/4HANA.
- Average throughput time halved through workflow automation.
xSuite Invoice Express Package – The quick start
- Standardized implementation project with a clear scope of services.
- Implementation possible in 4–6 months.
- Ideal for medium-sized companies that want to quickly become legally compliant.
xSuite Capture Express Package – Automated invoice receipt
- Capture via email, scanner, OCR technology.
- Transfer to SAP for digital processing.
- Fast ROI through reduced manual effort.
Expandable xSuite modules for maximum digitization
- AI-supported document reading and supplier portals.
- Digital archiving via SAP ArchiveLink or CMIS.
- Support for all input formats: XML, EDI, PDF, email.
Mandatory e-invoicing in 2025: How to check your process maturity
Use this checklist to prepare your organization for the upcoming mandatory electronic invoicing requirement.
Can structured formats such as XRechnung be received?
Done? ☐
Is there a digital workflow from receipt to posting?
Done? ☐
Does the invoicing process comply with legal requirements?
Done? ☐
Is legally compliant archiving guaranteed?
Done? ☐
Are training and change management planned?
Done? ☐
Your next steps toward e-invoice compliance
- Perform a process analysis – Where are you today
- Introduce the xSuite Express package – Quick start for SMEs.
- Digitize and automate processes – For greater efficiency.
- Plan for long-term scaling – Expansion to other document types.
- Involve partners such as ZELMION – For consulting, implementation, and support.
Conclusion: Safely navigate the e-invoicing requirement with ZELMION & xSuite
The e-invoicing requirement is coming – and with it the need to digitize your invoicing processes. The xSuite solution, combined with ZELMION’s SAP expertise, offers a powerful complete package:
- Fast implementation with express packages
- Full integration into SAP ERP and S/4HANA
- Future-proofing and legal compliance
Now is the ideal time to get your company ready for e-invoicing – before it’s too late.
