E-Invoicing ERP Integration XRechnung & ZUGFeRD

Implementing E-Invoicing with Your Existing ERP: A Five-Step Guide

Electronic invoicing can often be implemented using existing ERP and accounting systems. This guide covers the main steps: reviewing export formats and master data, configuring conversion and delivery, and organising invoice receipt and archiving.

23 September 2026

6 min read

Introducing electronic invoicing does not necessarily require replacing your accounting software. Existing systems can often be retained and connected to suitable conversion and delivery services.

The implementation covers the steps after invoice creation: conversion, validation, transmission and archiving. The timing estimates below are indicative. Actual effort depends on data quality, the available interfaces and the scope of the integration.

Step 1 — Review existing export formats

Export a representative outgoing invoice in the formats your system supports. Depending on the ERP or accounting package, these may include XML, ZUGFeRD, CSV or an SAP IDoc. Check which invoice data each export contains.

Determine whether the export already meets the required e-invoice specification. If it does, use our free E-Invoice Validator for technical checks. CSV, IDoc and other source-data exports need to be converted into a supported e-invoice format before this validation step.

Indicative timing: a few hours for the initial review.

Step 2 — Review master-data quality

Master-data quality is a prerequisite for electronic invoicing. Review the business identifiers, addresses, VAT categories and payment information required for your transactions. Missing or inconsistent information can cause validation errors or questions from the recipient, depending on the applicable rules.

Review and complete customer and item master data before configuring the technical connection. Data preparation can account for a substantial part of the project and should be planned from the outset.

Indicative timing: two to six weeks, depending on data volume and quality.

Step 3 — Define formats and delivery channels by customer group

Identify the requirements for each principal customer group:

German public authorities: check the specific authority’s format and submission requirements. Clarify the use of XRechnung, the Leitweg-ID in BT-10 where required, and the applicable receiving platform, such as OZG-RE.
Business customers in Germany: consider XRechnung or a suitable ZUGFeRD profile, with transmission through Peppol or email where the recipient and applicable rules allow it.
Business customers abroad: assess national requirements and the recipient’s supported formats. Peppol BIS Billing 3.0 or a national platform may be appropriate, depending on the country and transaction.

Document the required formats and delivery channels for each group. Choose an approach that can produce different target formats and support the necessary delivery methods from the available source data.

Indicative timing: one to two weeks, depending on coordination with trading partners.

Step 4 — Integrate external format conversion

An external converter processes the invoice data exported by your ERP and creates the required target format. If the source system can provide the necessary data, invoice creation can remain in that system. Changes to exports, approvals and dispatch are defined during integration.

Our solution provides connections to the following ERP and accounting systems:

SAP Microsoft Dynamics 365 Business Central Oracle NetSuite sevDesk weclapp Scopevisio Custom API

Indicative timing: a few days for a standard integration; confirm the scope and prerequisites first.

Step 5 — Organise receipt and archiving

In addition to invoice issuance, define the processes for receiving and retaining electronic invoices:

Receiving

Since 1 January 2025, domestic businesses in Germany generally need to be able to receive structured e-invoices. Define a process covering receipt, review, approval and posting, with clear responsibility for each step.

Archiving

Retain the electronic invoice in its original format using processes that preserve authenticity, integrity and readability. A PDF visualisation generated from structured invoice data does not replace retention of those data. The suitability of a storage solution depends on its technical and organisational controls.

Indicative timing: around one week to define responsibilities and processes; technical changes require separate planning.

Implementation scope and planning

Small and medium-sized businesses

With complete master data and suitable export facilities, implementation may be possible within a few weeks while retaining the existing accounting system. Confirm the required changes and the schedule during project scoping.

Established systems with extensive master data

Extensive or inconsistent master data require additional preparation. Replacing the software does not remove the need to review and complete the underlying invoice data.

Assess readiness using a representative invoice

A representative invoice file provides a practical starting point for assessing readiness. Validate an existing e-invoice or review how source data need to be mapped. During a free trial, test the complete process from data transfer to delivery.

Validate your e-invoice before sending

Use the free E-Invoice Validator to check supported XRechnung, Peppol BIS Billing and ZUGFeRD files for schema and business-rule errors before sending.

Free validation tool • No user account required • Technical validation report

Frequently asked questions

Does e-invoicing require replacing the ERP system?

Replacement is not necessarily required. If the existing system can export the required invoice data, for example as XML, CSV or IDoc, an external converter may be able to create the target format. The suitability of the source data and the integration work must be assessed for the individual system.

Which factors determine implementation effort?

The main factors are the quality and completeness of master data, available export formats, interface capabilities and recipient requirements. Data preparation may require more effort than the technical connection, depending on the initial state of the records.

Is a PDF on a network drive sufficient for archiving?

A PDF visualisation alone does not replace retention of the structured invoice data. Retain the electronic invoice in its original format and preserve authenticity, integrity and readability. Whether a particular storage solution meets the requirements depends on its configuration and the surrounding controls.

How should the format and delivery channel be selected?

Start with the recipient’s requirements and the applicable rules. For German public authorities, clarify the accepted format, any Leitweg-ID requirement and the submission channel. For domestic B2B transactions, XRechnung or a suitable ZUGFeRD profile may be appropriate. For international transactions, also check national requirements and supported Peppol profiles or national platforms.

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