E-invoicing software comparison: what matters
Good e-invoicing software creates invoices in XRechnung and ZUGFeRD, receives and checks incoming e-invoices and passes the data on to your accounting or ERP system. For a fair comparison, what counts is therefore not advertising promises but verifiable criteria: supported formats, receiving channels, Peppol, interfaces, approvals, hosting and costs. In this article, you will find a checklist with these criteria and an overview of well-known providers based on their own information.
Why you need e-invoicing software now
Since 1 January 2025, all businesses in Germany have had to be able to receive e-invoices in B2B transactions. From 1 January 2027, companies with prior-year turnover of more than €800,000 must also send e-invoices, and from 1 January 2028 this applies to everyone. A PDF invoice is not an e-invoice: what is required is a structured format in accordance with the European standard EN 16931, such as XRechnung or ZUGFeRD. You can find an overview of obligations and formats on our page on e-invoicing.
What is e-invoicing software?
E-invoicing software helps businesses create, send and process invoices in structured electronic formats. At its core are standards such as XRechnung or ZUGFeRD, which ensure that invoice data can be read and processed automatically by systems. This eliminates error-prone manual entry.
Unlike conventional PDF invoices, a genuine e-invoice meets fixed technical requirements. It contains all relevant data in machine-readable form. Modern solutions also offer validation, approval processes, archiving and interfaces to accounting or ERP systems.
Criteria for comparing e-invoicing software
Companies have different requirements. The following table summarises what you should look for when choosing.
| Criterion | What to look for | Why it matters |
|---|---|---|
| Formats | XRechnung and ZUGFeRD in accordance with EN 16931, plus Factur-X or Peppol BIS for business abroad | Only structured formats meet the e-invoicing obligation |
| Receiving | Receiving channels such as email, upload, Peppol or API | The obligation to receive has applied to all businesses since 2025 |
| Validation | Checks against EN 16931 and XRechnung rules, a clear validation report | Faulty invoices are rejected and delay payment |
| Peppol | Own Peppol access or connection via an access point | The federal invoice receipt platforms also accept invoices via Peppol |
| Interfaces | REST API, webhooks, DATEV export, connections to ERP and accounting | Less duplicate data maintenance and fewer manual steps |
| Approvals and permissions | Approval workflows, user roles, cost centres | Clear responsibilities prevent invoices from being left unprocessed |
| Archiving | GoBD-compliant retention of the original file | Invoices must be kept in their original format |
| Hosting and data protection | Server location, certifications, data processing agreement | Invoice data contains sensitive business information |
| Costs | Price per month, user or invoice, surcharges for receiving, Peppol or API | Not every provider includes key functions in the basic plan |
Legal compliance
Reliable software must support the relevant standards, above all XRechnung and ZUGFeRD. For invoices to public authorities, the Leitweg-ID is also needed. The federal invoice receipt platforms accept invoices via web entry, upload, email and Peppol. Read more about this in the article on the federal invoice portals ZRE and OZG-RE.
Receiving and checking incoming invoices
Many comparisons focus on creating invoices. Since 2025, however, receiving has been mandatory. Check which channels invoices can arrive through, whether XRechnungen are displayed in a readable form and whether the software validates incoming files. The page Receiving e-invoices shows how this works in faktoora.
Integration into existing systems
Good e-invoicing software fits into existing tools: accounting, ERP, CRM or online shop. The better the interfaces match your process, the less manual effort is involved.
Usability and automation
The software should be easy to understand without lengthy training. Automations such as validation, recurring invoices, approvals and archiving save time and reduce errors.
Price and scope of features
Many providers work with tiered plans. Check whether receiving, Peppol sending, API access or user management are included in the plan you want or incur additional costs.
Security and hosting
Look for server locations in the EU, verifiable certifications and a data processing agreement. Also decide whether you prefer a cloud solution or want to host the software yourself.
Providers at a glance
Broadly speaking, there are three groups: accounting programs with e-invoicing functions, specialised e-invoicing platforms, and ERP or open-source systems. The following table reflects the information provided by the vendors on their websites (as of September 2026). "Not stated" means that the vendor page we checked says nothing about it, not that the function is missing. Check details and plans directly with the provider before deciding.
| Provider | Type | Creating e-invoices | Receiving e-invoices | Peppol | Interfaces |
|---|---|---|---|---|---|
| faktoora | E-invoicing platform | XRechnung, ZUGFeRD, Factur-X | Email, Peppol, upload, API, with validation | Sending and receiving | REST API and webhooks (from Premium), export to DATEV, CSV, XLS |
| Lexware Office | Accounting | XRechnung, ZUGFeRD | Yes, with integrated validator | Not stated | DATEV interface, integrations |
| sevdesk | Accounting | XRechnung, ZUGFeRD | Yes, from the "Buchhaltung" (Accounting) plan | Not stated | Open interface, DATEV export |
| Billomat | Invoicing program | XRechnung, ZUGFeRD | Not stated | Not stated | API, cooperation with DATEV |
| Odoo | ERP, open source | including XRechnung, Peppol BIS Billing 3.0 | Yes, via Peppol | Sending and receiving | ERP modules |
| Invoice Ninja | Invoicing software with self-hosting | UBL for Peppol | Yes, via Peppol | Sending and receiving (Enterprise plan) | Not stated |
Sources: Lexware Office, sevdesk, Billomat, Odoo documentation, Invoice Ninja, and for faktoora the pricing overview.
faktoora
faktoora specialises in e-invoices: outgoing invoices are created as XRechnung, ZUGFeRD or Factur-X, and incoming invoices arrive by email, Peppol, upload or API and are validated against EN 16931, including a validation report. The Business plan includes creating and receiving e-invoices, XRechnung, ZUGFeRD and Peppol, banking and data export for DATEV, CSV and XLS. Premium adds API access, document approvals, cost centres and user management, among other things. Hosting is in Germany on ISO 27001-certified infrastructure. faktoora passes the data to your financial accounting via export or interface.
Lexware Office (formerly lexoffice)
lexoffice is now called Lexware Office. According to the vendor, you can use it to create e-invoices as XRechnung or ZUGFeRD, record incoming e-invoices and check mandatory information with an integrated ZUGFeRD validator at no extra cost. A DATEV interface is integrated.
sevdesk
According to the vendor, sevdesk creates e-invoices in accordance with EN 16931 and reads uploaded XRechnung and ZUGFeRD invoices. According to the vendor's page, receiving requires at least the "Buchhaltung" (Accounting) plan. DATEV-compliant exports and an open interface are available.
Billomat
Billomat is an online invoicing program which, according to the vendor, lets you create XRechnung and ZUGFeRD invoices. The website mentions a developer API and cooperation with DATEV solutions.
Open-source and ERP options: Odoo and Invoice Ninja
Odoo is a suite of open-source business applications that includes accounting. According to its documentation, you send and receive invoices via Peppol, and Peppol registration is also available in Odoo Community. Invoice Ninja is invoicing software with a self-hosting option which, according to the vendor, sends and receives e-invoices via Peppol on the Enterprise plan. Both options require technical know-how if you run them yourself.
Which e-invoicing software suits your business?
The choice depends on your requirements. Taking a close look at your own invoicing process helps you find the right solution.
For freelancers and solo self-employed people
Freelancers usually need a simple solution with a clear interface: creating e-invoices, number ranges, simple customer management and receiving incoming e-invoices. An accounting program with an e-invoicing function is often sufficient.
For small and medium-sized enterprises
SMEs have more complex processes: several people involved, approvals, an existing accounting or ERP system and a tax adviser. Interfaces, user permissions and a structured invoice inbox are important.
For companies with public-sector clients
If you regularly invoice public authorities, you need software that reliably handles XRechnung, the Leitweg-ID and transmission to the invoice portals. Peppol simplifies sending to many public bodies.
For larger and IT-savvy companies
Companies with their own IT teams need a scalable solution with an API, webhooks and connections to ERP systems. Here, a specialised platform or an ERP with an e-invoicing module is often better suited than a pure accounting program.
Common mistakes when switching to e-invoicing software
Wrong invoice formats
Many companies continue to send plain PDF documents and assume that they count as e-invoices. This is not correct. An e-invoice requires a structured format such as XRechnung or ZUGFeRD. The wrong format often leads to rejections or delays.
Forgetting about receiving
If you only look at creating invoices, you overlook the obligation to receive them. Incoming XRechnungen consist of pure XML and need software that displays them in a readable form and processes them.
Missing integrations
Software that does not fit into your accounting, ERP or CRM creates manual steps and duplicate data maintenance. Before choosing, check all the interfaces your process needs.
Unclear permissions and approvals
A lack of clear responsibilities leads to delays. If user roles are not clearly defined, invoices are left unprocessed or errors are spotted too late.
Lack of team training
Even the best software is only useful if everyone involved uses it correctly. A short introduction or internal guide makes the switch easier.
Conclusion
A careful comparison of e-invoicing software starts with your own requirements: formats, receiving channels, interfaces, approvals, hosting and costs. Accounting programs cover the basics for small businesses, ERP and open-source systems offer flexibility for teams with strong IT skills, and specialised platforms such as faktoora focus on sending, receiving and validating e-invoices alongside your existing system. You can compare faktoora's plans and features on the pricing page, where you can also try faktoora free of charge for 30 days.
Frequently asked questions
How much does e-invoicing software cost?
That depends on the provider and plan. Many providers charge per month, some additionally per user or invoice. At faktoora, the Business plan costs €29 and Premium €129 per month, plus VAT in each case.
Is an accounting program enough for e-invoicing?
For many small businesses, yes, provided it can create and receive XRechnung and ZUGFeRD. As soon as several systems, approvals or high volumes come into play, a specialised solution with an API is worthwhile.
Do I need Peppol?
Not necessarily. Within Germany, sending by email is possible. However, Peppol makes it easier to send to public contracting authorities and to other European countries, because invoices are delivered via a standardised network.
What is the difference between XRechnung and ZUGFeRD?
XRechnung is a pure XML format. ZUGFeRD combines a PDF with an embedded XML file, so the invoice can be read by both people and machines. Both comply with EN 16931, provided a suitable ZUGFeRD profile is used.
When do I have to send e-invoices?
From 1 January 2027 if your prior-year turnover exceeded €800,000. From 1 January 2028, the obligation applies to all businesses. You have had to be able to receive e-invoices since 1 January 2025.