Digital invoicing - efficient, legally compliant and flexible
Create electronic invoices simply, securely and in compliance with the law – exactly as it suits your company.
Since January 1, 2025, companies in Germany must issue B2B invoices in electronic format
This means that traditional PDF invoices are no longer sufficient. Instead, invoices must be transmitted in a structured, machine-readable format that complies with the European standard EN16931.
This obligation has already applied to invoices to public clients since 2020 in accordance with the E-Invoicing Ordinance (ERechV).
What is an electronic invoice?
An electronic invoice (e-invoice) is an invoice that complies with the European standard EN16931. This standard defines the legal and technical requirements for invoices to be processed in a structured and automated manner.
For an invoice to be recognized as an electronic invoice, it must be in a compliant format. The most common formats that meet the EN16931 standard are
CII (Cross Industry Invoice)
An XML format for the international exchange of invoice data.
UBL (Universal Business Language)
A widely used XML format for digital business processes in Europe.
ZUGFeRD (Extended Profile)
A hybrid format with a PDF representation and embedded XML.
These formats ensure that invoices are legally compliant, standardized and can be processed automatically – both for national and international business partners.
Why is digital invoicing important?
Invoicing is the first step in the entire invoicing process. If invoices are not directly created electronically, standardized and error-free, delays occur for the recipient, payments are delayed and legal risks increase.
With faktoora, you can create legally compliant electronic invoices in CII, UBL and ZUGFeRD formats – online or fully automatically via our API. Our solution not only enables you to create invoices, but also ensures that your invoices comply with the correct formats, requirements and individual business partner profiles.
For companies with existing ERP systems
- Legal security Create invoices directly in the prescribed format
- Less effort & errors No manual typing, no transmission errors
- Faster payment flowElectronic invoices are processed automatically by the recipient
- Flexible use Online creation or API connection for automated processes
Create invoices - as flexible as your company
Every company has different requirements when it comes to invoicing. With faktoora, you have three flexible options for creating electronic invoices simply, securely and in compliance with the law.
Directly online - create invoices via our platform
For companies that want to create invoices without technical integration, faktoora offers an intuitive user interface. This allows invoices to be entered, managed and approved directly online.
- Simple data entryEnter all invoice details such as references, payment terms and discounts in a structured manner
- Wide range of invoice types Creation of partial, final and partial invoices
- Flexible shipping options Download invoice, send by email or PEPPOL directly via faktoora
- Approval workflowsIntegrated review and approval processes for greater security and control
- Automatic generation EN16931-compliant invoices in CII, UBL or ZUGFeRD
Ideal for: Companies of all sizes – from small businesses to medium-sized companies with clearly defined approval processes.
Via API - Automated invoicing with maximum efficiency
faktoora offers a powerful REST API for companies looking to fully automate their invoicing processes.
- Direct connection to your ERP systemInvoices are generated directly from your existing processes
- Automatic invoice dispatch Dispatch via e-mail, PEPPOL or connection to your own mail server
- Webhook integrationAutomatic status updates and notifications about invoice processing
- Compliant with legal requirements Invoices always in the current standard without manual adjustment effort
Ideal for: Companies that want to integrate electronic invoices directly into their digital workflows.
// Beispiel API-Aufruf zum Erstellen einer Rechnung
fetch('https://api.faktoora.de/v1/invoices', {
method: 'POST',
headers: {
'Content-Type': 'application/json',
'Authorization': 'Bearer YOUR_API_KEY'
},
body: JSON.stringify({
recipient: {
name: "Musterfirma GmbH",
address: "Musterstraße 123, 12345 Berlin"
},
items: [
{
description: "Produktbeschreibung",
quantity: 2,
price: 100.00,
vatRate: 19
}
],
// weitere Rechnungsdetails...
})
}) About Pipelines - Automated processing for companies without API integration
Not every company can or wants to use an API connection. That’s why we offer a solution for companies that have a high invoice volume but cannot enable direct system integration.
- Data processing via pipelinesInvoice data is automatically retrieved, transformed and converted into EN16931-compliant formats
- Scalable solutionFor companies with high invoice volumes
- No direct intervention in the ERP systemNo adaptations to existing software required
Ideal for: Companies with older systems or individual processes that cannot be connected directly.
Flexibility and customizability for every invoice requirement
Every company has individual invoicing requirements – be it due to different invoice types, specific fields or industry-specific features. With faktoora, you can create your invoices exactly as your processes require.
Invoice types - the right solution for every situation
Not every invoice is the same. With faktoora you can create and manage different types of invoices:
- Standard invoicesClassic invoices for one-off deliveries or services
- Partial invoices & final invoices For projects or orders that are billed over several phases
- Payments on account Ideal for construction and service contracts with several payment stages
Example:
A construction company is working on a long-term project and issues monthly partial invoices for services already rendered. Once the project is completed, a final invoice is issued with all outstanding items.
Maximum flexibility for invoice details
Many companies require specific information on their invoices to facilitate reconciliation with internal systems or purchasing processes. faktoora makes this possible:
- Discounts at item levelIndividual discounts for individual items or services
- Multiple reference fieldsOrder numbers, project numbers, cost centers and more
Example of invoice details:
An industrial supplier sends invoices to various business partners with different requirements. While one customer expects one order number per invoice, another requires a reference on each individual item.
Intelligent management of business partners
Not every customer needs the same invoice details. faktoora makes it possible to store individual specifications for business partners in order to automatically create invoices correctly:
- Invoice profiles at business partner levelAutomatic adjustment to preferred invoice fields per customer
- Individual payment termsConsideration of discounts, installment payments or extended payment terms
Example:
A company has international customers who require invoices in different formats (XRechnung, ZUGFeRD or UBL). With faktoora, a suitable invoice profile can be stored for each business partner.
Industry solutions & special functions
Not every industry works with simple standard invoices. faktoora offers solutions for companies with specific requirements:
Construction industry & large invoices
Special functions for companies with extensive invoice lists
- Excel import for invoice itemsPerfect for companies with extensive invoice lists
- Efficient processing of large quantitiesNo more manual input required
Example:
A construction company creates hundreds of invoices every month from an Excel list with material and service items. faktoora enables the data to be imported directly into the electronic invoice.
Dispatch of invoices & receipt of payment - flexible and reliable
Creating an invoice is only the first step – it is just as important that it reaches the recipient quickly and reliably and is paid on time. With faktoora, you have full control over invoice dispatch and receipt of payment.
Sending invoices - the way that suits you
Not every company uses the same way to send invoices. faktoora enables you to:
- Download & send yourselfExport invoices as an EN16931-compliant file and send them by e-mail or via the desired channel.
- Direct dispatch via faktooraAutomated dispatch of the invoice by e-mail or via the PEPPOL network.
- Own connected mail server Sending via your own SMTP server for maximum control and branding.
Example:
A service provider sends invoices via its own mail server so that all invoices are sent with the company’s own domain.
Track incoming payments & follow up automatically
A sent invoice is only complete when it has been paid. With faktoora, you can keep an eye on incoming payments
- Overview of open itemsSee at a glance which invoices have not yet been paid.
- Automatic payment remindersSend friendly payment reminders before the due date.
- Flexible dunningDefine individual dunning levels and send reminders automatically or manually.
Example:
A retail company issues many invoices with different payment terms. faktoora automatically reminds customers before the due date and sends a reminder email if an invoice is overdue.
Intelligent management of business partners
Not every customer needs the same invoice details. faktoora makes it possible to store individual specifications for business partners in order to automatically create invoices correctly:
- Invoice profiles at business partner levelAutomatic adjustment to preferred invoice fields per customer
- Individual payment termsConsideration of discounts, installment payments or extended payment terms
Example:
A company has international customers who require invoices in different formats (XRechnung, ZUGFeRD or UBL). With faktoora, a suitable invoice profile can be stored for each business partner.
