XRechnung and sustainability: the benefits
XRechnung makes business processes more sustainable because it eliminates paper, printing, postage and transport, and invoices can be processed automatically. At the same time, costs and errors in the invoicing process fall. How large the effect is depends on your invoice volume. You will find a simple sample calculation further below.
What sustainability means for businesses
In today's business world, sustainability is not just a buzzword but an expectation that shapes businesses and consumers alike. It is about making decisions that not only meet current needs but also take into account the needs of future generations. This is often described as the "triple bottom line": people, planet, profit. Successful business practices should therefore be economically viable, socially responsible and environmentally sustainable.
XRechnung as a step towards digital invoicing
XRechnung implements the European standard EN 16931 for electronic invoices in Germany. It is a structured XML format that systems can read without manual data entry. It therefore stands for the shift from paper-based procedures to digital workflows. You can read what distinguishes an XRechnung from a ZUGFeRD invoice in the article ZUGFeRD or XRechnung.
Why digital invoicing is more sustainable
Lower resource consumption
Every paper invoice requires paper, ink, envelopes, and printing and enveloping processes. Multiplied by thousands of invoices per year, these resources add up, both environmentally and financially.
Less transport and CO2
Paper invoices cause emissions along the entire chain: from paper production and printing to delivery. Electronic transmission eliminates these physical steps.
Greater efficiency and productivity
Automated digital workflows reduce manual input and therefore errors. Invoices can be checked, approved and booked faster.
Better accessibility and archiving
Digital invoices are easy to store, retrieve and analyse. This makes financial planning and reporting easier.
More secure transmission
Electronic invoices can be protected by encryption and access rights. This is not possible in the same way with paper invoices.
Sample calculation: what paper invoices cost
How much you save with XRechnung depends on your invoice volume and your processes. One item is easy to quantify: postage. A standard letter with Deutsche Post currently costs €0.95. With 500 invoices per month, postage alone comes to 500 × 12 × €0.95 = €5,700 per year.
For your own calculation, you should also include these items:
- Paper, printing and envelopes per invoice
- Working time for printing, enveloping and sending, multiplied by your internal hourly rate
- Time for manually entering incoming paper and PDF invoices
- Effort for queries and corrections in the case of incorrect invoices
Outlook: e-invoicing is becoming mandatory
For invoices to federal public-sector clients, electronic invoicing is already mandatory under the E-Rechnungsverordnung (E-Invoicing Ordinance). Since 1 January 2025, the following has also applied in B2B business: all businesses in Germany must be able to receive e-invoices. From 1 January 2027, businesses with a prior-year turnover of more than €800,000 must send e-invoices; from 1 January 2028, this applies to everyone. Among other things, the obligation is intended to help combat VAT fraud. You can find all deadlines at a glance on our e-invoice page.
For businesses, the changeover is therefore unavoidable. It brings not only legal compliance but also more efficient, transparent and sustainable processes. Those who tackle the switch early have more time to set up processes properly.
We support you in making the transition smoothly. With faktoora, you can create e-invoices and send them.
Frequently asked questions
Is XRechnung more environmentally friendly than a paper invoice?
Yes, because paper, printing, envelopes and physical transport are no longer needed. How large the savings are depends on your invoice volume.
Is a PDF invoice also sustainable?
A PDF also saves paper and postage, but it is not an e-invoice within the meaning of the law. It often has to be entered manually by the recipient. XRechnung, by contrast, can be processed automatically.
From when do I have to send XRechnungen or other 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.