Incoming invoices: import and validation

Understanding the import process

Importing incoming invoices is a multi-step, asynchronous process. This means:

1. You upload a file or receive an email with an invoice.
2. The system accepts the file immediately and starts processing it in the background.
3. The import goes through several processing steps (validation, visualization, data extraction).
4. After a successful import, you can view and edit the invoice.

This asynchronous process is intentional: it prevents the system from being blocked and allows larger files or high volumes to be processed.

Import status values

When an electronic invoice is imported, several status indicators are shown:

Validation status

The validation status shows whether the file complies with the standard:

• pending: validation is running
• accepted: the file is valid
• failed: the file does not comply with the standard (e.g. XRechnung errors)

Visualization status

The visualization status shows whether the file has been converted into a readable format:

• pending: conversion is running
• accepted: the file was converted successfully
• failed: conversion failed (rare; indicates a damaged file)

Overall status

The overall status summarizes all checks:

• pending: at least one check is still running
• accepted: all checks successful
• failed: at least one check failed

XRechnung import errors

Common error messages

"Validation error: missing required fields"

• The XML file is missing fields required by the XRechnung standard
• Solution: Check the file with an XML validator or ask the sender for a corrected file

"Validation error: invalid invoice date"

• The invoice date is wrong or implausibly far in the future
• Solution: Ask the sender to correct the date

"Validation error: invalid tax rates"

• The tax rates in the invoice do not match permitted rates
• Solution: Check the tax rates in the file or record the invoice manually

"File is damaged or unreadable"

• The file could not be parsed
• Solution: Upload the file again; the original file may be damaged

Difference between "validation error in the interface" and "valid validation report"

Problem: The interface shows a validation error, but the separately downloaded validation report says that the file is valid.

Causes:

• This indicates a difference between the file validation and the business logic
• The file may be structurally valid but contain fields that are not suitable for import into faktoora

Solution:

1. Check the details of the validation report (e.g. warnings that are treated as errors)
2. Try recording the invoice manually if the automatic import fails
3. Contact support with the file and the validation report

Importing incoming invoices by email

Incoming invoices sent by email are not processed

Symptom: You have set up email forwarding, but invoices do not appear.

Common causes:

1. The faktoora email address is not set up correctly
2. The email is detected as spam and deleted
3. The email contains several attachments and only one of them is an invoice
4. Email forwarding is disabled or has expired

Steps to fix it:

1. Check in the settings that email forwarding is enabled
2. Test it by sending a test email to the faktoora address
3. Check the spam folder in your email account
4. Make sure that only one attachment with the invoice is sent

Older invoices forwarded by email are not processed automatically

Symptom: Invoices that were forwarded a long time ago suddenly do not appear, or the import is not restarted.

Cause: By default, the system only processes new emails. Older emails that are forwarded may be delayed or require manual processing.

Solution:

1. Upload older invoices manually instead of forwarding them
2. Use the "Record incoming invoice" function for manual upload

Error when uploading an XRechnung even though the file is correct

Problem: You upload an XRechnung that works in other systems, but faktoora shows an error.

Causes:

• faktoora may validate more strictly than other systems
• The file may contain undocumented extensions
• The browser may upload a damaged file (in case of network problems)

Steps to fix it:

1. Try uploading again (clear the browser cache)
2. Upload directly, not via drag and drop (in case of network problems)
3. Ask the sender for a file that complies with the XRechnung 3.0 standard
4. Record the invoice manually if the import fails consistently

Attachments in XRechnung

Embedded files cannot be downloaded

Problem: The XRechnung contains embedded files (e.g. photos, receipts), but they cannot be downloaded.

Causes:

• The embedded files may still be processing
• The files were too large and were truncated during import
• The files are damaged

Solution:

1. Wait a few seconds after the import and try again
2. Upload the invoice again if the files are not available
3. Ask the sender to send the files separately if they are too large

Downloading the visualized invoice as a PDF

The "Visualization (PDF)" tab in the details of an incoming invoice shows the readable representation of the invoice, even if the original file was a pure XML file (XRechnung) without its own visual layout. This visualization is available for download as a PDF regardless of the original format: open the download menu in the incoming invoice and select "PDF". Depending on the files available, the same menu also offers the XRechnung (XML), the validation report and, if applicable, the original PDF and original XML supplied by the sender as individual downloads.

Troubleshooting: checklist

If an import fails, go through the following points:

• Is the file really an XRechnung or ZUGFeRD? (Check the file extension: .xml, .ubl, .pdf)
• Are all required fields filled in? (Invoice number, date, amount, sender, recipient)
• Was the data entered correctly? (No typos in date formats, currencies, etc.)
• Is the file damaged? (Try to open/validate the file)
• Do you have the right permission? (Error "missing permission" → check user permissions)
• Is the upload complete? (Try again without network interruption)

If you have checked all of these points and the error persists, record the invoice manually or contact support.