XRechnung to Deutsche Bahn: requirements
Deutsche Bahn accepts invoices electronically as XRechnung, by email to e-invoicing@deutschebahn.com or via the Peppol network. In addition to the mandatory fields of the standard, DB requires its own details: the purchase order number in BT-13, exactly one order per invoice, the DB employee who placed the order, your IBAN and all attachments embedded in the XML. If any of these is missing, Deutsche Bahn's validation tool rejects the invoice.
This article brings together the current requirements from Deutsche Bahn's supplier portal (information sheet on XRechnung, as of 13.02.2024, and the page on quality requirements) and shows step by step how to get your invoice accepted at the first attempt.
DB invoicing at a glance
| Item | Value according to Deutsche Bahn |
|---|---|
| Leitweg-ID (BT-10) | 992-90009-96 (for all DB companies) |
| Peppol ID | 9930:DE811569869 |
| Email for e-invoices | e-invoicing@deutschebahn.com |
| Format | XRechnung in UBL or CII, UTF-8 encoded |
| Billing address | Company (invoice recipient at DB), c/o DB AG SSC Buchhaltung, EUREF-Campus 17, 10829 Berlin |
| Attachments | embedded in the XML, PDF, CSV, PNG or JPEG, maximum 200 |
On its page on quality requirements, DB lists "XRechnung or ZUGFeRD from version 2.0.1" as permitted formats. The information sheet and the notes on validation refer consistently to XRechnung. If you want to be on the safe side, send an XRechnung.
Why Deutsche Bahn requires XRechnungen
Deutsche Bahn and its subsidiaries are public contracting authorities and, since 27.11.2020, have been obliged to require electronic invoices in XRechnung format from their suppliers. A PDF invoice or a scanned paper invoice does not meet this requirement.
One special feature: DB is a sector contracting entity and is therefore not connected to the federal invoicing platform. So you do not upload invoices to Deutsche Bahn to the OZG-RE, even though DB's Leitweg-ID begins with 992. You can read how the federal portals work in the article ZRE and OZG-RE: sending XRechnung to the federal government.
In addition, since 1.1.2025, all businesses in Germany must be able to receive e-invoices. From 1.1.2027, sending them becomes mandatory for businesses with a prior-year turnover of more than €800,000, and from 1.1.2028 for everyone. For Deutsche Bahn's suppliers, this changes little: XRechnung is already the standard there today.
Deutsche Bahn's mandatory details in XRechnung
Deutsche Bahn checks every incoming file twice: with the validation tool of the KoSIT (Koordinierungsstelle für IT-Standards, Coordination Office for IT Standards) and additionally with its own DB tool. The DB tool checks the following points.
Purchase order number in BT-13
If you have a DB purchase order number, it must be entered in field BT-13 (purchase order reference). No other details may be entered in this field. It is sufficient to enter the digits after the last slash of the purchase order number in the format xxx/xxx/xxxxxxxx.
Exactly one order per invoice
Each invoice relates to exactly one order. Collective invoices covering several orders are not permitted. If you have fulfilled three orders, issue three invoices.
DB contact person in BT-56 to BT-58
Enter the DB employee who placed the order, with name, telephone number and email address, in fields BT-56 to BT-58. This allows the responsible department to assign the invoice directly.
IBAN and date of service
The date of delivery or service, or the billing period, is a mandatory detail under § 14 UStG (German VAT Act). For invoices to DB, the IBAN is also mandatory. If either of these is missing, Deutsche Bahn will not accept the XRechnung.
Description of services at line level
The service must be fully described at line level in the designated fields (BT-153 ff.). According to DB, a mere reference to a contract, order or delivery note is generally not sufficient. Each line item must include a sequential line number, quantity with unit of measure, unit price and total price.
Further details from the quality requirements
- full company name of the invoice issuer, as entered in the commercial register, with email address
- invoice recipient and service recipient with full address
- delivery note number(s), if available
- currency as an ISO code, for example EUR
- payment terms and account holder
- delivery terms according to INCOTERMS and country of origin of the goods, if not Germany
- account assignment details, if specified by the orderer
You can optionally provide your supplier number at DB in BT-29.
Framework agreement number and project number
Many of Deutsche Bahn's orders relate to a framework agreement or a project. XRechnung provides dedicated fields for this:
- Contract number (BT-12): the number of the framework agreement
- Project reference (BT-11): the project number
Both fields are optional in EN 16931. However, any invoice recipient may require them for its processes. If your order or contract contains a framework agreement or project number, enter it in exactly these fields and not in free text. Do not confuse the fields: the purchase order number belongs in BT-13, the Leitweg-ID in BT-10 and the project number in BT-11.
Credit notes, cancellations and early payment discounts
- Credit note: invoice type 381 in BT-3, with positive quantities and amounts in the line items.
- Cancellation invoice for an incorrect invoice: invoice type 384 in BT-3, also with positive quantities and amounts.
- Early payment discount: not as free text, but in the notation provided by XRechnung in field BT-20, for example
#SKONTO#TAGE=14#PROZENT=2.00#.
Supporting documents
You embed timesheets, proofs of performance or photos directly in the XML of the XRechnung. The email to Deutsche Bahn may contain only a single file: the XRechnung. Up to 200 attachments in the formats PDF, CSV, PNG and JPEG are permitted. Links to files, additional XML files and attachments within attachments are not permitted. You can read details and practical tips in the article Invoice attachments for invoices to Deutsche Bahn.
Transmission channels: email or Peppol
By email
Send the XRechnung in an unencrypted email to e-invoicing@deutschebahn.com. Do not also send the invoice as a PDF or by post.
Via Peppol
Since 01.02.2024, DB has been registered in the Peppol network under the Peppol ID 9930:DE811569869. This applies to all German DB companies, with the exception of the DB Schenker division. To send invoices, you need Peppol access via an Access Point. Our page on sending invoices via Peppol explains how Peppol works.
DB's Leitweg-ID
Although Deutsche Bahn is not connected to the federal portals, it uses the Leitweg-ID 992-90009-96 for all companies, because BT-10 is a mandatory field in XRechnung. Some programs do not allow a Leitweg-ID without an associated portal. For this case, DB specifies the spelling DB992-90009-96. You can read more about its structure in the article Leitweg-ID: structure, example and where to find it.
The DB XRechnung generator
For suppliers with few invoices, Deutsche Bahn provides a free XRechnung generator. Registration is not required. The generator creates XRechnungen with embedded attachments and saves them locally on your computer. It does not transmit anything automatically: you then send the file yourself by email. DB sees it mainly as an offer for companies that do not use their own software because of a low invoice volume. An in-house solution or a service provider is expressly also possible.
Step by step: XRechnung to Deutsche Bahn
- Check the order: note the purchase order number, contact person and, if applicable, the framework agreement and project numbers.
- Address the recipient correctly: the ordering DB company as buyer, billing address c/o DB AG SSC Buchhaltung, Leitweg-ID 992-90009-96 in BT-10.
- Enter references: purchase order number in BT-13, contract number in BT-12, project number in BT-11, contact person in BT-56 to BT-58.
- Describe line items in full: numbered sequentially, with quantity, unit and prices, no references instead of a description of services.
- Add payment data: IBAN, account holder, payment terms, early payment discount in the notation for BT-20.
- Embed attachments: proofs of performance as PDF, CSV, PNG or JPEG in the XML.
- Validate: check the file against XRechnung before sending.
- Send: by email with exactly one XML file or via Peppol to 9930:DE811569869.
Common reasons for rejection
- the purchase order number is missing from BT-13 or the field contains additional text
- one invoice relates to several orders
- the IBAN or date of service is missing
- attachments are included as separate files in the email instead of being embedded in the XML
- the email contains a PDF in addition to the XRechnung
- the service is only described by reference to a contract or delivery note
- credit note or cancellation with negative quantities instead of invoice type 381 or 384
- the file fails validation against the XRechnung standard, for example due to incorrect tax categories
DB reserves the right to reject and not pay invoices that do not meet legal or technical requirements. A formally incorrect invoice can also jeopardise the input tax deduction.
XRechnungen to Deutsche Bahn with faktoora
In faktoora, you enter the recipient, line items and amounts in the input form. faktoora asks for mandatory details such as the Leitweg-ID and writes them into the designated reference fields. You embed proofs of performance or photos directly in the e-invoice, just as Deutsche Bahn requires. Every invoice is validated against EN 16931 and XRechnung before sending, including a validation report. Invoices are sent directly from faktoora, by email or via the Peppol network.
Frequently asked questions
Which Leitweg-ID does Deutsche Bahn have?
DB uses the Leitweg-ID 992-90009-96 in BT-10 for all companies. If your software does not accept it, use the spelling DB992-90009-96, according to DB.
Can I send XRechnungen to Deutsche Bahn via Peppol?
Yes. Since 01.02.2024, DB has been receiving XRechnungen via Peppol under the ID 9930:DE811569869, for all German DB companies except DB Schenker.
Do I have to upload my invoice to Deutsche Bahn to the OZG-RE?
No. As a sector contracting entity, DB is connected neither to the OZG-RE nor to the former ZRE. You send by email to e-invoicing@deutschebahn.com or via Peppol.
Where does the DB purchase order number go?
In field BT-13, without any additions. The digits after the last slash of the purchase order number are sufficient.
Is the DB XRechnung generator free of charge?
Yes, it is free of charge and can be used without registration. It only saves the invoice locally; you take care of sending it yourself.