Article Summary
Guide to Germany's B2B e-invoicing mandate from the receiver's perspective. Covers the 2025-2028 timeline, XRechnung vs ZUGFeRD formats, and data extraction.
Germany's B2B e-invoicing mandate requires all businesses to accept structured electronic invoices since January 2025. Large companies (over EUR 800,000 revenue) must issue e-invoices from January 2027, and all businesses must comply by January 2028. The two compliant formats are XRechnung (pure XML) and ZUGFeRD (hybrid PDF with embedded XML), both based on the European standard EN 16931.
Most guidance on Germany e-invoicing requirements focuses on the sender's obligations: how to create, validate, and transmit compliant invoices. This guide addresses the other side of the transaction. If you receive an XRechnung XML file or a ZUGFeRD hybrid PDF from a German supplier, you need to know what those files contain, what your obligations are, and how to get that data into your accounts payable workflow. It covers the phased compliance timeline, how the two formats differ, what receiving these invoices looks like in practice, whether non-German businesses fall under the Germany B2B e-invoicing mandate, and how to extract structured data from both formats for AP processing.
The first step is understanding when each phase of the mandate takes effect.
Germany's E-Invoicing Timeline: Three Phases From 2025 to 2028
Germany's B2B e-invoicing mandate stems from the Wachstumschancengesetz (Growth Opportunities Act), passed in March 2024. The BMF (German Federal Ministry of Finance) oversees the rollout, which introduces mandatory e-Rechnung (e-invoicing) in three distinct phases.
The driving force behind the mandate is closing Germany's VAT compliance gap. The European Commission estimates Germany lost EUR 31.3 billion to its VAT compliance gap in 2023, equivalent to 9.7% of total VAT liability. Structured e-invoicing gives tax authorities machine-readable transaction data, making it far harder to underreport or fabricate invoices. The mandate also aligns with the EU's broader ViDA (VAT in the Digital Age) initiative, which aims to standardize digital tax reporting across member states.
Here is what the three-phase rollout looks like in practice:
| Phase | Effective Date | Obligation | Who It Applies To |
|---|---|---|---|
| Phase 1 | January 1, 2025 | Receive structured e-invoices | All businesses operating in Germany, no exemptions |
| Phase 2 | January 1, 2027 | Issue e-invoices for B2B transactions | Businesses with annual revenue exceeding EUR 800,000 |
| Phase 3 | January 1, 2028 | Issue e-invoices for B2B transactions | All businesses, regardless of size |
Phase 1 is already in effect. If your company receives invoices from German suppliers, you are required to accept structured e-invoices right now. This is the most commonly misunderstood part of the German e-invoicing requirements: Phase 1 is about reception capability, not issuance. Even if your business is not yet required to send e-invoices, it must be able to receive and process them. There are no revenue thresholds, no grace periods, and no exemptions for this obligation.
Phase 2 and Phase 3 then shift the focus to the sending side. From January 2027, larger businesses (above EUR 800,000 annual revenue) must issue compliant e-invoices for domestic B2B transactions. By January 2028, every business operating in Germany must do the same, completing the Germany B2B e-invoicing mandate.
B2G (business-to-government) e-invoicing has been mandatory in Germany since November 2020, using the XRechnung standard. The current mandate extends that requirement to the entire B2B landscape. For a broader look at how Germany's mandate fits within worldwide adoption trends, see our global overview of e-invoicing requirements.
With the Germany e-invoicing timeline established, the next critical question for receivers is practical: which format do these e-invoices actually arrive in? German e-invoicing supports two distinct standards, and the differences between them directly affect how you extract and process the data.
XRechnung vs ZUGFeRD: A Head-to-Head Format Comparison
Germany's e-invoicing mandate recognizes two compliant formats, and both conform to the European standard EN 16931. While that shared foundation might suggest they are interchangeable, the differences between XRechnung and ZUGFeRD are significant. Each format structures and delivers invoice data differently, which means your approach to data extraction and processing must account for whichever format your German suppliers choose to send.
XRechnung: Germany's Pure XML Standard
XRechnung is a pure XML format. It contains only structured, machine-readable data with no visual component -- no PDF, no human-friendly layout, just raw data fields organized according to a strict schema.
XRechnung is Germany's national implementation of EN 16931, specifically the CIUS-DE (Core Invoice Usage Specification for Germany). This specification defines the mandatory and optional fields required for German compliance, building on the European standard with country-specific rules for tax reporting, payment terms, and buyer/seller identification.
Originally developed for B2G (business-to-government) invoicing, XRechnung has been the required format for invoices sent to German federal agencies since 2020. Under the new B2B e-invoicing mandate, it serves as the reference standard. Transmission typically occurs via the Peppol network or other electronic data interchange channels rather than through email attachments.
Because XRechnung files contain no visual representation, they cannot be opened and read like a traditional invoice. They require software capable of parsing XML to access the invoice data.
ZUGFeRD: The Hybrid PDF+XML Format
ZUGFeRD (version 2.x) takes a fundamentally different approach. It is a hybrid format that embeds structured XML data inside a human-readable PDF document, specifically a PDF/A-3 file. This means a single ZUGFeRD invoice is two things at once: a standard PDF that any finance professional can open, view, and print, and a machine-readable XML payload that automated systems can extract and process.
ZUGFeRD 2.x is technically identical to the Franco-German Factur-X standard. These are not merely compatible -- ZUGFeRD 2.x IS Factur-X. They share the same XML schema and the same PDF embedding approach, developed jointly by German and French standards organizations.
This hybrid nature gives ZUGFeRD particular value as a transitional format. Organizations that have not yet adopted fully automated invoice processing can still open and read the invoice visually, exactly as they would a traditional PDF. Meanwhile, the embedded XML is ready for automated extraction whenever the receiving organization upgrades its capabilities.
One critical detail: ZUGFeRD defines multiple conformance profiles -- Minimum, Basic, Comfort (EN16931), Extended, and XRechnung. Not all profiles satisfy the B2B mandate. Only the EN16931 profile and above are fully compliant with Germany's requirements. If a supplier sends a ZUGFeRD invoice using the Minimum or Basic profile, it does not qualify as a compliant e-invoice under the mandate.
Side-by-Side Comparison
| Dimension | XRechnung | ZUGFeRD 2.x |
|---|---|---|
| Format type | Pure XML | Hybrid PDF/A-3 + embedded XML |
| Visual readability | No -- requires XML parsing software | Yes -- opens as a standard PDF |
| Standard/specification | EN 16931 CIUS-DE | Factur-X / EN 16931 |
| Transmission method | Peppol network or electronic channels | Email attachment or any file transfer channel |
| Data extraction approach | Parse XML directly | Extract embedded XML from the PDF container, then parse |
| Transitional value | Requires automated processing from day one | Can be read visually as a fallback while automation is implemented |
Which Format Will Your Suppliers Send?
The format you receive depends largely on who is sending the invoice. XRechnung is more common from larger enterprises and public sector entities that already operate within the Peppol network and have mature e-invoicing infrastructure. These organizations typically have no need for a visual PDF layer and favor the leaner XML-only approach.
ZUGFeRD is often preferred by SMEs and businesses transitioning to e-invoicing for the first time. The visual PDF component preserves the familiar invoice experience, reducing friction for both the sender and receiver during the transition period. For organizations that are automating financial document processing, ZUGFeRD's dual nature offers flexibility: staff can visually verify invoices while automated systems extract the structured data in parallel.
In practice, most receivers will encounter both formats. Your processing infrastructure needs to handle XRechnung's direct XML parsing and ZUGFeRD's two-step extraction (PDF container first, then embedded XML) with equal reliability.
What Happens When You Receive a German E-Invoice
If you are on the receiving end of Germany's e-invoicing mandate, the practical questions are different from the sender's. An e-Rechnung has arrived -- an XRechnung XML file or a ZUGFeRD PDF -- and you are looking at an unfamiliar file. What exactly is it, and what do you do with it?
The answer depends on which of the two standard formats your supplier has used.
Receiving an XRechnung File
An XRechnung arrives as a structured XML file, typically delivered through the Peppol network or as an email attachment. If you attempt to open this file in a text editor or web browser, you will see raw XML markup, a dense hierarchy of tags and values that bears no resemblance to a traditional invoice layout.
This is by design. XRechnung is a pure data format, not a visual document. Within that XML structure, you will find clearly defined fields for seller and buyer details, the invoice number, the invoice date, individual line items with descriptions, quantities, and unit prices, tax breakdowns by category, payment terms, and bank account information. Every data point your accounting system needs is present and precisely labeled.
The practical reality, however, is that this file is not human-readable in any useful sense. You cannot glance at it and confirm an amount or check a due date the way you would with a paper invoice. The XML must be parsed programmatically to extract the data fields and route them into your ERP, accounting software, or AP workflow.
Receiving a ZUGFeRD File
A ZUGFeRD invoice arrives as what appears to be a standard PDF. It opens in any PDF reader and displays a fully formatted, visually familiar invoice with your supplier's logo, line items in a table, totals, and payment instructions. At first glance, there is nothing unusual about it.
What makes ZUGFeRD different is what sits inside the PDF file itself. Embedded within the document is a structured XML layer that contains the same invoice data in machine-readable form, following the same field definitions as XRechnung.
The critical point for AP teams: the embedded XML is the authoritative structured data. While the visual PDF is convenient for human review and approval routing, the real value for processing efficiency comes from extracting that embedded XML. Its fields map directly to your accounting system's data model, eliminating the need for manual data entry or optical character recognition of the visual layer.
Key Data Fields Present in Both Formats
Regardless of whether you receive an XRechnung XML file or a ZUGFeRD hybrid PDF, the structured data contains a consistent set of fields:
- Invoice number and invoice date
- Seller name and address
- Buyer name and address
- VAT identification numbers for both parties
- Line item details including description, quantity, unit price, and line total
- Tax category and rate per line item
- Invoice totals broken down into net amount, tax amount, and gross amount
- Payment terms and bank details
- Currency code
Getting the Data Into Your Systems
The receiver's immediate task is straightforward in principle: extract this structured data and load it into your accounting system or pre-accounting and document processing workflows. For a single invoice, that might be manageable with basic tools or even manual review of the PDF version.
For organizations handling invoices from multiple German suppliers, however, this quickly becomes a volume challenge. Your inbox will contain a mix of XRechnung XML files that require parsing and ZUGFeRD hybrid PDFs where the valuable data is locked inside an embedded XML layer. Each format requires different handling, and the volume compounds with every new German supplier that transitions to e-Rechnung under the mandate's phased timeline.
Before exploring how to handle that extraction at scale, there is a more fundamental question many international readers need answered: does Germany's e-invoicing mandate actually apply to businesses outside of Germany?
Do Non-German Businesses Need to Comply?
Yes. If your business receives invoices from German suppliers, the e-invoicing mandate applies to you regardless of where your company is headquartered. Since January 1, 2025, every business operating in Germany must be able to accept structured e-invoices in EN 16931-compliant formats. This obligation extends to non-German recipients. You cannot refuse a compliant e-invoice and demand a paper or traditional PDF alternative instead.
For UK, US, and EU companies with German suppliers, the practical reality is straightforward: your invoice intake process is changing whether you initiated that change or not.
Under the phased rollout, German businesses are progressively required to issue e-invoices in XRechnung or ZUGFeRD format. By January 2028, all German businesses must issue structured e-invoices for domestic B2B transactions. The volume of XML-based invoices arriving in your AP inbox will increase steadily over the next two years. If your current workflow assumes every inbound invoice is a flat PDF, that assumption is already outdated.
This means your AP systems need to handle both formats. XRechnung invoices are pure XML files with no visual representation. ZUGFeRD invoices embed XML within a PDF, but the structured data layer is what matters for automated processing. Your accounts payable team needs tools and processes that can parse these formats, validate them against EN 16931, and route the extracted data into your ERP or accounting system. Manual re-keying from a PDF view defeats the purpose and introduces errors that structured invoicing was designed to eliminate.
If your organization has a subsidiary, branch office, or permanent establishment in Germany, that entity is directly subject to the mandate on both sides of the transaction. It must accept e-invoices now, and it must issue them according to the phased timeline. This is a legal requirement under the Wachstumschancengesetz, not an optional upgrade for local compliance teams.
The language dimension deserves specific attention. XRechnung and ZUGFeRD use standardized XML field structures that map to universal invoice data points (seller, buyer, line items, tax amounts), but the text content within those fields is often in German. Item descriptions, payment terms, and supplier notes may all arrive in German. For AP teams outside the DACH region, correctly interpreting and categorizing this data requires either German-language competency on the team or tools capable of processing multi-language and multi-currency invoices accurately. Misreading a field description can lead to incorrect GL coding or missed tax obligations.
Germany's mandate is also part of the EU's broader VAT in the Digital Age (ViDA) initiative, which is driving similar requirements across member states. France is rolling out its own mandate starting in 2026, Italy has required e-invoicing since 2019, and Poland, Spain, and Belgium are advancing their own timelines. Companies that build Germany e-invoicing compliance into their AP infrastructure now are building the operational foundation to handle this wave of EU-wide mandates without scrambling to adapt each time.
The obligations are clear. The next question is practical: once a German e-invoice lands in your system, how do you extract and process the structured data it contains?
How to Extract and Process Data From German E-Invoices
Receiving a German e-invoice is only the first step. The real operational task is extracting the structured data from these files and routing it into your accounting system, ERP, or AP workflow. Because XRechnung and ZUGFeRD present fundamentally different file structures, each format demands its own extraction approach.
Extracting Data From XRechnung (Pure XML)
XRechnung files are fully structured XML, which means the data is already machine-readable. In principle, extraction is straightforward: parse the XML elements and map each field to the corresponding input format your accounting system expects.
In practice, this is more involved than it sounds. You need a working understanding of the XRechnung XML schema, including how mandatory and optional fields are structured, how field variations between suppliers are handled, and how to convert the extracted values into the exact format your downstream systems require -- whether that is Excel, CSV, or a proprietary import template. For organizations receiving a handful of German invoices per month, manual XML parsing or a basic script may be sufficient. Once volumes increase or invoices arrive from multiple German suppliers with slightly different field usage, automated extraction becomes a practical necessity.
Extracting Data From ZUGFeRD (Hybrid PDF)
Opening a ZUGFeRD file in a standard PDF reader shows a normal-looking invoice. The structured data you actually need for automated processing, however, sits underneath that visual layer. It is embedded as an XML attachment inside a PDF/A-3 container, invisible through the normal viewing interface.
Accessing that embedded XML requires tools capable of parsing the PDF/A-3 container and reading the attached XML stream. This is not an OCR task. The data is already structured and machine-readable; it is simply embedded rather than directly accessible. While both the visual PDF layer and the embedded XML should contain identical information, the XML layer is the authoritative source for automated processing and should be treated as such when feeding data into your systems.
Handling Mixed-Format Batches
Most organizations will not receive exclusively one format. Different German suppliers will send XRechnung XML files, ZUGFeRD hybrid PDFs, or a mix of both. Processing these mixed batches manually -- parsing standalone XML from one set of suppliers and extracting embedded XML from another -- creates operational friction that compounds as invoice volumes grow. This friction becomes particularly acute during the 2027 and 2028 mandate phases, when all German businesses must issue e-invoices and inbound volumes will increase significantly.
Purpose-Built Extraction Tools for Both Formats
Rather than maintaining separate workflows for each format, automated invoice data extraction tools handle both XRechnung XML and ZUGFeRD hybrid PDFs within a single processing pipeline. Invoice Data Extraction, for example, accepts mixed-format batches of up to 6,000 files per job, including both pure XML files and hybrid PDFs with embedded XML data. The platform supports all major languages, which is critical when processing German-language invoices with field labels, line item descriptions, and tax references in German.
Users specify extraction rules through natural language prompts. You can instruct the system to extract data from the embedded XML layer of a ZUGFeRD PDF rather than applying OCR to the visual layer, or define exactly which fields to pull and how to structure the output. The extracted data is delivered as structured Excel (.xlsx), CSV (.csv), or JSON (.json) files ready for direct import into your accounting software or ERP system.
With the technical extraction challenge addressed, the final step is assembling a practical compliance checklist that covers your obligations as a receiver of German e-invoices.
Your Compliance Checklist as an E-Invoice Receiver
Germany's e-invoicing mandate is no longer a future consideration. Reception requirements are already live, and your organization is expected to accept structured electronic invoices from German suppliers right now. This article has walked through the phased timeline, the two core formats, what receiving a German e-invoice actually looks like, the cross-border implications, and how to extract usable data from these files. Here is a consolidated checklist of the actions that matter most.
1. Confirm reception capability now. Since January 2025, your organization must be able to accept XRechnung and ZUGFeRD invoices from German suppliers. Verify that your email systems can receive XML file attachments, that your AP portals do not reject unfamiliar file types, and that any Peppol access points you use are configured to handle EN 16931-compliant documents. If a German supplier sends you a structured e-invoice today, your systems need to be ready to receive it.
2. Understand the two formats. XRechnung is a pure XML file with no visual component. It is machine-readable but cannot be opened and read like a traditional invoice without a viewer or parser. ZUGFeRD is a hybrid format that packages a human-readable PDF with structured XML data embedded inside it. Both formats conform to the European standard EN 16931, but they require fundamentally different processing approaches. Treating them identically will create gaps in your data extraction workflow.
3. Assess your supplier base. Identify which of your current suppliers are incorporated in Germany or operate from German entities. These suppliers will be transitioning their invoicing to XRechnung or ZUGFeRD as the 2027 and 2028 issuance deadlines take effect. Understanding the scope of exposure across your vendor roster lets you plan capacity and prioritize system upgrades where they will have the greatest impact.
4. Evaluate your extraction workflow. Determine whether your current accounts payable systems can parse raw XRechnung XML and extract the embedded XML layer from ZUGFeRD PDFs. If your team is handling these formats manually, copying data from XML viewers into your ERP, or if your systems cannot process them at all, it is time to evaluate automated extraction tools that can read structured invoice data directly into your financial systems.
5. Prepare for mixed-format processing. As more German suppliers come under the issuance mandate, your incoming invoice stream will contain a growing mix of XRechnung files, ZUGFeRD hybrid PDFs, and traditional invoices from non-German suppliers. Your processing workflow must handle all of these format types without requiring separate manual procedures for each one. A unified approach to ingestion prevents bottlenecks as e-invoice volumes increase.
6. Account for language requirements. German e-invoices will frequently contain German-language text in line item descriptions, payment terms, notes, and correspondence fields. While the structured XML data uses standardized codes and numeric values that are language-neutral, the free-text fields your AP team needs to review may require translation or multilingual processing capability. Factor this into your workflow planning.
7. Monitor the broader EU trend. Germany's mandate is part of the EU's VAT in the Digital Age (ViDA) initiative, which is driving similar structured e-invoicing requirements across member states. France, Poland, Romania, and others are implementing their own mandates on overlapping timelines. Investing in e-invoice processing capability now does not just address the German requirement. It positions your organization to handle the wave of EU-wide mandates that will follow.
The reception obligation is already in effect. Issuance requirements will expand progressively through 2027 and 2028, meaning the volume of structured e-invoices arriving from German suppliers will only grow. Organizations that build reliable, automated e-invoice processing capability now will absorb that increase without disruption, while those that delay will face compounding manual work as each new compliance deadline passes.
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