The e-invoice: more than just an obligation – the path to more efficient processes

What exactly is an e-invoice?

Before we turn to the benefits of e-invoicing, let’s clarify what exactly is behind the term. An e-invoice is not simply a paper invoice in digital form, such as a PDF file. It must be available in a structured XML format that complies with EU standards. These include XRechnungen and invoices in ZUGFeRD format. While ZUGFeRD offers both a machine-readable XML version and a visually accessible PDF version, the XRechnung is purely machine-readable and therefore requires mandatory technical support during processing. Mathias Kaute, Professional Consultant and e-invoicing expert at PROMOS, explains: “With e-invoice processing, we don’t simply want to make our customers legally compliant. We’re using the changeover as an opportunity to eliminate as many manual intermediate steps as possible for them and achieve a high degree of automation.”

Automation: the real advantage of e-invoicing

E-invoices offer enormous potential for process optimisation. Automation is the key here. With our solution, we aim to guide invoices – whether in the form of XRechnung, ZUGFeRD or PDF – to a standardised and automated workflow in SAP^®. “The objective is to work without manual intervention from the incoming invoice to the parked SAP^® document and the started invoice receipt workflow,” emphasises Kaute.

This high degree of automation minimises workloads and reduces sources of error. Manual document parking and clearing – such as checking company codes – are eliminated almost entirely. This not only saves time, but also increases efficiency and precision in the invoice receipt workflow. Focusing on the automation of standardised processes is no longer just an optional extra in today’s world. No company can afford to have inefficient processes any longer. The pressure from strong competition, a shortage of skilled labour and rising prices is simply too great.

The technical implementation: Seamless integration into existing systems

A key advantage of our e-invoicing solution is its ability to integrate into existing systems with ease. Over the years, large companies in particular have developed complex and highly customised workflows that are perfectly tailored to their needs. The solution fits seamlessly into these existing processes. At the same time, the solution can be used in modern SAP S/4HANA^® systems as well as in older ECC 6.0 systems. “Our solution is flexible and can be easily integrated into existing processes and systems without customers having to change their existing workflows. This has been a decisive factor for many of the companies we have been in dialogue with so far. We can say with certainty that the workflows will remain in place and that there is no need to fear any disruption to existing working procedures,” explains Kaute.

Multichannel platform: Standardised processing of a wide range of formats

The basis of our e-invoicing solution is a multi-channel input-output platform. Erm ... a what now? This is a tool that standardises all incoming invoice formats and prepares them for further processing – with the maximum data protection precautions in place. No matter whether the invoice is received as an XRechnung, ZUGFeRD or PDF, all formats are structured and prepared in such a way that a standardised file format is created at the end. SAP^® reads in this file without any issues and even processes it automatically. Using the output file, SAP^® automatically creates a parked document and starts the invoice receipt workflow. The solution also generates a human-readable display variant for XRechnungen. “The special thing about our platform is that we don’t have to separate the formats. All invoices are handled uniformly and the result is always a standardised file that feeds the invoice receipt workflow,” explains Kaute. This flexibility is particularly valuable as every company usually works with a large number of vendors who structure their invoices differently.

A step towards the future: Automation and new opportunities

For companies, processing incoming e-invoices should be just the first step on the road to full automation. The target vision is automatic recording of documents without any manual checking at all. The solution can also be supplemented at many points with useful tools from PROMOS. For example, a new condition uploader processes incoming year-end invoices from energy suppliers so that invoice amounts or credit notes and instalments for the coming year are automatically updated in the system.

Looking to the future, Kaute states: “The mandatory sending of e-invoices between companies is also already scheduled for 2027 under the Growth Opportunities Act. Here we already offer appropriate solutions today, but we intend to expand them significantly by then.” The PROMOS solution for XRechnung is able to generate an XRechnung from posted FI documents.

Conclusion: Act now and reap the benefits

With the introduction of mandatory e-invoicing on 1 January 2025, swift action is required. However, the switch to e-invoices offers far more than simple fulfilment of a legal obligation. Thanks to the high degree of automation, companies can save time and money as well as organise their processes more efficiently. “We can implement a functioning solution that enables companies to process e-invoices within six weeks from the time the order is placed,” assures Kaute. Our company not only offers the technical solution, but also thinks about the entire invoicing process and offers holistic support. E-invoicing thus becomes an opportunity to optimise internal processes and benefit from digitalisation in the long term.

Now is the ideal time to set the course for the future and benefit from the advantages of e-invoicing!

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