Back in 2024, the e-invoicing mandate still seemed a distant prospect — but now it’s reality. Since January 1, 2025, new legal requirements for electronic invoicing in the B2B sector have come into effect in Germany. The term “e-invoice” is now clearly defined, introducing specific technical and procedural changes.

Last year, we provided an overview in our article “All You Need to Know About the E-invoicing Mandate 2025”, covering the legal framework, timeline, and format definition. Now that the regulation is officially in force, new questions are emerging:

What exactly has changed? Where do businesses currently stand — and which challenges remain?

What Applies Since 2025?

As of January 1, 2025, e-invoicing is generally mandatory for B2B transactions in Germany — with transition periods depending on company size and annual turnover. The basis is § 14 of the German VAT Act, which for the first time provides a clear definition of an electronic invoice: An e-invoice must be issued, transmitted, and received in a structured, machine-readable format — fully digital and without media disruptions.

Traditional PDFs, scanned invoices, or paper formats are no longer legally compliant but are still permitted for a limited transitional period — especially for smaller companies. The aim of the new regulation is to promote end-to-end digitalization and automation of invoice processing in the B2B sector, in line with the EU’s digital strategy.

In practice, this means:

  • Large companies with annual revenue over €800,000 must be able to receive e-invoices as of 2025 — issuing them will become mandatory from 2027.
  • Smaller companies benefit from longer transition periods — but structured e-invoices will become mandatory for them by 2028 at the latest.

Important: The e-invoicing mandate applies exclusively to domestic B2B transactions. Consumer (B2C) transactions and cross-border services are currently excluded — however, changes in these areas are expected in the medium term.

Implementation in Practice: Where Do Companies Stand?

Despite the new legal framework, recent studies — such as those by Bitkom, Germany’s digital industry association — show that many companies are still unprepared. According to surveys, only 45% of companies are able to receive e-invoices, although 55% already send them. Particularly striking:

  • 96% still rely on email invoices,
  • 93% continue to use traditional mail,
  • Only 5% currently use the structured XRechnung format, which complies with the EU standard.

The digital flow is often hindered by missing interfaces, unclear responsibilities, and a lack of technical expertise. The result: compliance risks, operational inefficiencies, and untapped potential for automation.

Moreover, the switch to e-invoicing isn’t just about changing formats — it also requires companies to adapt internal processes. Organizations must assess how invoices are automatically processed, archived, and stored in a legally compliant manner. Integrating these processes into existing ERP, accounting, or document management systems (DMS) poses a major challenge.

Why Structured Formats Like XRechnung or ZUGFeRD Matter Now

Choosing the right invoice format is critical. While many companies rely on established standards such as EDI (71%) or the hybrid ZUGFeRD format (27%), the EU-compliant XRechnung format is still underutilized. Yet it offers key advantages:

  • Standardized processing
  • High interoperability
  • Legal certainty in EU-wide communications

Companies that switch to structured formats now secure not only compliance but also future-proof processes. Another benefit of structured formats: They enhance data quality and enable automated validation processes that help prevent errors and fraud. Especially in collaboration with public authorities or in international contexts, standardized formats ensure smooth and reliable operations.

What EU Developments Are Influencing E-invoicing Strategy?

Germany’s implementation of the e-invoicing mandate is not happening in isolation — it is part of the EU’s broader digitalization agenda. Under the “VAT in the Digital Age” (ViDA) initiative, the EU aims to make cross-border B2B invoicing fully digital — including the introduction of a centralized reporting system.

Germany acted early: The national regulation that came into force on January 1, 2025, was approved at EU level in advance. The message is clear: Those who are already compliant with the current e-invoicing mandate are also laying the groundwork for future European requirements.

For companies, this means: Investing in structured formats and interoperable solutions is not only a smart move — it’s a strategic necessity.

A particularly relevant aspect of ViDA: The EU is also planning a real-time reporting system for transactions in the medium term. Businesses already working with structured e-invoices will be well positioned to integrate with such systems in the future — gaining valuable benefits in terms of transparency and automation.

How Digitized Are Accounting, Finance, and Controlling?

The good news: Many companies have already taken internal steps toward digitalization. According to Bitkom, 58% report that their finance and controlling processes are largely digitized. The technical infrastructure is often in place — at least within the organization.

The challenge arises with integration across company boundaries. Often, seamless connections to customers, suppliers, or partners are lacking. This leads to media disruptions and fragmented workflows.

In concrete terms: Even if companies are technically prepared, end-to-end digitalization frequently fails due to system incompatibilities or lack of coordination with partners. Without shared standards, automation potential goes untapped. A holistic view of processes allows for significantly more efficient operations — resulting in lower costs and better data quality in the long run.

How Can CONVOTIS Support?

The e-invoicing mandate brings clear requirements — and real opportunities. Companies that act now avoid legal risks and lay the foundation for automated, future-ready financial processes.

Need support with implementation? Whether it’s IT infrastructure, format selection, or process integration: CONVOTIS provides tailored solutions and hands-on expertise — regardless of your system landscape or industry specifics.

As your digitalization partner for end-to-end business processes, we work with you to develop a sustainable e-invoicing strategy — from selecting the right format to system integration and embedding it into your workflows. Whether you’re an SME or a large enterprise: We help you implement regulatory requirements efficiently — and seize the full potential of digital transformation.

Speak with us — our experts are here for you.