How to Create E-Invoices in Germany: 5 Methods for 2026
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Germany's e-invoicing mandate is already in effect. If you are still sending standard PDFs by email, the clock is running.
Since January 1, 2025, every business operating in Germany must be able to receive electronic invoices in B2B transactions. From January 2027, most businesses will also need to send them. This guide walks through five methods for creating compliant e-invoices, from zero-setup browser tools to full API automation.
Key Takeaways:
- An e-invoice is not a PDF. It must be a structured, machine-readable file in ZUGFeRD or XRechnung format compliant with EN 16931.
- There are five practical methods to create e-invoices, ranging from browser-based generators to developer APIs.
- Germany's e-invoicing mandate covers all domestic B2B transactions. Transition periods for sending run through 2027 and 2028 depending on revenue.
- The right method depends on your invoice volume, technical resources, and existing infrastructure.
Why You Need to Create E-Invoices Now
Germany's Growth Opportunities Act (Wachstumschancengesetz) established a phased e-invoicing mandate for B2B transactions:
- January 2025: All businesses must be able to receive e-invoices.
- January 2027: Businesses with prior-year revenue above EUR 800,000 must send e-invoices.
- January 2028: All B2B businesses must send e-invoices.
A PDF is not an e-invoice under German law or the EU standard EN 16931. An e-invoice must be a structured, machine-readable XML file, either as a standalone XRechnung or embedded within a ZUGFeRD PDF/A-3 document. Standard PDF attachments do not qualify.
Beyond compliance, structured invoices reduce manual data entry, minimize processing errors, and speed up payment cycles.
5 Methods to Create E-Invoices for Germany
Method 1: Online Generators (PDF24, sevdesk Generator)
The fastest way to produce your first compliant e-invoice. No software installation required.
Tools like PDF24's e-invoice generator and sevdesk's free invoice tool let you create e-invoices directly in a browser. Fill in a form, generate the file, and download a compliant ZUGFeRD or XRechnung document.
Pros:
- No installation or account required
- Works immediately
- Suited to sole traders and micro-businesses
Cons:
- No automation, manual entry for every invoice
- No connection to accounting systems
- Limited customization options
This method works well if you send fewer than 20 invoices per month.
Method 2: Accounting Software with Built-in E-Invoicing
Most German accounting platforms now support e-invoicing. Lexware, DATEV, sevdesk, Billomat, FastBill and others support ZUGFeRD and XRechnung to varying degrees, some in free tiers.
Pros:
- E-invoice creation integrated into your existing workflow
- Auto-population of customer data, tax IDs, and line items
- Often includes validation of mandatory fields
Cons:
- Free tiers typically mean limited features or trial periods
- Switching costs if you are already committed to another system
- Vendor dependency
Method 3: Browser Extensions and Office Add-ons
There are browser extensions and plugins for LibreOffice, Microsoft 365, and similar tools that convert invoice documents directly into ZUGFeRD or XRechnung format.
Pros:
- Work within familiar environments (Word, Excel, Calc)
- Minimal learning curve
- No additional cost
Cons:
- Output quality varies significantly between plugins
- Not always updated to the latest standard versions
- Limited format support
One important caution: not every plugin generates technically valid e-invoices. Always run the output through the KoSIT Validator before sending.
Method 4: API Integration (Complyance)
For teams that need to generate e-invoices programmatically, an API-first approach is the most reliable and scalable path.
Complyance provides a REST API that handles creation, validation, and transmission of e-invoices. ZUGFeRD, XRechnung, and Peppol are all supported from a single endpoint.
Pros:
- Full automation from day one
- Scales to high invoice volumes without additional manual effort
- Integrates with existing billing and ERP systems
- Free developer tier available
Cons:
- Requires development resources for the initial integration
- Not suited to users without engineering support
// Example: Create an e-invoice via Complyance API
POST /api/v1/invoices
{
"format": "xrechnung",
"seller": {
"name": "Muster GmbH",
"vat_id": "DE123456789"
},
"buyer": {
"name": "Kunde AG",
"leitweg_id": "991-12345-67"
},
"line_items": [
{
"description": "Consulting services Q1",
"quantity": 1,
"unit_price": 5000.00,
"vat_rate": 19
}
]
}Once integrated, invoice generation runs automatically. Your team does not touch individual invoices manually, and every output is validated against the current schema before transmission.
Method 5: Manual XML Creation (For Technical Users)
The direct route: write the XML file yourself.
For developers who need to understand the format in depth, or who only require a small number of XRechnung invoices, manual XML creation is an option.
Pros:
- Complete control over every field
- No external dependency
- Useful for learning how the format works
Cons:
- Error-prone and time-consuming
- Does not scale beyond a handful of invoices
Comparison Table: All 5 Methods
| Criteria | Online Generator | Accounting Software | Browser Add-on | API (Complyance) | Manual XML |
|---|---|---|---|---|---|
| Cost | Free | Free to paid | Free | Free tier available | Free |
| Technical skill required | Low | Low | Medium | High | Very high |
| Automation | None | Partial | None | Full | None |
| Scalability | Low | Medium | Low | High | Very low |
| ZUGFeRD support | Yes | Yes | Partial | Yes | No |
| XRechnung support | Partial | Yes | Partial | Yes | Yes |
| Best for | Freelancers | SMBs | Occasional users | Developers, SaaS teams | Technical learners |
Step-by-Step: Creating Your First E-Invoice
Step 1: Choose your tool. Open a free e-invoice generator like PDF24 or sign up for the Complyance free tier.
Step 2: Select your format. Decide between ZUGFeRD (hybrid PDF + XML) or XRechnung (pure XML). For most B2B use cases, ZUGFeRD is the more practical choice.
Step 3: Enter your seller information. Company name, address, tax number, and VAT ID. These fields are mandatory and must be accurate.
Step 4: Add buyer details. Name, address, and if invoicing a public sector entity, the Leitweg-ID (routing identifier, mandatory for government invoices).
Step 5: Add line items. Description, quantity, unit price, and VAT rate. Verify your tax calculations before generating.
Step 6: Validate. Run the invoice through a validator such as the KoSIT Validator to confirm it meets the technical requirements of EN 16931.
Step 7: Send. Via email, the Peppol network, or directly through your accounting system.
Archive in original format. German GoBD regulations require tamper-proof storage of invoices in their original electronic format for a minimum of 10 years.
Common Mistakes
| Do | Don't |
|---|---|
| Include the correct and complete VAT ID | Confuse tax number (Steuernummer) with VAT ID (USt-IdNr.) |
| Add the Leitweg-ID for public sector invoices | Omit or misformat the Leitweg-ID |
| Use ZUGFeRD profile EN 16931 or higher | Use ZUGFeRD profile Minimum for B2B compliance |
| Validate your e-invoice before sending | Assume it will pass because the PDF looks correct |
| Archive the original format (XML or PDF/A-3) | Keep only a printed copy |
| Start the transition ahead of the deadline | Wait until the last possible moment |
What to Do Next
Getting compliant does not have to be expensive or technically complex. The method you choose depends on your volume and your team's capabilities.
For a quick start: an online generator like PDF24 produces a compliant ZUGFeRD or XRechnung file in a few minutes with no account or setup.
For a long-term solution: integrating the Complyance API into your existing stack handles invoice generation, validation, and transmission automatically.
Related posts
Frequently Asked Questions
Online generators like PDF24 are completely free. Complyance offers a free developer tier. Costs arise at high volumes or when you need premium features such as Peppol transmission.
No. A standard PDF does not qualify as an e-invoice. An e-invoice must be a structured, machine-readable file in either XRechnung (pure XML) or ZUGFeRD (PDF/A-3 with embedded XML) format.
ZUGFeRD is a hybrid format: a PDF file with an embedded XML data file. Humans can read the PDF; software processes the XML. XRechnung is a pure XML format with no visual component.
From January 2028, yes. The mandate covers all domestic B2B transactions regardless of company size.
It depends on your recipients. For public sector entities, XRechnung is mandatory. For B2B between private companies, ZUGFeRD is generally the better choice.
Use the KoSIT Validator, a free open-source tool maintained by Germany's Coordination Office for IT Standards.
A Leitweg-ID is a routing identifier used by German public sector entities to receive e-invoices. It is required when invoicing federal, state, or municipal agencies.
About the Author
Swathy
Content Marketer
I’m a Content Marketer at Complyance, focused on e-invoicing. Over the years, I’ve created a wide range of content, including blog posts, whitepapers, and product guides, which have supported Complyance’s growth across markets such as the UAE and EU regions. My goal is to deliver content that is comprehensive, clear, accurate, and easy to understand, no matter how complex the topic.
