How to Create a ZUGFeRD or XRechnung Invoice
A compliant electronic invoice is more than a PDF. Under the German e-invoicing mandate (E-Rechnungspflicht), every domestic B2B invoice must carry a structured XML layer that follows the EN 16931 standard. The generator above builds that file for you: enter your data once and download a ZUGFeRD PDF/A-3b or a standalone XRechnung XML, validated before you send it.
ZUGFeRD or XRechnung: which format should you create?
The two German e-invoice formats serve different recipients, and the generator produces both:
- ZUGFeRD is for B2B invoices between companies. The file is a PDF with embedded XML, so your customer sees a normal-looking invoice while their accounting system reads the data automatically. Choose it for private-sector customers.
- XRechnung is for B2G invoices to public authorities (federal, state, and municipal). It is pure XML with no PDF layer and requires a Leitweg-ID from the recipient. Choose it when you invoice the public sector.
Many businesses need both, depending on the customer. You can switch the output format in the final step before download.
Mandatory fields for an EN 16931 compliant invoice
The standard defines a core set of fields that every invoice must contain. The wizard validates each one as you type, but it helps to have these ready:
- Seller name, address, and a tax identifier (USt-IdNr. or Steuernummer)
- Buyer name and full postal address
- A unique invoice number and the issue date
- At least one line item with quantity, net unit price, and VAT rate
- A VAT breakdown grouped by tax category and rate
- Payment details including the IBAN for credit transfers
For invoices to public authorities, the Leitweg-ID (buyer reference, BT-10) is mandatory and must be obtained from the authority before you issue the invoice.
Which ZUGFeRD profile should you choose?
The profile controls how much data the XML layer carries. For nearly all German B2B invoices the EN 16931 profile is the right choice: it includes every mandatory field of the European standard and is accepted by all major accounting systems. Lower profiles such as MINIMUM omit line-item detail and are intended only for automated accounts-payable flows reconciled against a purchase order.
Compatible with DATEV, SAP, and Lexware
Every file the generator produces embeds the structured XML under the attachment name German accounting software expects, so DATEV, SAP, Lexware, sevDesk, and Lexoffice can import it without manual data entry. The XML follows the Cross Industry Invoice (CII) syntax these systems read by default.
Already have an invoice as a PDF?
If your invoices already exist as PDF, DOCX, or XLSX files, you do not need to re-key them. Two related tools help:
Create, then validate before you send
Generating a file is not the same as generating a valid file. Every invoice you create here is checked against the official EN 16931 Schematron before download, so it is ready to send the moment you have it.
For the full background on deadlines and which businesses are affected, read our detailed guide: