Cracking the Code: Germany’s E-Invoicing Mandate and What It Means for Your Business

Germany is the latest EU heavyweight to join the growing list of countries modernising their invoicing processes under the VAT in the Digital Age (ViDA) movement. With a phased rollout that began in January 2025, the country is transforming how business-to-business (B2B) invoices are issued, received, and processed, paving the way for smarter compliance, better interoperability, and less paperwork.

If your business is based in Germany or trades with German partners, this isn’t just another box to tick. It’s a fundamental shift in how invoicing will work going forward and getting ahead of the change could save you significant time, money, and stress.

In this article, we’ll walk through what Germany’s e-invoicing mandate requires, who it affects, key compliance dates, and the practical steps you can take to stay compliant and competitive.

What’s Changing in Germany’s E-Invoicing?

Under the Growth Opportunities Act, passed in March 2024, Germany’s e-invoicing transformation officially began on 1 January 2025. From this date forward, all companies established in Germany, including foreign businesses with a fixed establishment, must be able to receive structured electronic invoices.

But let’s be clear: we’re not talking about simple PDFs sent via email. Germany’s new mandate aligns with EN 16931, the European Norm that defines the standards for structured electronic invoices. In practice, this means formats like:

XRechnung (the German national standard)
ZUGFeRD (a hybrid format that combines human-readable PDFs with machine-readable XML)

These formats make it possible for software systems to automatically process invoice data, reducing errors, accelerating payment cycles, and

A Phased Rollout: What Are the Key Dates?

Germany has taken a sensible, step-by-step approach to this transition. Here’s how the timeline is broken down:

Phase 1: January 2025 – Receiving Becomes Mandatory

All businesses must be capable of receiving structured electronic invoices compliant with EN 16931.
This applies to domestic and foreign businesses with a German VAT registration or fixed establishment. Reword: This applies to domestic VAT-registrations and Foreign VAT-registration with a fixed/permanent establishment (PE)

Transition Period: Until December 2026 – Flexibility for Issuing

Businesses may continue to issue paper invoices or unstructured electronic formats (e.g. PDF) with the consent of the recipient.
This gives companies time to update ERP systems, adjust workflows, and train teams.

Phase 2: January 2027 – Mandatory Issuing Begins (Large Businesses)

Businesses with annual revenue above €800,000 must issue structured e-invoices.
Consent from the recipient is no longer a workaround, compliance becomes compulsory.

Phase 3: January 2028 – Full Coverage

The requirement to issue structured e-invoices will apply to all B2B transactions between taxable persons established in Germany,

Why Is Germany’s E-Invoicing Happening?

Germany’s mandate isn’t happening in isolation. It’s part of a wider EU-wide shift toward digital tax administration, with the goal of:

Reducing VAT fraud and gaps through real-time invoice tracking
Streamlining cross-border trade within the EU via interoperable invoice formats
Lowering admin burdens by eliminating paper-based processes
Preparing for real-time digital reporting, which will follow under future EU ViDA regulations

Put simply: this is the future of invoicing in Europe.

Who’s Affected by the Germany E-Invoicing Mandate?

You’re in scope if:

Your business is established in Germany, or
You are a foreign business with a fixed establishment in Germany

And you issue B2B invoices where both the supplier and customer are taxable persons in Germany.

However, some transactions are exempt:

B2C transactions (business-to-consumer) can still be invoiced in paper or PDF form
Simplified invoices under €250 are excluded
Certain niche or non-standard transactions (like low-value internal recharges) may also fall outside the scope

What Does “Structured E-Invoice” Really Mean?

This is where things get technical. A structured e-invoice is more than just a digital version of your usual invoice. It must:

Conform to EN 16931 standards
Be machine-readable in an XML format
Include mandatory fields for VAT, tax base, and payment details
Be transmitted through approved channels, like Peppol For most businesses, this means investing in e-invoicing software or upgrading their ERP/accounting systems to generate, receive, and archive invoices in the required format.

How to Prepare for Germany’s E-Invoicing Mandate: Practical Steps for Compliance

1. Assess Your Current Invoicing Setup

Are you still sending PDFs? Are your systems able to receive and parse XML invoices? If not, now’s the time to evaluate what tools you’re using and where the gaps are.

2. Upgrade Your ERP or Accounting Software

Most businesses will need software that supports:

XRechnung and ZUGFeRD formats
XML-based invoice generation
Secure delivery (via Peppol or German portals(B2G-specific))
Archiving and audit trails

Check whether your existing provider offers built-in compliance features or if you’ll need a third-party solution.

3. Train Your Team

Compliance isn’t just about software. Your finance and operations teams need to understand:

When e-invoices are required
How to validate received invoices
How to respond to clients or suppliers who are not yet compliant

Quite administratively tense? We can help with that. Contact us and we can assist with our eezi-solution.

4. Engage with Customers and Suppliers

If you’re sending invoices to German businesses, they’ll be expecting structured formats. Likewise, if you’re receiving invoices, you’ll need to accept the mandated file types.

Clear communication can help smooth the transition and avoid delays or payment disputes.

5. Test Early, Adapt Quickly

Use the transition window (2025–2026) to test systems, fix issues, and optimize your workflow. Early adopters will benefit from faster processing, fewer disputes, and a stronger digital audit trail.

The Benefits Go Beyond Compliance

Although the mandate introduces new technical requirements, it’s not all red tape. Businesses that embrace structured e-invoicing can expect:

Faster invoice approvals and payments
Reduced manual data entry and human error
Improved audit readiness and financial transparency
Lower costs over time compared to traditional invoice processing
Easier integration with digital tax reporting systems across the EU

In a world where speed and accuracy matter, e-invoicing can become a competitive advantage, not just a compliance checkbox.

At VAT IT, we’ve helped thousands of companies simplify complex compliance across borders and Germany’s e-invoicing reform is no exception. Whether you’re preparing for the 2027 issuing deadline or just starting to receive structured invoices, we can support you with: