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Mandatory e-invoicing from 2025

Are you ready for mandatory e-invoicing from 2025?

The digitalization of the business world is progressing – and legal requirements are evolving along with it. From January 1, 2025, electronic invoicing will be mandatory for B2B transactions. Companies in Germany will then be required to accept e-invoices in ZUGFeRD format (EN 16931 profile). But that is only the beginning. We have compiled the most important information for you – concisely and clearly.

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What does the new regulation mean for you?

The requirements for e-invoices are becoming stricter. In addition to receiving them, you must also archive them in an audit-proof manner – for 10 years in their original format. Simply storing a copy of the invoice is not sufficient. You must ensure that every invoice remains linked to the associated business transaction. Also important:

  • Paper printouts or image-based formats such as .jpeg or .docx are not sufficient.
  • From 2025, a PDF invoice sent by email will no longer count as a genuine e-invoice.
  • Outlook and similar tools are not compliant archiving systems.
  • If you receive an e-invoice, you must also accept it.

 

When will what become mandatory?

E-invoicing is being introduced gradually:

  • From 2027: Companies with annual revenue of more than 800,000 euros must issue e-invoices.
  • From 2028: E-invoicing will be mandatory for all domestic B2B transactions.

 

winweb-food gets you ready for ZUGFeRD

As a software partner to the food industry, we know how important reliable and flexible ERP solutions are to our customers. To ensure that you can continue working with peace of mind in 2025 and beyond, we have good news:

As part of our maintenance agreement, we integrate the legally required changes into our ERP solution winweb-food. Upon request, we provide you with the ZUGFeRD format free of charge .

  • Delivery will take place by email as usual.
  • The invoice is sent as a PDF/A-3 file, with the machine-readable XML data embedded in the PDF.

Important: Updating to the latest version of winweb-food is essential for this, as this enhancement cannot be provided as a patch.

Meet legal requirements – with our DMS

Our integrated document management system (DMS) ensures that you comply with the legal requirements for archiving e-invoices. The system automatically backs up all documents with every database backup.

 

What remains subject to a fee?

In addition to ZUGFeRD, we continue to provide support for XRechnung and EDI Invoice. However, these formats remain subject to a fee.

 

Act now and be prepared

Mandatory e-invoicing is coming – and with it new requirements for your company. With winweb-food and our service, you are ideally prepared. Our goal is to make the transition as easy as possible for you.

Do you have any questions or would you like to learn more? Our team will be happy to assist you!

Winweb Content Team

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