The Problem
In the customer’s existing ERP system, invoices were generated and sent as PDFs by default. However, certain invoice recipients required that structured e-invoices also be provided in the XRechnung format or in accordance with EN 16931 (e.g., ZUGFeRD). Since the ERP system did not natively support these formats, the corresponding invoices had to be manually re-entered via the DATEV e-invoice platform.
To do this, all relevant invoice and recipient data had to be manually transferred to the platform before the e-invoice could be generated and sent. This process resulted in significant additional operational effort and tied up valuable human resources. Furthermore, manual data entry was prone to errors and inconsistencies.
Another drawback was the lack of scalability: as the volume of invoices grew, the effort required increased proportionally without any gains in efficiency. Additionally, a media break occurred between the ERP system and the external platform, limiting process continuity and automation potential.
To optimize this process, an integrated, service-based solution was developed that is directly connected to the existing ERP system. All relevant data—including customer master data, invoice recipient information, and billing details—is automatically extracted from the ERP system and transferred to our solution via a web service.
In addition, the already generated invoice PDF is also transferred, ensuring a complete data set is available for further processing. Within our platform, the data is then automatically validated according to the requirements of the respective e-invoicing standards.
Based on this validated data, the e-invoice is generated in the desired format (e.g., XRechnung or ZUGFeRD). The customer has the flexibility to either continue managing the dispatch via their own system or to have it carried out fully automatically via our infrastructure.
The solution was designed to integrate seamlessly into existing ERP workflows and operate without additional manual intervention.