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Transmit invoices electronically via e-invoice receipt platforms

Source: Zuständigkeitsfinder Schleswig-Holstein (Linie6Plus)

Service Description

You can submit invoices to public clients completely electronically via the e-invoice submission platforms of the federal government and the states of Berlin, Brandenburg, Thuringia, Mecklenburg-Western Pomerania and Saxony (as of June 2021).

If your company provides services to contracting authorities, you must submit your invoices electronically via the e-invoice submission platforms. This applies to invoices to the following contracting authorities:

  • All institutions of the direct federal administration
  • Institutions of the indirect federal administration
  • Grant recipients (bodies outside the federal administration that receive services from the federal government, for example some museums) and
  • cooperating federal states: Berlin, Brandenburg, Thuringia, Mecklenburg-Western Pomerania and Saxony (as of June 2021)

You can use the following transmission channels to submit electronic invoices

  • Web entry,
  • Upload,
  • e-mail and
  • Peppol

Your invoices are automatically checked for formal accuracy and completeness. They are then made available to the public invoice recipient using the routing ID (authority-specific addressing). You will receive the routing ID from your client; it must be specified in the electronic invoice.
You can view the status of your electronic invoice at any time via your access account. To be able to submit your invoices electronically, they must meet certain requirements:

  • be machine-readable and
  • be in a structured electronic format (PDF or image file is not sufficient).

Since 27.11.2020, you have been obliged to submit your invoices electronically if you provide services for the public administration at federal level.
The only exceptions to this are invoices that

  • are issued after fulfillment of a direct order up to an amount of EUR 1,000 net,
  • invoice data requiring confidentiality, foreign service matters, other procurements abroad or
  • are to be issued in the context of proceedings against restraints of competition.

Please note that as an invoice issuer, you must archive electronic invoices digitally and in an audit-proof manner for 10 years.
The obligation to accept and process e-invoices came into force for the federal states on 18.04.2020 (if necessary beforehand in accordance with the respective e-invoicing ordinance at state level).


Process flow

You can send your e-invoices

  • send them by e-mail,
  • upload them directly,
  • create them manually via web entry or
  • send them via Peppol.

Peppol eDelivery Network is a European transport network for the exchange of documents with the public administration (Pan-European Public Procurement OnLine). In all cases, you must first register with the relevant e-invoice receipt platform.

  • The Central Invoice Receipt Platform (ZRE) is available to you for invoices to authorities of the direct federal administration.
  • The Online Access Act-compliant invoice receipt platform (OZG-RE) is available for invoices to authorities of the indirect federal administration and cooperating federal states.

You must enter the following data when registering:

  • First name and surname
  • password
  • e-mail address

If you would like to submit your invoices via the e-invoice receipt platforms:

  • Call up the link of the respective e-invoice receipt platform.
  • Register and log in.
  • Select the best transmission channel for your e-invoices via the user administration.
  • Always enter the routing ID that you have received from your client.
  • Your invoice is automatically checked for formal correctness and completeness by the respective e-invoice receipt platform.
  • Your checked electronic invoice is then provided to the invoice recipient using the routing ID assigned to it.
  • Your invoice is deemed to have been delivered to the invoice recipient when it has been received by the respective e-invoice receipt platform.

The following formats are permitted for invoice attachments:

  • PDF documents
  • Images (PNG, JPG, JPEG)
  • Text files (CSV)
  • Excel table documents (XLSX)
  • OpenDocument table documents (ODS)
  • XML when using the extension

If you create your invoice manually via the e-invoice receipt platforms, you may attach a maximum of 200 invoice-related attachments (maximum total of 15 MB).

Requirements
  • They provide services for
    • institutions of the Federal Administration,
    • funding recipients or
    • cooperating federal states
  • The electronic invoice must be in a structured electronic format (XML) that enables automatic and electronic processing (PDF document or image file is not sufficient).
  • The invoice must meet the following requirements:
    • CEN standard "Electronic invoicing"
    • Requirements of the federal e-invoicing ordinance and
    • Requirements of the respective terms of use of the invoice receipt platform used
  • Invoice senders must register with the respective e-invoice receipt platform for invoicing.
Which documents are required?

Documents supporting the invoice

What are the fees?

- basically free of charge
- but: If you commission a service provider with the transmission of invoices, costs may be incurred for this service provider.

What deadlines do I have to pay attention to?

The invoice deadlines agreed with your client shall apply.

Processing duration

Receipt, formal verification and provision of an electronic invoice to the addressed authority usually takes a few seconds.
Processing and technical verification depend on the invoice recipient.

Legal basis
Appeal

There are no legal remedies.

Applications / forms

Forms: none

Online procedure possible: yes

Written form required: yes

Personal appearance required: no

What else should I know?

One standard for electronic invoicing is the XRechnung standard. The standard was published by the Coordination Office for IT Standards (KoSIT). KoSIT also coordinates the further development of XRechnung with the involvement of experts from the federal government, federal states and local authorities. XRechnung is a specification ("Core Invoice Usage Specification", CIUS for short) of the European standard for electronic invoicing and is not in competition with the European standard.

Author
Forwarding service: Deep link to the original portal

The text was automatically translated based on the German content.

Teaser

You can submit invoices to public clients completely electronically via the e-invoice submission platforms of the federal government and the states of Berlin, Brandenburg, Thuringia, Mecklenburg-Western Pomerania and Saxony (as of June 2021).

Process flow

You can send your e-invoices

  • send them by e-mail,
  • upload them directly,
  • create them manually via web entry or
  • send them via Peppol.

Peppol eDelivery Network is a European transport network for the exchange of documents with the public administration (Pan-European Public Procurement OnLine). In all cases, you must first register with the relevant e-invoice receipt platform.

  • The Central Invoice Receipt Platform (ZRE) is available to you for invoices to authorities of the direct federal administration.
  • The Online Access Act-compliant invoice receipt platform (OZG-RE) is available for invoices to authorities of the indirect federal administration and cooperating federal states.

You must enter the following data when registering:

  • First name and surname
  • password
  • e-mail address

If you would like to submit your invoices via the e-invoice receipt platforms:

  • Call up the link of the respective e-invoice receipt platform.
  • Register and log in.
  • Select the best transmission channel for your e-invoices via the user administration.
  • Always enter the routing ID that you have received from your client.
  • Your invoice is automatically checked for formal correctness and completeness by the respective e-invoice receipt platform.
  • Your checked electronic invoice is then provided to the invoice recipient using the routing ID assigned to it.
  • Your invoice is deemed to have been delivered to the invoice recipient when it has been received by the respective e-invoice receipt platform.

The following formats are permitted for invoice attachments:

  • PDF documents
  • Images (PNG, JPG, JPEG)
  • Text files (CSV)
  • Excel table documents (XLSX)
  • OpenDocument table documents (ODS)
  • XML when using the extension

If you create your invoice manually via the e-invoice receipt platforms, you may attach a maximum of 200 invoice-related attachments (maximum total of 15 MB).

Requirements

  • They provide services for
    • institutions of the Federal Administration,
    • funding recipients or
    • cooperating federal states
  • The electronic invoice must be in a structured electronic format (XML) that enables automatic and electronic processing (PDF document or image file is not sufficient).
  • The invoice must meet the following requirements:
    • CEN standard "Electronic invoicing"
    • Requirements of the federal e-invoicing ordinance and
    • Requirements of the respective terms of use of the invoice receipt platform used
  • Invoice senders must register with the respective e-invoice receipt platform for invoicing.

Which documents are required?

Documents supporting the invoice

What are the fees?

- basically free of charge
- but: If you commission a service provider with the transmission of invoices, costs may be incurred for this service provider.

What deadlines do I have to pay attention to?

The invoice deadlines agreed with your client shall apply.

Processing duration

Receipt, formal verification and provision of an electronic invoice to the addressed authority usually takes a few seconds.
Processing and technical verification depend on the invoice recipient.

Legal basis

Appeal

There are no legal remedies.

Applications / forms

Forms: none

Online procedure possible: yes

Written form required: yes

Personal appearance required: no

What else should I know?

One standard for electronic invoicing is the XRechnung standard. The standard was published by the Coordination Office for IT Standards (KoSIT). KoSIT also coordinates the further development of XRechnung with the involvement of experts from the federal government, federal states and local authorities. XRechnung is a specification ("Core Invoice Usage Specification", CIUS for short) of the European standard for electronic invoicing and is not in competition with the European standard.

Author

Forwarding service: Deep link to the original portal

The text was automatically translated based on the German content.

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