• Receipt of E-Invoices

    Document Handling Server

Simply receive e-invoices – with our Document Handling Server (DHS)

In 2024, the Growth Opportunities Act was passed in Germany, which has stipulated new requirements for the receipt of invoices by companies since the beginning of 2025. According to this law, e-invoices are defined as structured XML files that comply with the EN16931 standard. The permitted technical XML formats are UBL and CII (XRechnung, ZUGFeRD). Since 1 January 2025, these three invoice formats (UBL, CII, ZUGFeRD) must be accepted for incoming invoices. From 2027, only these genuine e-invoices will generally be permitted in B2B dispatch – and therefore almost 100% relevant in receipt – for companies with a turnover of over EUR 800,000, and from 2028 only these XML e-invoices will generally be permitted for domestic B2B invoices.

XRechnungen, the e-invoices to the federal, state and local governments, must also comply with the EN16931 standard and follow the legal requirements for structuring XML files.

Contrary to widespread opinion, ZUGFeRD PDFs with embedded CII XML v2.2 have not been mandatory since 1 January 2025. PDF files are expressly not considered structured e-invoices in accordance with the legislative resolution. Only the current CII XML format must be accepted. The CII XML embedded in ZUGFeRD PDFs is the original and must be processed and archived. From 2027 or 2028, the PDF format will no longer be permitted as an invoice format.

Our tip:

Let your suppliers know in good time that your company would prefer to receive only the CII XML instead of ZUGFeRD PDFs. You can also refuse this in general. In this case, point out to the federal government, which also does not accept ZUGFeRD PDFs. And if you do want to accept ZUGFeRD PDFs, this function (automatic differentiation between ZUGFeRD and PDF) is available on our document handling server.

E-invoice receipt with the Document Handling Server (DHS)

We have developed a special server to meet the requirements of the Growth Opportunities Act when it comes into force.

The Document Handling Server (DHS) can be installed quickly and easily in parallel with existing systems. This means that it is already possible to receive e-invoices during the changeover phase. In a later step, the server can then completely replace the current solution.

  • Receive invoices

    Step 1

    Even after the introduction of mandatory e-invoicing, invoices will continue to arrive at the company via various channels. Our server supports e-mail collection via MS Exchange, IMAP, online, on-premise or file directory upload for incoming invoices.

    Once the invoice has been received, the document handling server can automatically send a reply message. This lets the invoice sender know directly that the invoice has arrived.

  • Read invoice

    Step 2

    Here too, several options will be required in practice.

    E-Invoices

    If the invoices arrive at the company as e-invoices in accordance with the EN16931 standard, as will be mandatory at a later date, the data can be read and processed fully automatically.

    Non E-Invoices

    Optional solution from EPO Consulting as an add-on to the Document Handling Server (DHS)

    In practice, however, classic invoices will also be received in a non-structured format, especially at the beginning. However, such invoices are also no problem for the Document Handling Server.

    Using a solution developed in-house, our server is able to read relevant information through automated extraction with AI OCR algorithms. At the same time, incoming documents can also be classified through training in order to automatically define various standard documents such as invoices, delivery notes, orders and authorisation certificates for further processing.

    The information read goes far beyond basic data such as amounts and invoice numbers. For example, the Document Handling Server can also read items, supplier information and dates from a wide variety of files (PDF, JPEG, PNG, …) and thus significantly reduce the effort involved in processing incoming invoices. Another advantage of DHS over conventional solutions is that our model constantly learns from your input and thus automatically adapts future documents to your requirements and your respective suppliers.

  • Validate invoice

    Step 3

    E-invoices can bring great cost benefits for companies – but if errors or defects are hidden in the invoices, the advantage is quickly lost and additional costs and significant additional work are incurred. For this reason, invoices should be checked and validated for correctness both when they are received and when they are sent.

    With the Document Handling Server, you can also upload XRechnung invoices and other structured invoices to our system via file upload or web services.

    The XML Validator Server then ensures that the XML data complies with the specified standards and saves you both time and costs in invoicing. We use the official KoSIT validator of the federal government for this purpose, as it can be assumed that invoices that would be valid for the federal government would also be accepted by companies.

    Another advantage of our solution over other providers is that our service can be accessed not only via our Document Handling Server (DHS), but also from your ERP system via an API.

    If errors occur during validation, the document handling server can send a fully automated message to the invoice sender. In the message, the sender is informed about the problems with the incoming invoice and receives a check report of the invoice so that any errors can be corrected quickly and easily.

    Test our EPO XRechnung Validator free of charge here!

  • Visualise invoice

    Step 4

    Anyone who has ever seen an XML invoice knows that they are not necessarily suitable for the human eye and direct interpretation. To ensure that e-invoices can be read and checked by you and your employees, they must be converted into a human-readable format.

    The tool we have developed for visualising e-invoices does exactly that and automatically converts your incoming or outgoing invoices into an HTML file. In addition to the invoices themselves, invoice attachments are also decoded, extracted and displayed in the e-invoice viewer. This makes it easy to visualise e-invoices and makes it easier for you to check and verify the e-invoices you receive.

    The visualisation of the invoices is available in German and English. Other countries and languages can be added on request.

    Test our EPO e-invoice viewer now free of charge here!

  • Create and download PDF

    Step 5

    The Document Handling Server has the function of creating a complete PDF from an XML invoice including its attachments, which you can then download.

    The core component is an XSLT stylesheet that converts UBL XML into an HTML page. This XSLT file in text form ensures that e-invoice originals can be made readable in any IT system today and in the future. In a 2nd step, a PDF is generated from the HTML view. Attachments embedded in the XML are always taken into account.

    For the 2nd format according to the EN16931 standard, called CII XML, another XSLT stylesheet is available, which performs the transformation to UBL XML.

    According to the principles of proper accounting and data access (GoBD), EPO Consulting believes it is necessary to carry out the process of checking, approving and posting incoming invoices on the basis of the original invoice. Conversion into a “PDF with the most important data” (as generated by most conventional workflow systems) and continuation of the processes with this simplified PDF opens up an unnecessary risk for financial accounting.

    An example, admittedly still theoretical today: During a financial audit, the original incoming invoices are requested in XML format. The financial auditor uses his own tool for visualisation. If the auditor discovers a discrepancy, this is likely to result in a penalty.

    With the Document Handling Server (DHS) you can decide after the conversion whether you want to download the XML (originals), the HTML or the converted PDF and the attachments.

  • Transfer to SAP

    Step 6

    If you want to go directly to SAP first, the invoice data is transferred to the existing invoice receipt book via API with our EPO Connector Add-On for SAP and can be posted there with simple release authorisation for the respective user.

    The validated invoice data can then be transferred to any existing workflow, ECM or DMS system with an existing file directory. However, this presupposes that the data can later be imported using an existing SAP interface.

    You can decide which approach is right for your own company based on the time frame and budget for implementation. The Document Handling Server leaves all options open to you. We will be happy to advise you and work with you to find the right solution for your company.

Further advantages for receiving invoices

A major advantage of our server is that it can be installed alongside your existing solution. Alternatively, the solution is also available as a SaaS service.

This means you do not have to change your current invoice receipt process – but you still have the option of receiving e-invoices when they are received. Thanks to the simple integration, the solution can be implemented quickly and at the same time leaves all options open for you to integrate other systems at a later date.

Our partner company Open7 also offers the integration of its own approval process for new ECM solutions as a supplement to the Document Handling Server. If you already have an approval workflow, your existing system can also be integrated.

If you do not yet have a solution in your company to meet the requirements of the Growth Opportunities Act and receive e-invoices, the Document Handling Server is the right solution for you. Contact us today so that you can get back to working in compliance with the law as quickly as possible.

DO YOU NEED MORE INFORMATION?

Either write to us using our contact form or contact our Sales Manager Manfred Trojan directly for a personal consultation.

Manfred Trojan

Sales Manager & Technical Assistent

E-Mail: manfred.trojan@epoconsulting.com

Phone: +43 670 404 9330

Contact us now
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