A PDF invoice sent by email is not automatically an e-invoice. An e-invoice contains invoice data in a structured, machine-readable form. Systems can therefore import and validate line items, amounts and tax information.
Structured formats rather than a visual document alone
XRechnung is a structured XML format. ZUGFeRD, also known as Factur-X, combines structured data with a human-readable PDF. The required format and delivery channel depend on the recipient, country, transaction and currently applicable rules.
Treat receiving and sending as separate processes
A business needs a reliable intake channel, technical and operational checks, approval and archiving. For outbound invoices, master data, mandatory fields, format and recipient details must be correct. Plan both directions separately even when the same software supports them.
Start with master data and ownership
- Check the legal company name, address, tax details and bank information
- Maintain complete customer data and electronic recipient identifiers
- Name owners for intake, review, approval and correction
- Define cover arrangements and a process for technically rejected invoices
A traceable validation and archiving workflow
- Receive the file through a controlled channel
- Validate the structure and mandatory fields technically
- Check the service, amount, tax treatment and order operationally
- Record approval or a reasoned rejection
- Archive the original and processing trail under applicable retention rules
Test common errors early
Incomplete recipient details, rounding differences, incorrect tax codes and unsupported attachments often lead to questions or rejection. Test with selected business partners and inspect the structured data, not only the visible PDF.
How specialist software helps
ManoPlan supports the e-invoice formats and validation workflows documented for the product. A sound operating process remains essential: software can validate and transfer data, but it cannot compensate for missing master data or unclear approval rules.
This overview is not legal or tax advice. Check the current requirements that apply to your business using official guidance and qualified tax or legal advisers.
Prepare in three stages
- Assessment: document formats, channels, master data and responsibilities
- Pilot: test typical incoming and outgoing invoices with a small group of partners
- Routine operation: monitor errors, train owners and review the process regularly
E-invoicing is primarily a process project. Businesses that organise master data, ownership and validation first can introduce structured formats in a controlled way and reduce manual rework.