E-invoice with Ninox
Probably our most popular template: invoices. This template has everything you need to manage customers, maintain the item base, and write invoices. On this basis, the template even provides economic evaluations, for example to analyze your customer base, customer value and turnover per month or article.
The template supports different value-added tax rates and multiple currencies. With the flexible print layout editor, you can customize the invoice layout and use your own logo.
E-Invoicing: Meet e-Invoice requirements with Ninox
With Ninox, companies can easily meet the german and EU legal requirements for e-invoicing. The platform supports the two most important formats ZUGFeRD and XRechnung, thus facilitating electronic invoicing.
- E-invoices in ZUGFeRD and XRechnung-Create and receive in accordance with the format
- PDF creation: Generate PDFs directly from the system.
- Capture data: All billing data securely and centrally available
Challenges: e-invoicing obligation and digitization
Digitalization is revolutionizing invoicing processes: By switching to electronic invoicing, companies can not only save resources such as paper and time, but also establish more efficient workflows. Thanks to automated processes, errors can be minimized while at the same time improving the traceability and transparency of statements.
Statutory requirements such as EU Directive 2014/55/EU and national initiatives such as mandatory e-invoicing from 2025 in Germany are also driving this development forward.
What is e-invoicing?
An electronic invoice or e-invoice is a digitally created document that meets all legal requirements of an invoice and is machine-readable due to its electronic format (e.g. XML, UBL). Unlike invoices in simple PDF format, e-invoices can be further processed automatically.
In contrast to simple PDF invoices, e-invoices can be further processed automatically. From January 1, 2025 German companies have to be able to receive and process invoices resulting of B2B transactions. This is part of an EU-wide initiative to improve tax compliance, fight fraud and digitize financial processes.
More about this: E-invoicing and its legal requirements.
The Ninox e-invoice Template
At Ninox, we want to make the transition to e-invoicing as easy as possible. That's why we provide a specially developed template to help you get started.
This template meets the minimum requirements for creating and processing e-invoices and serves as a basis for individual implementation: You can flexibly adapt invoicing to your specific business requirements
Availability
The functions that enable the creation and receipt of e-invoices are available for customers with Professional and Enterprise plans.
Content of the template:
Incoming invoices: enter and process data
- Import and upload: Invoice files can be entered via import, mailhook or image fields. When uploading, the template automatically triggers trigger scripts, which initiate further processing steps.
- Validation: Invoices can be checked for technical and formal accuracy.
- Read and save data: The invoice data is extracted in uniform, machine-readable data structures, stored and reused for business processes such as accounting or cash flow management.
- Visualization: For pure XML format, Ninox offers the option of vividly visualizing the data in HTML views.
Outgoing invoices: Create and send
- Enter billing data: The necessary data can be entered directly in Ninox and adapted to the requirements of the ZUGFeRD and XRechnung formats.
- Create invoice file - ZUGFeRD: Create a PDF/A-3 document with XML data using Carbon print function and Mustang server.
- Create invoice file - XRechnung: Generate pure XML files using the Invoice2xml function.
- Dispatch: The completed e-invoice can be sent directly from Ninox via email.
How to use the template
- Click on”Use template“.
- In the next window, you must register with your email address and a password by clicking “Start Now.” If you're already using Ninox, sign in with your details.
- You will receive an email that you must confirm.
- Click the link in the email to access the software.
- The icon called “database” is the template that you can now use free of charge for 30 days.
- You can use additional templates by clicking on “New database” in the work environment and choosing from the numerous templates.
All e-invoicing functions in detail
This blog article describes how to implement and use the e-invoicing funtions and our technical documentation describes in detail how to implement these functions — Click here for the documentation.
Benefits of e-invoicing with Ninox
- Time savings: Automated processes significantly reduce manual effort.
- Flexibility: Customizable templates and scripts enable individual solutions.
- Compliance: The template enables fulfilment of the legal requirements by supporting the ZUGFeRD and XRechnung formats. Ninox uses a GDPR-compliant service for electronic invoicing (Mustang). The entire solution is hosted and maintained by Ninox, which ensures reliable and secure use.
- Transparency: Standardised data formats facilitate the traceability and verification of invoices.
- integration: Interfaces such as DATEV integration expand further processing options.
From analogue to digital - in just a few days.
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