What Is an XML Invoice – and Why Are You Receiving One?
In some cases, you may receive your invoice from us in an XML format. That might sound technical – and it is. But don't worry: here’s a quick and simple explanation of what it means and why it’s used.
What does XML mean?
XML stands for "Extensible Markup Language" – a structured, machine-readable format for data. An XML invoice contains all the key invoice information (like recipient, amounts, invoice number, taxes, etc.) – but instead of being a PDF you can read, it's a file designed for automatic processing by accounting or business software.
Why are these invoices used?
The reason is simple: more and more public authorities and large organizations require invoices in a digital, machine-readable format so they can process them automatically. The legal basis for this is the EU Directive 2014/55/EU (on electronic invoicing) as well as national regulations like the XRechnung standard in Germany or the ZUGFeRD format.
What does this mean for you?
- Private customers: You can continue using the PDF invoice as usual – the XML file is typically not relevant for you.
- Business customers / public clients: You may need the XML invoice for your accounting software or to submit it via your organization’s e-invoicing platform.
Which formats do we provide?
Depending on requirements, we provide XML invoices in the XRechnung or ZUGFeRD format. Both meet the legal standards and allow for smooth integration into digital accounting systems.
Tip: Not sure which format you need or how to use the file? Just get in touch – we’re happy to help!