DocuWare supports compliant electronic invoicing in two ways:
DocuWare E-Invoicing Service is a cloud-based service that sends and receives e-invoices through country-specific networks and tax authorities such as Peppol, KSeF, and SDI. It covers the complete e-invoicing lifecycle: sending and receiving, format transformation, validation, status synchronization, and legal verification tailored to each country's requirements.
Import modules with Document Processing: DocuWare can import e-invoices received via email or file system using a combination of import modules and Document Processing configurations. The import of invoices is available for DocuWare Cloud and DocuWare on-premises from version 7.11 onward.
An e-invoice is a structured, machine-readable invoice in XML format. PDFs or images without embedded XML are not e-invoices and are not covered in this article.
Supported e-invoice formats
DocuWare supports multiple XML-based e-invoice formats, for example:
ZUGFeRD: PDF/A-3 with embedded XML (CII), used mainly in Germany
Factur-X: PDF/A-3 with embedded XML (CII and UBL), used mainly in France
XRechnung: XML (CII and UBL)
E-invoices structured with Peppol: XML (UBL)
DocuWare E-Invoicing Service
The DocuWare E-Invoicing Service connects to e-invoicing networks and tax authorities such as Peppol, KSeF, and SDI. Registration is per legal entity, identified by VAT ID. For example, a parent company with two subsidiaries requires three separate registrations. Each entity must be ordered, registered, and configured individually.
The service includes Peppol registration for domestic and cross-border invoicing, QR code generation where required (for example for KSeF or VeriFactu), certified provider signing, and tax authority reporting.
For further information, refer to the DocuWare E-Invoicing Service article.
Importing e-invoices into DocuWare
In addition to the E-Invoicing Service, DocuWare can import e-invoices received via email or file system using a combination of email import modules and Document Processing configurations. The import module like Connect to Mail connects DocuWare to a mailbox. A Document Processing configuration reads the embedded XML, extracts index values, and passes them to the import module for storage.
The following import modules support e-invoice processing:
Connect to Mail / General email: Imports e-invoices from a monitored mailbox. In DocuWare Cloud and on-premises 7.13 or later, a single import configuration can link to multiple Document Processing configurations using automatic selection. In on-premises 7.11 and 7.12, each processing configuration requires a separate import configuration. For details, see Import and index e-invoices with Connect to Mail.
Connect to Outlook: Imports e-invoices from an Outlook mailbox. Each import configuration links to one Document Processing configuration. For details, see Import and index e-invoices with Connect to Outlook.
DocuWare Import: Stores e-invoices from a local or network folder via DocuWare Desktop. In DocuWare 7.13 or later, automatic identification can match incoming files to the correct processing configuration. You create Document Processing configurations in DocuWare Configurations > Capture > Document Processing using a sample e-invoice document.