DocuWare E‑Invoicing Service connects your legal entity, like a company, with country-specific e‑invoicing networks and tax authorities to send and receive compliant e‑invoices.
After your legal entity has been registered for DocuWare E‑Invoicing Service, connect it to DocuWare and configure how e‑invoices are sent and received. Complete this configuration for each registered legal entity separately.
Prerequisites for the E‑Invoicing Service are listed in the article Overview: DocuWare E‑Invoicing Service.
For setting up workflows for incoming and outgoing e‑invoices, see the article How-to set up workflows for DocuWare E‑Invoicing Service.
1. Set up a new E‑Invoicing Service
Go to DocuWare Configurations > Integrations > E‑Invoicing.
Select New E‑Invoicing Service.
Enter a unique Name for this configuration. Use a name that clearly identifies the legal entity and its purpose, for example "DE | Company Name". The configuration name is also used as the workflow variable
ConfigurationNameto reference the E‑Invoicing Service configuration in a DocuWare workflow.Complete the configuration tab by tab as described below.
Tab "Provider Connection"
On the Provider Connection tab, establish the connection between DocuWare and your registered legal entity.
Provider Environment Type
Production: Select for productive and live configurations.
Staging: Select to test the setup before going live. This option is only visible if a staging environment has been enabled for your account.
Company Name: Select the legal entity you want to configure the E‑Invoicing Service for. The dropdown lists all registered and confirmed legal entities. Only companies for which registration has been successfully completed are available.
Company Country: Filled automatically after the connection is established. Read-only. The country determines which transport types and country-specific options are available on the following tabs.
Service user: The user account under which the E‑Invoicing Service runs. To assign a different user, select Change User. This user must have permission to run a DocuWare workflow with the E‑Invoicing Service. A dedicated service account is recommended for easier tracking in the document workflow history.
Select Test Connection to verify the connection. When successful, the status Connected is displayed and you are guided to proceed to the next tab.
Tab "Peppol Configuration"
The Peppol Configuration tab displays your legal entity's connection details for the Peppol network. DocuWare E‑Invoicing Service manages this connection on your behalf as your e‑invoicing service provider.
All fields are read-only and are populated automatically based on the information provided during the DocuWare E‑Invoicing Service Company Registration. If any details need to be changed, contact DocuWare Support.
Status: Shows whether Peppol is activated or deactivated for this legal entity.
Registered Name: The name under which your legal entity is registered in the Peppol network. This should match the company name used during registration.
Peppol ID/Identifier: The unique identifier of your legal entity in the Peppol network. The format is country-specific and is based on the tax identification information provided during registration. Share this ID with your suppliers so they can send e‑invoices to your company via the Peppol network.
Depending on the country profile, some settings may be editable while others are fixed. For example, in Belgium and France, use of the Peppol network is mandatory and the Peppol configuration cannot be changed.
Activating and deactivating Peppol
Whether Peppol can be activated or deactivated depends on the country of your legal entity:
Optional (for example Germany): Use the Activate or Deactivate button to enable or disable Peppol for this legal entity.
Mandatory (for example Belgium): Peppol is required and cannot be deactivated after activation. If Peppol is not activated for a mandatory country, the configuration cannot be saved.
France (special case): Peppol is activated automatically upon registration in the Annuaire.
Information: Peppol network
Peppol (Pan-European Public Procurement Online) is a set of open standards and a network for exchanging e-procurement documents, especially e-invoices, in a consistent, interoperable way. Within the Peppol network, the invoice payload is always structured XML based on the EN 16931 standard. Whether Peppol is mandatory depends on the company's country and, in some cases, on the transport type (B2G vs. B2B).
Tab "Receiving E‑Invoices"
On the Receiving E‑Invoices tab, define how incoming e‑invoices and credit notes are processed in DocuWare. The tab is divided into two sections: Invoices and Credit Notes. Configure both sections separately, as the XML structure of invoices and credit notes may differ depending on the format.
Information: Document processing configuration
If your document processing configuration is not listed in the dropdown, ensure it has been created first. See also the prerequisites.
The following fields are available in both the Invoices and Credit Notes sections:
Document processing configuration (mandatory): Select the document processing configuration that extracts data from the incoming e‑invoice, maps it to DocuWare index fields, and imports the document into the target file cabinet. This configuration must be created beforehand. See also the prerequisites.
E‑Invoice Format (mandatory): Select the format to which incoming e‑invoices will be transformed for internal processing and stored in DocuWare. DocuWare can transform e‑invoices received in different formats into a single standardized format, allowing you to apply a uniform internal processing and approval workflow regardless of the sender's original format.
Formats of clipped document(s): Select additional document representations to attach to the transformed e‑invoice:
Original: Attaches the e‑invoice in its original delivered format as provided by the sender, for example UBL, CII, XRechnung, or other network-specific formats.
PDF Invoice: Attaches a human-readable PDF representation of the e‑invoice for review purposes. This PDF is not legally binding.
PDF Invoice (Signed): This option is currently not supported.
Information: Store the original e‑invoice
Storing the original e‑invoice is a legal requirement. Always select Original under Formats of clipped document(s). If the original is not stored, it will no longer be accessible and legal compliance cannot be ensured.
Network ID Field: Select the file cabinet index field in which the network reference ID of the invoice (for example the Peppol transaction ID) will be stored. This allows you to track and reference the invoice across systems.
After an e‑invoice is received via DocuWare E‑Invoicing Service, it is stored in the configured file cabinet and the internal approval process can start. If supported by the applicable network and local regulations, status updates for received e‑invoices are exchanged automatically between the sender and the network.
Tab "Sending E‑Invoices"
On the Sending E‑Invoices tab, configure how outgoing e‑invoices are processed. The settings configured here serve as presets for the DocuWare workflow. Some settings can be adjusted or overridden in the workflow, and some values may change based on the content of the e‑invoice itself.
For instructions on setting up the workflow for sending e‑invoices, see How-to set up workflows for DocuWare E‑Invoicing Service.
General
Default Transport Type: Select the default network or method used to send e‑invoices. The available transport types depend on the country of your legal entity.
Information: Default settings can be overridden
The default settings on this tab can be overridden by the content of the e‑invoice or the workflow configuration.
Belgium (BE)
In Belgium, sending e‑invoices via the Peppol network is mandatory. The Default Transport Type is set to Peppol Network. No additional country-specific configuration is required on this tab.
Information: Sending e‑invoices to Belgian public institutions (B2G)
In Belgium, e‑invoices addressed to public institutions are processed via Mercurius, the federal platform for receiving supplier e‑invoices. Invoices are automatically routed through the Peppol network to Mercurius using the recipient's Peppol ID. No additional configuration is required beyond the standard Peppol setup in DocuWare E‑Invoicing Service.
Germany (DE)
In Germany, use of the Peppol network is optional. Select the preferred transport type under Default Transport Type.
Technical and business rule checks: For e‑invoices stored in DocuWare, technical and business rule checks can be performed and a report can be generated for audit purposes. This functionality is triggered and configured in the DocuWare workflow. See How-to set up workflows for DocuWare E‑Invoicing Service (coming soon).
Information: Sending e‑invoices to German public institutions (B2G)
In Germany, e‑invoices addressed to public institutions are routed via OZG-RE (Onlinezugangsgesetz-Rechnungseingang). When an e‑invoice contains a Leitweg-ID as the recipient identifier, DocuWare E‑Invoicing Service automatically routes the invoice to the correct public authority via the connected network. No additional configuration is required for B2G routing.
Poland (PL)
Poland requires more configuration settings than other countries. E‑invoices are exchanged through KSeF (Krajowy System e-Faktur), the national e‑invoicing platform operated by the Polish tax authority.
Default Transport Type: Set to KSeF (Krajowy System e-Faktur).
Configure the KSeF connection with the following fields:
Status: Indicates whether KSeF is activated for this legal entity. After activation, you can update the existing connection settings. Deactivation is not available.
Start Date: The date on which KSeF was first activated for this legal entity. This field is read-only.
Electronic Certificate: Upload the electronic certificate issued for your company through the KSeF registration process with the Polish Ministry of Finance (Ministerstwo Finansow). Accepted formats are .pfx and .p12.
Information: Obtaining your KSeF certificate
For information on how to obtain your certificate, refer to the official KSeF documentation: https://www.podatki.gov.pl/ksef/
Certificate PIN: Enter the PIN associated with the uploaded electronic certificate.
Credit Note Code: Select the correction type applicable to your credit notes:
For a correction with effect on the date of recognition of the original invoice
Correction with effect on the date of issue of the corrective invoice
Correction with effect on a different date, including when the dates are different for different items of the corrective invoice
Type of Operation: Indicates the type of transaction, for example Goods and Services. This value may change based on the content of the e‑invoice.
Legal Invoice: After an invoice is successfully submitted to the KSeF network, it is digitally signed and assigned a QR code containing relevant invoice data. Enable Store PDF with QR Code to store this legally signed version in DocuWare and select how it is stored:
Clip After: The QR-coded PDF is attached to the original e‑invoice document in DocuWare.
Replace Original: The QR-coded PDF replaces the original e‑invoice document in DocuWare.
Select Activate to activate the KSeF connection for this legal entity.
Permissions
On the Permissions tab, assign the users and roles that are allowed to use and administrate this E‑Invoicing Service configuration.
Use: Allows the user or role to use this configuration for sending and receiving e‑invoices in a DocuWare workflow. This permission is required for the user assigned to the workflow.
Administrate: Allows the user or role to edit or delete this configuration. Users with Administrate permission also require the Use permission to actively use the configuration.
Information: Additional permissions required
Users who send and receive e‑invoices must also have the required permissions for the target file cabinet, the related DocuWare workflow, and the document processing configuration.
2. Save and activate
Once you have completed all configuration tabs, select Save. DocuWare checks the configuration and the connection and displays the result:
Successfully connected: The configuration has been saved. Select See provider overview to return to the E‑Invoicing overview, or follow the links to proceed with setting up the Workflow Designer.
Error: A message is displayed indicating which setting requires correction. Correct the indicated fields and select Save again.
After saving successfully, activate the configuration in the E‑Invoicing overview by selecting the Active checkbox for the corresponding entry. The E‑Invoicing Service is now active for this legal entity and ready to send and receive e‑invoices.
3. Manage configurations
In the E‑Invoicing overview under DocuWare Configurations > Integrations > E‑Invoicing, you can edit, copy, and delete existing configurations.
To perform the following actions, you need:
The Configure E‑Invoicing permission in User Management
The Administrate permission on the specific configuration
Edit
Select the Edit icon to open and modify an existing configuration. Depending on the country and the activation status of the configuration, some fields may not be editable after activation.
Copy
Select the Copy icon to create a duplicate of an existing configuration. The copy includes all configuration settings such as format selections, clipped document preferences, and permissions. The Company Name and Peppol configuration are not copied, as these are specific to the registered legal entity account.
After copying, select the company for the new legal entity and adjust the remaining settings as needed. This is useful when setting up multiple legal entities with similar configurations.
Delete
Select the Delete icon to remove a configuration. A confirmation dialog is displayed.
What happens when you delete a configuration:
The DocuWare configuration is removed.
The underlying E‑Invoicing Service account remains active. E‑invoices sent to the associated Peppol ID can still be received.
The configuration history is no longer accessible once a new configuration is created for the same legal entity.
Deleting a configuration does not cancel the DocuWare E‑Invoicing Service contract for this legal entity.
To resume processing e‑invoices in DocuWare, create a new configuration for the same legal entity by repeating the steps in 1. Set up a new E‑Invoicing Service.
Information: Cancelling the DocuWare E‑Invoicing Service contract
Cancelling the contract for a legal entity is different from deleting the configuration and has permanent consequences:
The E‑Invoicing Service account is permanently deleted.
E‑invoices can no longer be received for the associated Peppol ID.
The configuration cannot be activated.
The DocuWare workflow returns: "You do not have a valid E‑Invoicing license to process this request."
To use DocuWare E‑Invoicing Service again for this legal entity after contract cancellation, a new order and a new registration are required.
4. History
To view the processing history of sent and received e‑invoices, select the History icon in the Actions column of the E‑Invoicing overview. This opens the Task Viewer for the selected configuration.
Task Viewer
The Task Viewer displays the processing history for the selected legal entity's E‑Invoicing configuration. Use the From date filter to narrow down the displayed entries.
The Task Viewer is divided into two sections:
Received Invoices: Lists all e‑invoices received via the E‑Invoicing Service.
Sent Invoices: Lists all e‑invoices sent via the E‑Invoicing Service.
Each entry displays the following information:
Column | Description |
|---|---|
Received / Sent On | Date and time of the transaction |
Document ID | The DocuWare document ID (select to open the document in the viewer) |
Network ID | The network transaction reference ID, for example the Peppol transaction ID |
Status | Completed or Error |
Error Message | Error details if applicable. Hover over the entry to view the full error message. |
Select an entry to open the Invoice Details view, which provides:
Invoice ID: Internal invoice identifier
Document ID: DocuWare document reference
File Cabinet ID: The file cabinet in which the invoice is stored
Network ID: The network transaction reference ID
Status history: A detailed log of all processing steps with timestamps, status updates, and any error messages
After a successful transaction, DocuWare automatically stores the Network ID in the corresponding document, allowing you to trace the invoice across systems.
Information: Long-term archiving of e‑invoices
E‑invoices are transported via networks such as Peppol or KSeF but are not stored in those networks long-term. The legal obligation for archiving e‑invoices rests with the company that issues or receives them. Retention periods vary by country, for example 10 years in Germany under GoBD. DocuWare serves as your long-term archive for e‑invoices, ensuring documents remain accessible and tamper-proof for the required retention period.
Important: Always ensure that the original e‑invoice is stored, as this is the legally binding document for tax and audit purposes.