DocuWare E-Invoicing Service facilitates compliant electronic invoicing processes for businesses operating across differerent countries.
The service automates the sending an receiving of e-invoices and streamlines the connectivity to necessary networks and tax authorities, tailored to each country’s legal framework.
Key features
The current key features and compliance capabilities of the DocuWare E-invoicing Service include:
Sending and receiving: Exchange e‑invoices across countries via dedicated or required networks (e.g., Peppol, KSeF, SDI).
Transforming formats: Incoming e‑invoices are automatically converted to standard formats, and both the originals and the transformed versions can be stored.
Status updates: The service synchronizes invoice status with external networks or authorities, updates DocuWare in real time, and writes changes to fields or triggers events for workflow actions.
Peppol registration: Register for Peppol IDs for domestic and cross‑border invoicing.
Tax authority connectivity and reporting: If required by the country DocuWare E-Invoicing Service connects to tax authorities and stores data and documents relevant for auditing and reporting.
Validation: Built‑in validation checks XML structure, runs Schematron content checks, and enforces technical and business rules validation.
Legal verification and invoice signing: The service generates QR codes (e.g., KSeF, VeriFactu) and uses certified provider signing, where applicable.
Certified Platform: For countries where certification is required by law, DocuWare handles the certification process and ensures legal validity and compliance (e.g. Plateformes agréées in France).
For a complete overview of the product’s guaranteed characteristics, review the service description (link is coming soon) for the DocuWare E‑Invoicing Service.
Note: Registration per legal entity (VAT ID)
Registration for the DocuWare E-Invoicing Service is completed when an order is placed and is based on the VAT ID of the registering company. For example, a parent company with two subsidiaries would require three registrations. You also need to configure the DocuWare E-Invoicing Service for each legal entity, and repeat this process when adding additional entities.
Setting up the E-Invoicing Service
In order to prepare DocuWare E-Invoicing Service to send and receive e-invoices, complete three steps:
Order and register your legal entity, such as a company, for DocuWare E-Invoicing Service.
Connect the the registered company to DocuWare E‑Invoicing Service and configure the import of e‑invoices.
Set up workflows for incoming and outgoing e‑invoices.
Prerequisites
DocuWare must first process your order for the E‑Invoicing Service. Next, complete registration for each legal entity (per VAT ID) that will use the service. Once registration is confirmed, the service is activated for that entity.
To proceed with configuration, have the following in place:
DocuWare Cloud - the DocuWare E‑Invoicing Service is currently cloud‑only.
To configure E-Invoicing Service you need the Configure E-invoicing permission for which can be granted in the DocuWare Configurations > User Management section.
A file cabinet for invoice storage, created in the DocuWare Configurations > File cabinets section.
An import configuration to extract and index incoming e‑invoices, created in the DocuWare Configurations > Document processing section. This configuration should use a sample document that complies with th international UBL standard such as XRechnung or PEPPOL, see the box below for links to test documents.
for sending e-invoices via the DocuWare E-Invoicing Service
DocuWare Workflow is required
your ERP-System provide the E-Invoice in a common used E-Invoice format
Information: Sources for e-invoice test documents
Definitions and terminology
DocuWare E-Invoicing Service processes e-invoices only, structured electronic XML formats that enable automated processing, for example:
UBL (Universal Business Language)
CII (Cross Industry Invoice)
Peppol BIS
PINT (JP, SG, MY, AUNZ)
ZUGFeRD
XRechnung
Factur-X
FacturaE
Svefaktura
Fattura PA
eSPap
any EN16931 CIUS-compliant format
PDFs or images sent by email are not considered as e-invoices and are not supported by the service.
In this article, “e-invoice” is a general term for all invoice‑type documents, unless stated otherwise. It includes received invoices (accounts payable), issued invoices (accounts receivable), self‑issued invoices, and credit notes.