Overview: DocuWare E-Invoicing Service

DocuWare E-Invoicing Service supports compliant electronic invoicing for businesses that operate in different countries.

The service automates the sending and receiving of e-invoices and handles the connection to the required networks and tax authorities, based on 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, for example Peppol, KSeF, or SDI.

• Transforming formats: Incoming e-invoices are automatically converted to standard formats. 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: Where a country requires it, the service connects to the tax authority and stores the data and documents relevant for auditing and reporting.

• Validation: Built-in validation checks the XML structure, runs Schematron content checks, and enforces technical and business rules.

• Legal verification and invoice signing: The service generates QR codes, for example for KSeF or 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, for example Plateformes agréées in France.

For a complete overview of the product's guaranteed characteristics, review the service description 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 requires three registrations. You also need to configure the DocuWare E-Invoicing Service for each legal entity, and repeat this process when adding further entities.

Setting up the E-Invoicing Service

To prepare the DocuWare E-Invoicing Service for sending and receiving e-invoices, complete three steps:

1. Order and register your legal entity, such as a company, for the DocuWare E-Invoicing Service.

2. Connect the registered company to the DocuWare E-Invoicing Service and configure the import of e-invoices.

3. 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 available for the cloud only.

• The Configure E-Invoicing permission, which is 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. Use a sample document that complies with the international UBL standard, such as XRechnung or Peppol. The box below links to sources for test documents.

• For sending e-invoices via the DocuWare E-Invoicing Service, two additional requirements apply:

  • DocuWare Workflow is required.

  • Your ERP system must provide the e-invoice in a commonly used e-invoice format.

Note: Sources for e-invoice test documents

• Peppol BIS Billing 3.0 – May 2025

• ZUGFeRD/Factur-X

• Factur-X EN – fnfe-mpe.org

• Facturae | Últimas versiones Facturae

• FA(3) – Ministerstwo Finansów PL | Krajowy System e-Faktur

Definitions and terminology

The DocuWare E-Invoicing Service processes e-invoices only, that is, structured electronic XML formats that enable automated processing. Supported formats include:

• 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 EN 16931 CIUS-compliant format

PDFs or images sent by email are not considered 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.

Supported countries

The DocuWare E-Invoicing Service is available for the following countries and territories. The supported networks, transport methods, and availability date vary by country. For French legal entities, the support status of French overseas territories is listed separately.

Related articles

• Registration and Onboarding – Learn about the required steps to complete before the E-Invoicing Service is provisioned for you, including how Peppol IDs and other identifiers are assigned, and how to migrate an existing setup. (upcoming)

• How-to Configure DocuWare E-Invoicing Service: Step-by-step instructions to configure the service to match your organization's requirements.

• How-to Set Up Workflows for DocuWare E-Invoicing Service: Find out how to create and manage workflows to automate your invoice processing.

• Staging Account for the DocuWare E-Invoicing Service: Understand how to use a staging environment to safely test your setup before going live.

• Understanding Statuses in E-Invoicing Service: Get a clear overview of all invoice statuses and what they mean for your processing pipeline.

• Understanding E-Reporting with DocuWare E-Invoicing Service: Learn how E-Reporting works and how to meet your compliance and reporting obligations. (upcoming)

Supported versions: DocuWare Cloud