DocuWare supports various e-invoicing standards through different modules. For email processing, functionality is available in Connect to Outlook and Connect to Mail.
To process electronic invoices and ensure GoBD-compliant storage of e-invoices received via email, the use of Connect to Mail is recommended. This ensures efficient handling of modern e-invoices.
Additionally, DocuWare Import can be used to process e-invoices.
DocuWare for Outlook will support e-invoicing in a future release.
How-to configure e-invoicing in DocuWare
e-invoicing with Connect to Mail
To process e-invoices with Connect to Mail, configure the following two elements in DocuWare, always using the same file cabinet:
1. Document Processing: create a configuration
Go to DocuWare Configuration > Document Processing.
Create a configuration using a sample document that complies with the international UBL standard, such as XRechnung or PEPPOL.
Download sample documents from the PEPPOL documentation website in the area Downloads > Example Files.
2. Connect to Mail: link configuration used for Document Processing
Go to DocuWare Configuration > General Email.
Select the document processing configuration created in step 1 for the option Automatic Document Processing.
If an email with an attached e-invoice is stored according to this configuration, the e-invoice will be processed as defined in the configuration.
With these configurations, all e-invoices such as ZUGFeRD, XRechnung, Factur-X, or Peppol UBL within emails can be processed. To process other e-invoice standards, create a different Document Processing Configuration using the respective standard as a sample document and use it for a different Connect to Mail configuration.
Processing electronic invoices works for one e-invoice per email attachment. If multiple invoices are attached to one email, they must be stored individually.
Read technical details about e-invoicing with Connect to Mail
Notes:
Processing works for one e-invoice per email attachment. If multiple invoices are attached to one email, they must be stored individually.
Emails containing PDFs that do not include an XML-based e-invoice cannot be processed with the configuration created for e-invoicing. Store these invoices as PDFs using another Connect to Mail configuration and monitor them through a second folder if necessary.
e-invoicing with Connect to Outlook
To process e-invoices with Connect to Outlook, configure two elements in the DocuWare settings, always using the same file cabinet:
1. Document Processing: create a configuration
Go to DocuWare Configuration > Document Processing.
Create a configuration with a sample document of your choice. Connect to Outlook will then process this specific type of e-invoice using this configuration.
2. Connect to Outlook: link configuration for Document Processing
Go to DocuWare Configuration > Outlook Email.
Select the Document Processing configuration – created in step 1 – Automatic Document Processing.
If an email with an attached e-invoice is stored according to this configuration, the e-invoice will be processed as defined, provided it uses the same syntax.
3. Connect to Outlook: Create a manual storage or monitored folder
In Connect to Outlook, store e-invoices in DocuWare using a manual storage method or by monitoring a folder with the appropriate configuration.
e-invoicing with DocuWare Import
DocuWare Import can store e-invoices using a document processing configuration:
1. Document Processing: Create a Configuration
Go to DocuWare Configuration > Document Processing.
Create a configuration using a sample document of your choice. DocuWare Desktop/Import will then process this specific type of e-invoice using this configuration.
2. DocuWare Desktop: Create Import Folder
In DocuWare Desktop, create an import folder as usual.
Link the import folder to a document processing configuration.
All e-invoices that match the configuration type will be automatically stored and processed.