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 in the following articles:
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.