Import and process e-invoices

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.

With DocuWare version 7.13, you can process multiple e-invoice formats from a single storage location. There is no need anymore to manual sort the invoices into individual folders for each format. The automatic identification feature will select the correct processing configuration based on the e-invoice format. This feature can be used with Connect to Mail and DocuWare Import.

Read more about the automatic e-invoice identification with DocuWare version 7.13.

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.

• To use the automatic e-invoice identification with DocuWare 7.13 and later, under the Source tab, activate the checkbox Select configuration automatically, which reveals a new tab under Processing.

• Go to the tab Processing and click the newly revealed Identification tab.

• Under Identification, set up the identification rules.

2. Connect to Mail: link configuration used for Document Processing

• Go to DocuWare Configuration > General Email.

• Scroll to the bottom and click on More options

• Select the document processing configuration created in step 1 for the option Automatic Document Processing.

• To use the automatic e-invoice identification with DocuWare 7.13 and later select Automatic selection.

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 Configurations > 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.

• To use the automatic e-invoice identification with DocuWare 7.13 and later, under the Source tab, activate the checkbox Select configuration automatically, which reveals a new tab under Processing.

• Go to the tab Processing and click the newly revealed Identification tab.

• Under Identification, set up the identification rules.

2. DocuWare Desktop: Create Import Folder

• In DocuWare Desktop, create an import folder as usual.

• Link the import folder to a document processing configuration.

• To use the automatic e-invoice identification with DocuWare 7.13 and later, open the dropdown Configuration and select Automatic identification.

All e-invoices that match the configuration type will be automatically stored and processed.