e-invoice
What Is an e-invoice? | Setup | Create e-invoices | Receive e-invoices | FAQWhat Is an e-invoice?
Unlike a standard PDF, an e-invoice contains all data such as the invoice number, amount, or recipient in predefined data fields. The recipient can import it easily – fully automatically.
If your business is based in Germany, you have been required to be able to receive e-invoices since 2025, and you must be able to send them from 2027 or 2028. Your tax adviser can confirm exactly what applies to you.
If your business is based in Germany, you have been required to be able to receive e-invoices since 2025, and you must be able to send them from 2027 or 2028. Your tax adviser can confirm exactly what applies to you.
Further Links
- BMF: FAQs on e-invoices – the most practical official source
- e-invoice validator (State of Baden-Württemberg) – checks a file against the standard
- Quba Viewer – displays e-invoices (XRechnung and ZUGFeRD), including attachments, in a readable format
Setup
Before you send your first e-invoice, there are three things to do. Two of them are one-off settings for your whole account; the third is set up individually for each client.
1. Enable e-invoices
First, enable the e-invoice formats. You will need to provide three details:
Sender details
Your sender details as the invoice issuer — including contact details — must be complete and correct. They are a mandatory part of the e-invoice and are transmitted in a structured format.
Your sender details as the invoice issuer — including contact details — must be complete and correct. They are a mandatory part of the e-invoice and are transmitted in a structured format.
Payment method
Choose whether your bank details should be transmitted with the e-invoice. For project work, “Bank transfer” is usually the right choice.
Choose whether your bank details should be transmitted with the e-invoice. For project work, “Bank transfer” is usually the right choice.
Letterhead (ZUGFeRD only)
The sender details on your letterhead must match the details in the e-invoice settings — if in doubt, the settings data takes precedence. If your letterhead differs, you can store a separate one for ZUGFeRD.
More about letterhead
The sender details on your letterhead must match the details in the e-invoice settings — if in doubt, the settings data takes precedence. If your letterhead differs, you can store a separate one for ZUGFeRD.
More about letterhead
2. Enable BT fields (optional)
Invoice data is transmitted in a structured format in the e-invoice via BT fields (so-called “Business Terms”). MOCO supports all mandatory fields and BT-34 (Electronic address, by default the contact’s email address).
Overview of all BT fields in MOCO
Overview of all BT fields in MOCO
Some clients require a purchase order number or their own project number on the e-invoice. If needed, enable the relevant optional BT fields under Settings > Account > Custom Fields:
- Purchase order number (BT-13)
- External project number (BT-11)
- Contract number (BT-12)
3. Switch clients to e-invoices
on the client under “Billing"
Existing invoices in PDF format remain unchanged — they are not converted. For new invoices, set the invoice format per client:
Existing invoices in PDF format remain unchanged — they are not converted. For new invoices, set the invoice format per client:
- either individually in the client’s master data, or
- for multiple clients at once under Settings > Billing > e-invoice.
When you save the new invoice format, MOCO checks whether all requirements are met. You may need to correct the billing address (see below) or add an email address and VAT ID.
Choose an invoice format
Whether you use XRechnung or ZUGFeRD depends on what your client prefers. Both are equally valid.
Comparing the two formats
Whether you use XRechnung or ZUGFeRD depends on what your client prefers. Both are equally valid.
Comparing the two formats
For public authorities: enter the Leitweg-ID
For invoices to German public authorities, you also need the client’s Leitweg-ID (BT-10). MOCO includes it in both formats.
Correct the billing address if needed
If you have selected an e-invoice format and save the client, MOCO checks the billing address. If necessary, you must store it in a structured way — i.e. company name, street & house number, and postcode and city each on separate lines.
Add email address and VAT ID
An email address for the client is also mandatory for the e-invoice. If you issue invoices with a 0.00% tax rate, the client’s VAT ID must be stored.
For invoices to German public authorities, you also need the client’s Leitweg-ID (BT-10). MOCO includes it in both formats.
Correct the billing address if needed
If you have selected an e-invoice format and save the client, MOCO checks the billing address. If necessary, you must store it in a structured way — i.e. company name, street & house number, and postcode and city each on separate lines.
Add email address and VAT ID
An email address for the client is also mandatory for the e-invoice. If you issue invoices with a 0.00% tax rate, the client’s VAT ID must be stored.
Create e-invoices
Once you have set up e-invoices and switched a client to the e-invoice format, you create the actual invoice exactly as before. MOCO generates the format stored for that client in the background.
Sending also works the same as usual – by email directly from MOCO. With XRechnung, only the XML file is sent; with ZUGFeRD, the PDF with the embedded data.
Receive e-invoices
e-invoices save you time and money because they include unambiguous data. This means MOCO can automatically fill in forms for you. It reduces your OCR spend and cuts down on manual work. Any attachments included in the XML section are listed below the document and can be downloaded for checking.
Supported formats: XRechnung, ZUGFeRD, and Peppol BIS 3.
FAQ
ZUGFeRD or XRechnung?
Whether you use ZUGFeRD or XRechnung depends on what your client prefers. Both are equally permitted. We’ve explained the pros and cons of the two formats here: » Comparing the Two Formats
What are BT fields?
“BT” stands for Business Term – in other words, a business term. This designation comes from the European standard EN 16931, which defines the structure of electronic invoices. Each BT field represents a specific data field in the e-invoice, for example the invoice number (BT-1) or the service period (BT-73/74).
Almost all mandatory BT fields are derived directly from the invoice created in MOCO – you won’t even notice. If you view an e-invoice in an e-invoice viewer (e.g. Quba Viewer), you can see which value is stored in which field.
» Overview of All BT Fields in MOCO
Some clients want additional BT fields to be filled in on invoices. For example, you can enable external project number (BT-11), a contract number (BT-12), and the purchase order number (BT-13) as separate fields, and then fill them in on the project and the invoice.
Other optional fields cannot currently be filled individually. Contact Support if your client requires a specific field – that helps us prioritise.
Why does the XRechnung look different from my PDF or ZUGFeRD invoice?
An XRechnung contains data fields only, in XML format. In MOCO, we visualise this data in a neutral format, so you can easily check the invoice.
If you still want to send your client a PDF, we recommend the ZUGFeRD format. It combines the familiar PDF layout with machine-readable XML – keeping both people and systems happy.
Important: Unstructured data for which no BT field is provided – including, for example, the invoice title, introduction, closing text, or your own custom fields – is delivered collectively via the “Notes” data field. Formatting in descriptions is also ignored.
For the most loss-free structure possible, we recommend using the “Compact” invoice layout.
If you still want to send your client a PDF, we recommend the ZUGFeRD format. It combines the familiar PDF layout with machine-readable XML – keeping both people and systems happy.
Important: Unstructured data for which no BT field is provided – including, for example, the invoice title, introduction, closing text, or your own custom fields – is delivered collectively via the “Notes” data field. Formatting in descriptions is also ignored.
For the most loss-free structure possible, we recommend using the “Compact” invoice layout.
How do attachments reach the client?
You select receipts, timesheets, and individual attachments on the invoice as usual. For e-invoices, they are integrated into the invoice data, rather than appended to a PDF at the end – your client opens them via their software or a viewer. In the PDF, an automatic note indicates the number of attachments.
Optionally, you can define in the settings that attachments are included in both the XML and the PDF part of the ZUGFeRD invoice – configured separately for the timesheet and for other attachments. Please note that this doubles the file size.
How can I tell that an invoice is an e-invoice?
In Billing and Purchases, the icon with the “E” shows you that an invoice or purchase is an e-invoice.
Are payment reminders also sent as e-invoices?
No. Payment reminders are not invoices, and they are still sent as PDFs – regardless of which format is set for the client. If necessary, check your reminder texts if they refer to an attached invoice.
Can I send e-invoices via Peppol?
MOCO currently does not have a Peppol integration – you send e-invoices by email directly from MOCO. This covers the German requirement; Peppol is not a mandatory transmission route there. We are currently reviewing whether we can offer sending via Peppol.
Can I send e-invoices to clients abroad?
In theory, this can work, but MOCO is not designed for it. This is mainly due to the structure of foreign addresses, which often differs outside the DACH region. We recommend continuing to send invoices abroad as classic PDFs.
What happens to e-invoices I receive from abroad?
MOCO imports them like any other e-invoice, as long as they come in one of the supported formats (XRechnung, ZUGFeRD, Peppol BIS 3). MOCO does not recognise country-specific formats such as the Italian FatturaPA – you record those documents like a normal purchase invoice.
My client can’t import the file. What now?
Try a different e-invoice format (ZUGFeRD ⇆ XRechnung). Not every recipient system supports every profile. If in doubt, you can switch to the classic PDF at short notice.
In principle, the e-invoices generated in MOCO comply with legal requirements and must be accepted by your client. If needed, contact Support, and we’ll look into the specific case.
In principle, the e-invoices generated in MOCO comply with legal requirements and must be accepted by your client. If needed, contact Support, and we’ll look into the specific case.
Is the e-invoice available for accounts in Austria and Switzerland?
Not officially. However, we continuously review demand and can enable the feature for you as a beta. Please contact Support to arrange this.
