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Explanations regarding the ZUGFeRD e-invoicing procedure

The future of invoicing is digital. With e-invoicing, you save time, money, and paper while simultaneously complying with all legal requirements. You can easily switch over via the Minol direct online portal.

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Easily activate the ZUGFeRD e-invoicing procedure.

ZUGFeRD stands for "Central User Guide of the Forum for Electronic Invoicing Germany," as ZUGFeRD was developed by the Forum for Electronic Invoicing Germany (FeRD) with the support of the Federal Ministry for Economic Affairs and Energy. ZUGFeRD is a cross-industry data format for the electronic exchange of invoice data. It complies with the EU directive on electronic invoicing and thus also with the European standard. The goal is to replace paper-based processes with ZUGFeRD in the long term.

How does ZUGFeRD work?

ZUGFeRD is a hybrid invoice format. A ZUGFeRD invoice consists of two components. One is a visual representation of the invoice in the user-friendly PDF format. This can be easily exchanged between the invoice issuer and recipient via email or other methods such as file download. The recipient can review the invoice and process it manually if necessary. However, the major benefit of the ZUGFeRD format lies in the automated processing of the invoice. This is made possible by an invisible XML file attached to the PDF. The XML file contains a structured data set with all relevant invoice information, such as the recipient's master data, invoice number, prices, etc. This data set is machine-readable. A prerequisite is that ZUGFeRD is integrated into the company's software systems. Many accounting and ERP software systems already support ZUGFeRD.

This is how the ZUGFeRD e-invoicing procedure works.

What are the advantages of ZUGFeRD?

Regardless of company size, ZUGFeRD, as a standardized invoice format, ensures a smooth workflow, reduced workload and therefore lower costs.

Advantages for invoice recipients

  • Significantly fewer manual work steps (e.g., through automatic matching with orders)
  • Lower error rate than with manual data entry
  • Independence from mail receipt and distribution: Invoices can be processed digitally anywhere.
  • Faster approval processes through electronic forwarding
  • Direct link to e-banking software
  • No physical archiving of the invoice is necessary.

Advantages for invoice issuers

  • Costs for invoice printing, enveloping and shipping are eliminated.
  • Significantly fewer manual work steps
  • Separate transfer of invoice data (e.g., to a customer management system) is no longer necessary.
  • Faster invoice processing and therefore better liquidity
  • Digital invoice archiving and audit compliance
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