Incoming invoices read, checked and handed to accounting – no retyping.
Since 1 January 2025 every business in Germany must be able to receive e-invoices. From 1 January 2027, businesses with more than €800,000 turnover in the previous year must also issue them; everyone else from 2028. For many, that first means an XML file in the inbox that nobody can read without the right software. I build the path from inbox to accounting so that nothing has to be retyped.
Taking stock: how do your invoices arrive today?
Inbox, supplier portals, paper: how many invoices per month, who checks them, which software do they end up in? With fewer than twenty a month, a setting in your accounting software is often enough — and then I tell you so.
Making e-invoices readable
An XRechnung is pure XML; a ZUGFeRD invoice is a PDF with embedded data. The workflow extracts the details, creates a readable view for checking and stores the original file unchanged — what has to be retained is the e-invoice itself, not a printout.
Everything else captured by AI
Until the end of 2027 many suppliers may still send PDF or paper invoices, and small invoices up to €250 permanently. A language model reads these: invoice number, date, amounts, tax rates, line items. Anything it cannot recognise reliably is flagged rather than guessed.
Checking instead of typing
Are all mandatory details there? Does the amount match the order? Has the same invoice been booked before? Have a supplier’s bank details changed? Anything unusual goes to a person who approves it. Changed bank details in particular are a known fraud route.
Hand-over to accounting or your tax adviser
The checked data goes to the software you use — for example DATEV Unternehmen online, Lexware Office or sevdesk — or as a clean export to your tax adviser. You do not have to switch programmes.
Outgoing invoices from 2027
If your invoicing software cannot yet produce e-invoices, there are two routes: switch to software that can, or convert your existing invoice data into ZUGFeRD or XRechnung automatically. Which is cheaper depends on how many invoices you write.
A good fit if
- Invoices arrive by email, portal and post, all mixed up
- Someone retypes invoice data every week
- You have to issue e-invoices yourself from 2027 or 2028
When it is not the right choice
With a handful of invoices a month you do not need automation but accounting software that can display e-invoices — most can by now. In that case I tell you in the first conversation instead of selling you a project.
Honesty up front saves both sides time — and you money.
What is used — and what you get from it
The workflow runs on a server in Germany, is visible to you and can be adjusted when a new supplier or format comes along.
XRechnung and ZUGFeRD are read directly, without AI. That is faster, cheaper and error-free. The language model is only used for documents without a data part.
Anything that moves money is approved by someone in your business. Every step is logged, so you can trace what happened to an invoice if questions come up.
Maintenance - with LivaLink included
Optional and cancellable monthly. Every one of these packages includes LivaLink Business - the subscription alone costs 29 € a month. From 20 € you therefore pay less for maintenance and appointment booking together than for the booking alone.
See LivaLink — appointment booking, contact routes and chat ↗Basic
When you maintain content yourself and only want the technology covered.
- LivaLink Business included - appointment booking, contact routes and chat with your own branding instead of a LivaLink notice (normally 29 € a month)
- Security updates for the system and its extensions
- Daily backup, restore if the worst happens
- Uptime checks - I usually notice an outage before you do
Care
When you would rather hand changes over than make them yourself.
- Everything from Basic
- Content changes: text, images, prices, opening hours - you write me what should change
- Rebuilds of the site structure: new pages, reordering, removing
- Smaller changes are included; anything larger we agree on beforehand
- Reply within one working day
Visibility
When the site should not just run, but keep moving forward.
- Everything from Care
- Ongoing search work: watching rankings, sharpening copy, taking new terms
- Keeping the Google Business Profile and directory listings current
- Building reviews, guided
- A short monthly report: what you are found for and what is next
Without a maintenance agreement your site of course keeps running - you then handle updates yourself, and the regular LivaLink tariff applies.
Frequently asked
When do I have to issue e-invoices?
From 1 January 2027 if your total turnover in the previous year exceeded €800,000, otherwise from 1 January 2028. This applies to invoices to other businesses in Germany. Invoices to consumers, small invoices up to €250 and invoices from small businesses under § 19 UStG are exempt. You have had to be able to receive e-invoices since 2025.
Is a PDF invoice an e-invoice?
No. Only structured formats under the European standard EN 16931 count, i.e. XRechnung or ZUGFeRD from version 2.0.1 — the ZUGFeRD profiles MINIMUM and BASIC-WL are not enough. A normal PDF is an “other invoice” for tax purposes.
Isn’t my accounting software enough?
For displaying and filing, often yes. Automation pays off when invoices arrive through several channels, have to be checked against orders, or are numerous enough that someone spends hours a week on them.
What does it cost?
A single, clearly defined workflow usually costs between €890 and €2,500. With order matching, several systems and outgoing invoices, more like €2,500 to €8,000. I give a fixed price after taking stock.
Does an AI see my invoice data?
Only for documents without a data part, and then through a provider with a data processing agreement, with an EU-hosted model on request. XRechnung and ZUGFeRD are read entirely without AI.
E-invoicing & incoming invoices for your business?
Describe briefly what you need. You get an honest estimate of effort, duration and cost — and a hint if something else fits better.
No obligation · Reply the same working day