Why digital invoices are the better choice

More and more companies are moving away from traditional paper invoices and adopting digital solutions.

Digital invoices are not just a trend – they offer real benefits for internal processes, customers, and business partners.

Efficiency meets sustainability

Creating and sending a digital invoice saves valuable time and money: no printing, no envelopes, no postage. Delivery is immediate via email or through an invoicing portal. Filing is easier too – instead of full binders, a single click is enough to archive or retrieve documents digitally. At the same time, companies contribute to the paperless office and protect the environment.

Faster processes – faster payments

Digital invoices reach recipients instantly. This speeds up communication and often leads to quicker payments. Automation also makes it possible to manage reminders or dunning notices efficiently – a clear advantage for companies looking to optimize their processes.

Even easier with photo and QR code transfers

Another plus: Many banks and payment services now support photo transfers or QR codes on invoices. This allows invoice data to be scanned directly – customers no longer need to manually enter amounts, IBANs, or references. This reduces errors, saves time, and ensures even faster processing. Companies benefit from fewer customer inquiries and a higher rate of on-time payments.

Who is required to use e-invoices?

In addition to the many advantages, legal requirements also play an important role:

Germany:

• Since 2020, e-invoices have been mandatory for transactions with public authorities (B2G). Invoices must comply with specific formats such as XRechnung or ZUGFeRD.

• Starting in 2025, e-invoices will gradually become mandatory in the B2B sector as well. Companies should prepare early to ensure a smooth transition.

European Union:

• With the PEPPOL standard, a unified network has been created to facilitate the exchange of electronic invoices across Europe. In many EU countries, corresponding obligations already exist for B2G or even B2B transactions.

The takeaway: Those who adopt digital invoices early are not only more efficient but also legally on the safe side.

Seamless integration into business processes

Digital invoices can be directly integrated into existing ERP or accounting systems. This allows data to be automatically processed – from account assignment to tax returns. Errors from manual entry are minimized, transparency increases, and the finance department gains greater planning reliability.

More security and traceability

Digital invoices provide not only convenience but also added security. With clear digital signatures, audit-proof archiving, and logging, process traceability is ensured. At the same time, companies reduce the risk of loss or damage that can occur with paper invoices.

Flexible for international business

Especially in international environments, digital invoices are a real advantage: they can be sent quickly and cost-effectively to different countries. Standardized formats (e.g., ZUGFeRD or XRechnung in Germany, PEPPOL in the EU) also make cross-border collaboration easier. This saves not only postage but also valuable time in communication with partners worldwide.

What to watch out for

Switching to electronic invoices also brings new requirements. Legal regulations (e.g., GoBD in Germany) must be observed, along with secure archiving. Data protection and IT security play a central role. In addition, some customers still prefer paper invoices – flexibility is key here.

Looking ahead

With ongoing digitalization, e-invoices will soon become the norm. In many countries, legal requirements already oblige companies to use electronic invoice formats. Those who transition early not only gain advantages but are also well prepared when digital invoices become mandatory.

Conclusion

Whether cost savings, sustainability, or efficiency – electronic invoices give companies a significant edge. Those who take legal and technical aspects into account benefit from a modern, seamless invoicing process and secure a clear competitive advantage.

Your partner for digitalization

This is where we come in: We support you in transitioning to digital invoicing processes and guide your company on the path to successful digitalization. Get in touch – we’ll be happy to help you take the step into a paperless office.