eInvoicing - something that previously only interested digitally savvy process optimizers in large to very large companies or all those who had to exchange invoices with the public sector in Europe, the federal government, federal states and municipalities, is now also moving up the digital to-do list for small and medium-sized companies.

Billers and recipients are often (still) completely clueless

With the EU's ViDA initiative and the new Growth Opportunities Act from the Federal Ministry of Finance (BMF), it's not just the age of paper invoices that will come to an end in a few months' time. From now on, the countdown to “eDay” on (probably) 1 January 2025 is ticking for all recipients of B2B invoices in Germany - the day from which all companies must receive “genuine” electronic invoices with standardized structured data and ensure that they are processed electronically.

But how do providers, software suppliers and the like make it clear to the 1.4 million German companies affected, from the flower store to the renowned village bakery to the hidden champion in its very special (and possibly completely non-digitalized) niche: you need e-invoicing too. And urgently!

What to do if “electronic invoices become law” is not an argument?

Beyond the e-invoicing obligation for B2B transactions from January 2025, which still feels “so far away”, many salespeople, sales representatives, product owners of industry-focused software solutions and other compliance, accounting or IT managers simply lack the basis for argumentation in terms of benefits. But we wouldn't be the network of networks when it comes to electronic invoice exchange if we couldn't help here.

100 reasons for electronic invoices at a glance!

For all those who want eInvoicing but could use a little more “food for thought”, we have therefore compiled the most important advantages of electronic invoice exchange with standards and formats such as XRechnung, ZUGFeRD & Co. Well, and because that can't just be ten arguments - if only because the subject area is so wide-ranging - here are the 100 good reasons for eInvoicing.

Simply print it out and take it with you to the customer meeting. Or memorize them and use them to argue your case. The main thing, however, is that the reasons are taken to heart and communicated to your own customers in an understandable way.

1. Less reliance on scarce resources: minimizes the need for printers, ink, envelopes or physical archiving systems.
2. Less “manual work”: Automated invoicing processes mean that fewer employees are needed to process, send or enter invoices.
3. Globalization and flexibility: eInvoices can easily be sent to international business partners and customers without worrying about international shipping costs or delays.
4. Improved data analysis: With electronically collected data, companies can more easily perform analyses and gain insights into their expenses and income.
5. Faster conflict resolution: In the event of discrepancies or errors in an invoice, these can be identified and corrected more quickly.
6. Increased security: Digital invoices can be protected by encryption and other security protocols, making them more secure than physical invoices that can be lost, stolen or simply viewed without authorization.
7. High business continuity: In the event of natural disasters or other disruptions, the eInvoicing process remains unaffected as it is digital and often cloud-based.
8. Easier tax and audit processes: eInvoices can be more easily synchronized with other digital systems to comply with tax reports or support audits.
9. Fewer duplicates: Electronic systems can recognize duplicates more easily and prevent the same invoice from being invoiced or paid more than once.
10. Simplified invoice correction: In the event of incorrect invoices or credit notes, e-invoices can be “recalled” or exchanged more quickly and easily. Any invoice corrections are active and effective more quickly.
11. Easy to update: When changes are made to invoice details or the business structure, electronic invoicing systems can be easily adapted and updated without disrupting the entire process.
12. Better customer service: Customers have the option to view, save and pay digital invoices online, resulting in an improved customer experience.
13. Mobile invoice overview: Via secure apps or websites, invoices can be viewed, checked and, if necessary, approved at any time, even while on the move.
14. Automated compliance: powerful eInvoicing systems automatically check whether invoices comply with local tax laws and regulations. And warn of potential problems.
15. Fast delivery: Electronic invoices are delivered almost in real time and are available to both parties immediately after creation.
16. Accessibility even when working from home: eInvoices can also be accessed at any time from remote workstations and from any device.
17. Scalability: Invoice capture and processing systems are easily adaptable to the growth of the company.
18. Automatic updates: Software updates are carried out automatically and thus ensure continuous invoicing processes.
19. No paper jams: Significantly reduced usage reduces the risk of paper jams in printers.
20. Reduced risk of loss: where there is no paper, none can be damaged. The risk of loss due to physical damage is eliminated.
21. No fire risk: Electronic invoices cannot catch fire as there are no physical versions.
22. Exclusion of delays: Avoidance of delays due to long or disrupted postal dispatch routes.
23. Integration of payment systems: Full compatibility and direct connection to payment gateways possible.
24. Automatic currency conversion: Invoicing for internationally active companies in the respective national currency.
25. Document tracking: Traceability and tracking of the entire invoice process and status in real time.
26. Easier traceability: older invoices can be found quickly.
27. Consistent archiving: Complete archiving of older invoices - even beyond the statutory retention period.
28. Savings through paperless mass mailing: large quantities of invoices can be sent electronically at the same time.
29. Automated reminders: Enhanced, automated receivables management for outstanding payments.
30. Less debt collection: Reduction of late payments through timely invoicing and payment reminders.
31. Living environmental awareness: An important step towards becoming a “green” company that is credible and verifiable.
32. Automated data entry at any time: Invoice data can be automatically entered into or reconciled within accounting systems at any time.
33. Detailed reporting: Easy creation of reports and analyses or access to them.
34. Reduction of postage costs: No expenses for stamps and envelopes to send invoices and payment reminders.
35. Automated tax calculation: Different taxes can be automatically displayed and added.
36. Less physical storage space: The need for physical archives for payment documentation is eliminated.
37. Increased transparency: High availability and visibility of invoices for relevant individuals and departments.
38. Early cash flow forecasts: Early insight into outstanding and expected payments, forecasts can be created on demand.
39. Consistent invoice templates: Uniform appearance for all (digital) forms in payment management.
40. Cost reduction for CI changes: Lower additional costs due to redesigning business materials during brand and design adjustments.
41. Automatic archiving: Invoices are automatically stored digitally on both sides – the issuer and the recipient.
42. Improved data accuracy: Reduces the chance of manual input errors through cross-checking and plausibility checks.
43. Customer convenience: Customers can view invoices as desired and pay them automatically.
44. Quick problem resolution: Customers can receive immediate clarifications for invoice-related inquiries.
45. Flexibility in design: Easier addition or modification of invoice elements.
46. Ecological footprint: Reduced resource consumption and elimination of transportation effort lower CO2 emissions.
47. Real-time notifications: Immediate notification about invoice receipt, dispatch, or status.
48. Reduced storage costs: No expenses for storing invoice paper or envelopes.
49. User-friendliness: Most eInvoicing platforms are intuitive and easy to use.
50. Integration with CRM systems: Compatibility with common CRM systems synchronizes invoice information with customer data.
51. Provider support creates flexibility: No complex management due to physical outsourcing to service providers.
52. Custom workflows: Adjustable invoicing processes for different customers or projects.
53. Multi-platform access: Access to invoices via desktop, notebook, tablet, or smartphone.
54. Global compliance: Quick adaptation to diverse tax regulations worldwide.
55. Automatic data validation: Verification of invoice data accuracy before dispatch.
56. Multilingual invoices: Creation of invoices in different languages.
57. Multi-currency support: Creation of invoices in different currencies.
58. Access via customer portals: Customers can fully manage their invoices and payments online.
59. Automated account reconciliation: Direct reconciliation with bank accounts and payment systems on both the sender and recipient sides.
60. Simplified refunds: Easier and faster process for refunds in case of complaints.
61. Digital footprint: Every invoice transaction leaves a verifiable digital record for auditing and review.
62. More flexible payment options: Integration with a variety of payment systems.
63. Automated currency updates: Daily currency exchange rate changes can be automatically accounted for.
64. Time zone consideration: Adjustment to the customer's local time zone during invoicing.
65. Clearly defined terms of use: Clear and transparent terms of use for customers.
66. Easy functionality expansion: Extensive options to add additional modules or features.
67. Support for recurring invoices: Automated generation of periodic invoices.
68. Scalable infrastructure: Easy expansion of the relevant applications supports business growth without significant infrastructure investments.
69. Automated bookings: Direct posting in the company's financial records.
70. Real-time updates: Immediate updating of any invoice information.
71. Reduced inquiries: Decline in customer questions regarding invoices as everything is transparent and accessible.
72. Advanced search: Easy search for specific invoices or data.
73. Automated data migration: Easy transfer of data in case of a system change.
74. Digital signature: Use of electronic signatures for added authenticity – optional.
75. Improved collaboration: Teams can access and work on invoices simultaneously.
76. Strengthen customer relationships: Improved relationships with customers through transparency and efficiency.
77. Minimization of fraud risks: Predefined electronic security protocols reduce risks.
78. Generally optimized processes: Opportunity to redesign and improve the entire invoicing process.
79. Individual customization: Occasion- and customer-specific, customizable templates and fields.
80. Cloud security: State-of-the-art security measures in cloud-based systems.
81. Automated backups: Daily or hourly backups of invoice data; redundant if needed.
82. Automated data cleaning: Secure and legally compliant removal of old or no longer needed invoices.
83. Automated dunning processes: Procedures for automatically tracking and requesting overdue invoices.
84. Current tax adjustments: Quick response and easier modification of invoice templates for tax rate changes.
85. Customer feedback option: Optionally integrated feedback features for customers.
86. Integration into additional business tools: Connection with ERP, CRM, HRM, and more.
87. Faster receivables realization: Accelerated payment cycles throughout receivables management.
88. Automated versioning: Detailed tracking of changes and updates in invoices.
89. Digital receipt: Electronic receipts for paid invoices, for example, to enable delivery release, etc.
90. Automated discount processes: Verification of eligibility and application of discounts automated.
91. Future-proofing: eInvoicing is the clear trend for the future, ensuring the company's adaptability to future business models.
92. Already up to date: Compliance with legal requirements ensured even before regulations take effect.
93. Gain in trust: Increased trust in corporate payment transactions through EU-wide standards.
94. Relief for smaller businesses: Staff workload reduction, particularly for small and medium-sized enterprises.
95. Standardized invoice formats: Platform compatibility through uniform invoice formats.
96. Forgery protection: Safeguard against fraudulent invoices from malicious third parties through mutual verification of transactions.
97. Protection against internal phantom invoices: Issuing of false invoices by employees with high criminal intent is almost entirely prevented.
98. Subsequent adjustments impossible: Changes to the actual invoice, whether intentional or accidental, are excluded.
99. Automatic external accounting: eInvoices can be directly imported into the accounting systems of external tax firms or bookkeeping services, further automating the accounting process.
100. Fully automated workflows: eInvoices enable the automation of approval and payment workflows, increasing efficiency in accounting.