Factur-X / ZUGFeRD

Package: BILLING

1. General

2. Configuration

2.1. Selecting the invoice standard

After opening the “ZUGFeRD” settings point in the company information, the settings are divided into three tabs:

• ZUGFeRD → Configuration of the ZUGFeRD invoice standard
• X-Rechnung → Configuration of the X-Rechnung invoice standard
• Codes & Units → Configuration of the tax codes and units of measure

In the ZUGFeRD and X-Rechnung tabs, the respective invoice standard is configured. In the Codes & Units tab, the tax codes, invoice types, units of measure and payment methods are configured.

2.2. Field assignments

2.2.1. General

2.2.2. Special nodes

For certain nodes, any number of values can be added or removed. After clicking the “Add node” button, a new assignment row is added that can be used for a further assignment. To remove an assignment, you can either click the “Delete” action icon (“waste bin” icon), or the field assignment can be set via the selection of “--Node deactivated--” in the picklist.

Field mapping - special nodes

For these nodes, there is also an additional input field for the code/fixed value of the node. Basic additional information is available on mouseover of the information icons (“exclamation mark” icon). The respective type-specific codes can be found in code tables available in the file EN16931_code_lists_value… (EN16931 code lists values v16 - used from 2025-11-15).

2.2.3. Important nodes

Some nodes are frequently needed in practice but are partly deactivated in the standard configuration:

Node	Designation	Use
BT-10	Buyer reference	Mostly used for the routing ID (Leitweg-ID) that public contracting authorities require for assigning an invoice.
BT-13	Purchase order reference	Used for the customer’s order number, e.g. when a purchase order must be stated on the invoice.
BT-73	Billing period start date	Start of the service period, e.g. for invoices from contracts; the field Service period start is to be mapped.
BT-74	Billing period end date	End of the service period; the field Service period end is to be mapped.

2.3. ZUGFeRD

After opening the “ZUGFeRD - ZUGFeRD tab” settings point in the company information, it appears as follows:

ZUGFeRD - ZUGFeRD tab

In the “ZUGFeRD” tab, the configuration is divided into the following blocks:

• General
  • ZUGFeRD functions (toggle) → Activation of the ZUGFeRD functions
  • Export as (picklist) → Specifies which user account the company information for the export is drawn from. Note: For the “Send email” automation, the Organization of the “Admin” user is used by default. If “responsible for the record” is selected instead, their Organization is used.
  • Abort process on error (toggle) → If this toggle is active, the export is aborted in the event of an error (missing XML part). In addition, the “Send email” automation action is prevented for the affected record, provided that it would generate and send a ZUGFeRD invoice.
  • Warnings in log file (toggle) → If only ZUGFeRD/X-Rechnung warnings are generated during an export, this option determines whether the user should receive a notification or whether the warnings should be written to a log file.
• Invoices → Configuration of the XML nodes for the Invoices module
• Cancellations → Configuration of the XML nodes for the Cancellations module
• Credits → Configuration of the XML nodes for the Credits module
• Incoming Invoices → Configuration of the XML nodes for the Incoming Invoices module

2.4. X-Rechnung

After opening the “ZUGFeRD - X-Rechnung tab” settings point in the company information, it appears as follows:

ZUGFeRD - X-Rechnung tab

In the “X-Rechnung” tab, the configuration is divided into the following blocks:

• General
  • X-Rechnung functions (toggle) → Activation of the X-Rechnung functions
  • Export as (picklist) → Specifies which user account the company information for the export is drawn from. Note: For the “Send email” automation, the Organization of the “Admin” user is used by default. If “responsible for the record” is selected instead, their Organization is used.
• Invoices → Configuration of the XML nodes for the Invoices module
• Cancellations → Configuration of the XML nodes for the Cancellations module
• Credits → Configuration of the XML nodes for the Credits module
• Incoming Invoices → Configuration of the XML nodes for the Incoming Invoices module

2.5. Codes & Units

After opening the “ZUGFeRD - Codes & Units tab” settings point in the company information, it appears as follows:

ZUGFeRD - Codes & Units tab

In the “Codes & Units” tab, the configuration is divided into the following blocks:

• Tax code → Configuration of the taxes and tax codes
• Invoice type → Configuration of the codes per invoice type
• Units of measure → Configuration of the unit-specific codes
• Payment method → Configuration of the codes for the values of the “Type of payment” field

2.5.1. Tax code

This area is used to configure the taxes present in brainX with their matching tax codes of the ZUGFeRD standard according to UNTDID 5305.

The codes defined here indicate which VAT category is used in the XML for the taxes used. The available taxes adapt dynamically to the taxes from the Currencies & Taxes - Tax rates settings point.

Codes & Units - Tax code

The following fields and picklist values are available in the “Tax code” area:

• VAT → selectable tax codes according to UNTDID 5305
  • VAT reverse charge
  • Exempt from tax
  • Free export item, tax not charged
  • VAT exemption for intra-community supply of goods and services in the EEA
  • Canary Islands general indirect tax
  • Tax for production, services and imports in Ceuta and Melilla
  • Standard rate (preselected by default)
  • Zero rated goods
• VAT exemption reason → If a tax rate of 0% exists in the tax settings, one of the default picklist values can be selected in an invoice in the “ZUGFeRD/X-Rechnung” block in the “Exemption reason” field (picklist). The value from the “VAT exemption reason” field (picklist) is automatically transmitted when exporting as a ZUGFeRD document if the tax type of the invoice is “individual” and the VAT is 0%.
  • No VAT shown
  • Reverse charge
  • Intra-community supply
  • Export outside the EU
  • Not subject to VAT
• Reduced VAT → selectable tax codes according to UNTDID 5305
  • VAT reverse charge
  • Exempt from tax
  • Free export item, tax not charged
  • VAT exemption for intra-community supply of goods and services in the EEA
  • Canary Islands general indirect tax
  • Tax for production, services and imports in Ceuta and Melilla
  • Standard rate (preselected by default)
  • Zero rated goods
• Reduced VAT exemption reason → Picklist for the reason for tax exemption with reduced VAT
  • No VAT shown
  • Reverse charge
  • Intra-community supply
  • Export outside the EU
  • Not subject to VAT

2.5.2. Invoice type

This area is used to configure the company-specific codes for the type of invoice according to the UNTDID 1001 standard for the different invoice types available in brainX.

The configuration is carried out separately per export module (Invoices, Cancellations, Credits, Incoming Invoices) – different invoice type codes can therefore be stored for each module.

Depending on the type of invoice types sent by the company, the appropriate code must be defined here.

Codes & Units - Invoice type

The code tables for the type of invoice according to UNTDID 1001 are available in the file EN16931_code_lists_value… (EN16931 code lists values v16 - used from 2025-11-15).

2.5.3. Units of measure

In this area, the unit-specific codes are configured according to the UN/ECE Recommendation N°20 and UN/ECE Recommendation N°21 specified in the ZUGFeRD standard.

Codes & Units - Units of measure

The code tables for the units of measure are available in the file EN16931_code_lists_value… (EN16931 code lists values v16 - used from 2025-11-15).

The available units are based on the picklists for quantities/units present in the Products and Services modules. These are determined dynamically and can be reduced or extended.

2.5.4. Payment method

In this area, the values of the “Type of payment” picklist are linked to the codes defined in the UNTDID 4461 standard. The picklist values are adapted dynamically and can be created or deleted in the module management.

Codes & Units - Payment method

The code tables of the payment methods, which are available in the file EN16931_code_lists_value… (EN16931 code lists values v16 - used from 2025-11-15).

3. Usage

3.1. Export

3.1.1. Exporting a record

In order to be able to carry out an export within a record, the export for the invoice standard must have been activated in the ZUGFeRD settings.

See also the section Field mappings.

3.1.1.1. ZUGFeRD Export

Exporting as a ZUGFeRD document requires a corresponding PDF template.

A standard template for the export with the default mapping is made available in the PDF template module when the “ZUGFeRD” integration is activated. This standard template can be individualised accordingly if required.

3.1.1.1.1. Creating/modifying a PDF template

To enable this, the invoice-relevant placeholders in the PDF template must match the settings of the field mappings.

A validation of the placeholders used does not(!) take place when saving the template. However, a basic check of the placeholders, their contents and the completeness of the mandatory placeholders does take place when exporting a document. This check serves to determine whether a ZUGFeRD document could be created correctly and outputs corresponding notice messages accordingly.

Mandatory placeholders that must be present at minimum for a successful export are listed in the field mapping (see the following table) and are marked with an asterisk (*).

ZUGFeRD tab - Mandatory nodes

XML node	Placeholder module	Placeholder field name
Invoice line*	Main module item group	Item group block start
Invoice line*	Main module item group	Item group block end
Invoice line identifier*	Main module item group field	Item group position
Item name*	Main module item group field	Item group product name
Item seller's identification number	Main module item group field	Products product number / Service service no.
Item net price*	Main module item group field	Item group unit price after discount
Item gross price	Main module item group field	Item group list price
Invoiced quantity*	Main module item group field	Item group quantity
Unit of measure code of the invoiced quantity*	Main module item group field	Products unit of measure / Service unit
VAT information at invoice line level*	Main module item group field	Item group tax rate
Invoice line net amount*	Main module item group field	Item group total after discount
Buyer's posting reference for the invoice line	Main module item group field	Item group cost centre
Seller name*	Company information	Organisation
Country code of the seller address*	Company information	Country code
Post code of the seller address	Company information	Post code
City of the seller address	Company information	City
Line 1 of the seller address	Company information	Address
Seller contact point	Company information	Managing director
Seller tax number	Company information	VAT ID
Payment account identifier* (certain payment methods)	Company information	IBAN
Payment service provider identifier*	Company information	BIC
VAT breakdown*	Main module field	VAT values incl. currency
Document-level charges and allowances	Main module partial invoices	Partial invoices block start
Document-level charges and allowances	Main module partial invoices	Partial invoices block end
Amount of the document-level charge or allowance* (if document-level charges and allowances are present)	Main module partial invoices field	Net
Code for the VAT category of the document-level charge or allowance* (if document-level charges and allowances are present)	Main module partial invoices field	VAT

Mandatory fields are marked with *. Conditions for special cases, where a node is a mandatory field, follow thereafter.

To release a PDF template for the ZUGFeRD export, the “ZUGFeRD PDF template” checkbox must be set in the template.

3.1.1.1.2. Export ZUGFeRD document

The creation of a ZUGFeRD document for a single record is coupled to the normal PDF export.

After activating the “ZUGFeRD” integration, the “Export as ZUGFeRD document” toggle is accordingly available in the export options popup during the PDF export.

PDF Export popup - Export as ZUGFeRD document

When the toggle is activated, the options for an export “without header”, “without footer” and “Overwritable template” are deactivated, as these are not compatible with a ZUGFeRD export. The “Use as posting record” option remains possible.

The selection of PDF templates to be used is also reduced to the PDF templates marked as ZUGFeRD templates. The restrictions on the export options as a posting record also apply here.

Once the PDF export has been carried out and the ZUGFeRD document has been successfully created, a content duplicate of the same invoice (XML) is present within the PDF document. This XML part contains the same invoice-relevant contents – provided the template is correct – as the PDF part.

In the event of problems with the creation of the ZUGFeRD document using the selected template from the record, the user is informed via notification.

3.1.1.2. X-Rechnung Export

In contrast to the ZUGFeRD export, the X-Rechnung export does not require a special template, as only an XML file is created there. Decisive for the content of the XML file are the field mappings in the settings of the “ZUGFeRD” integration as well as the content of the record and the other data sources (company information or reference modules).

XML nodes that are mandatory are marked with an asterisk (*).

X-Rechnung tab - Mandatory nodes

3.1.1.2.1. Export X-Rechnung document

After activating the “X-Rechnung” integration, the action “Export as X-Rechnung” is additionally displayed in the detail view of records in the Invoices, Cancellations and Credits modules.

In addition, the export as X-Rechnung is also possible via the PDF export: If the X-Rechnung invoice standard is activated, the corresponding export option is available in the export options popup of the PDF export.

After clicking the “Export as X-Rechnung” action, a corresponding popup window opens, just as with the PDF export.

Export X-Rechnung popup - Export as XML file

In this popup, the name of the file to be exported can be defined. In addition, it can be specified whether the created file should be saved and referenced as a posting record. As with the PDF exports, the actions (for the respective type of export) are restricted upon corresponding selection, as referencing must be possible.

The following export options are generally available for the X-Rechnung export:

• “Export” button
  • Standard → normal export (only available if the “Use as posting record” toggle is not active)
  • Export with reference → references the file in addition to the download
  • Export as reference → references the file without download
• “Email” button
  • Standard → the export file is attached to an email (only available if the “Use as posting record” toggle is not active)
  • Email with reference → the export file is sent by email and saved as a reference to the record

In addition to the export options mentioned, it is also possible to send an X-Rechnung via the Send email action in an automation. In the Send email action, you simply need to select the “Link X-Rechnung” option via the “Add attachment” action icon in order to send an email with an X-Rechnung as an attachment to the email.

In the event of problems with the creation of the XML file, the user is informed via notification.

3.1.2. Exporting multiple records

In the list view in the Invoices, Cancellations and Credits modules, the new action in the list view of the modules for the export is displayed upon activation of the export and the selection of at least one invoice standard in the settings.

The “Export ZUGFeRD/X-Rechnung” action requires at least one selected record for the export. After the selection and clicking the action, the corresponding popup window opens.

Export ZUGFeRD/X-Rechnung popup

In this popup, there is the option to switch between the activated invoice standards. For the ZUGFeRD standard, a PDF template can additionally be selected via a picklist.

For both export formats, there is the option of export with and without reference. In both cases, a ZIP archive is compiled with the successful exports and offered for download.

3.2. Import

With the activation of the “ZUGFeRD” integration, the new action “Import ZUGFeRD/X-Rechnung” is displayed in the list view of the Incoming Invoices module. This action is used to import ZUGFeRD/X-Rechnung files.

After clicking the “Import ZUGFeRD/X-Rechnung” action, a popup with an upload field opens.

Import ZUGFeRD/X-Rechnung popup

Using the uploader, one or more documents (PDF file with XML attachment or XML files) of both standards can be selected and uploaded by clicking the “Import” button.

For each successfully read file, a record is created in the Incoming Invoices module. The titles of the imported records in the Incoming Invoices module correspond to the title of the original file.

Files can be selected via the Browse button or dragged into the upload field via drag-and-drop. ZUGFeRD and X-Rechnung files can be uploaded in a mixed manner.

During the import, the XML part is read in both cases. For ZUGFeRD files, it is therefore not the PDF part but the embedded XML part that is processed.

During the import, the following data is taken over or created:

• Invoice data and item group with all positions
• Records that do not yet exist in brainX, e.g. the vendor as an organisation
• Posting record: The imported file is saved as a document and linked to the incoming invoice as a posting record.

In the event of problems with the import, the user is informed via notification.

Users also receive a message if the amount read from the XML file does not match the value determined via the internal position calculation. This can be caused, for example, by rounding errors or incorrect data. Here too, the user receives a corresponding notification so that the data can be checked for correctness and, where applicable, further steps (e.g. correction of the XML file) can be initiated.

4. Practical examples

1 - Sending invoices as a ZUGFeRD document to business customers

Initial situation: A company wants to send invoices to business customers as a hybrid PDF that is both human-readable and machine-processable.

Procedure: The ZUGFeRD integration is activated and the field mappings are configured. During the PDF export of an invoice, the Export as ZUGFeRD document toggle is activated and a PDF template marked as a ZUGFeRD template is selected. In addition to the readable invoice, the generated PDF automatically contains an embedded XML part with identical invoice data.

Result: The customer receives a standard-compliant ZUGFeRD invoice that can be both printed and automatically read into their accounting software – without additional manual effort.

2 - Transmitting X-Rechnungen to public contracting authorities

Initial situation: A company provides services for public contracting authorities and is legally obliged to submit invoices as an X-Rechnung in XML format.

Procedure: The X-Rechnung integration is activated and the field mappings are fully configured. In the detail view of the respective invoice, the Export as X-Rechnung action is carried out. The generated XML file can be transmitted directly by email or via the corresponding receiving portal of the contracting authority. Alternatively, the sending can be fully automated via an automation with the Send email action.

Result: The invoice meets the legal requirements for electronic invoicing to public contracting authorities and is transmitted directly from brainX without manual conversion.

3 - Automatically importing incoming invoices from vendors

Initial situation: A company receives incoming invoices from vendors in ZUGFeRD or X-Rechnung format and wants to take these over into brainX without manual data entry.

Procedure: In the list view of the Incoming Invoices module, the Import ZUGFeRD/X-Rechnung action is called up. The received PDF or XML files are uploaded. For each successfully read file, a record is automatically created in the Incoming Invoices module.

Result: Incoming invoices are captured in brainX with just a few clicks – without manual entry of the invoice data. Deviations between the XML amount and the internal position calculation are automatically reported via notification.

4 - Batch export of multiple invoices as ZUGFeRD/X-Rechnung

Initial situation: A company wants to export and archive several invoices collectively as standard-compliant electronic invoices at the end of the month.

Procedure: In the list view of the Invoices module, all desired records are selected. Via the Export ZUGFeRD/X-Rechnung action, the desired standard and the PDF template are selected. brainX creates a ZIP archive with all successful exports, which is made available for download.

Result: All invoices for the month are available as standard-compliant electronic invoices in a ZIP archive – ready for archiving or forwarding to the tax advisor.

5. Frequently asked questions

What is the difference between ZUGFeRD and X-Rechnung?

ZUGFeRD is a hybrid format – the invoice is sent as a PDF with embedded XML. It is thus both human-readable and machine-processable. The X-Rechnung, on the other hand, is a purely structured XML data format without a PDF part. It is designed exclusively for automatic electronic processing and is prescribed in particular for invoicing to public contracting authorities.

Does the X-Rechnung export require a special PDF template?

No, the X-Rechnung export generates only an XML file and therefore does not require a PDF template. For the ZUGFeRD export, on the other hand, a PDF template marked as a ZUGFeRD template is mandatory, as the document contains a readable PDF part.

What happens if the XML part fails during the ZUGFeRD export?

If the creation of the XML part fails, the PDF part is nevertheless output by default. If the export is to be aborted completely in the event of an error – e.g. to ensure that no incomplete document is sent – this can be configured in the ZUGFeRD settings via the Abort process on error toggle.

Which prerequisites must be met before first use?

Before first use, the field mappings (nodes) for the respective invoice standard must be configured. In addition, the company information must be fully filled in. In the Codes & Units tab, tax codes, invoice types, units of measure and payment methods must be configured. The required codes are available in the EN16931 code lists values code table.

Is there anything to consider after adding new units of measure or payment methods?

Yes, if new picklist values for units of measure or payment methods are added in the module management after the initial configuration, these must be linked to the corresponding codes in the ZUGFeRD settings under Codes & Units. Otherwise, correct functioning of the integration is not guaranteed.

For which modules is the ZUGFeRD/X-Rechnung export available?

The export is only possible for the Invoices, Cancellations and Credits modules. The Incoming Invoices module supports the import of ZUGFeRD and X-Rechnung files, but no export.

Do reminders also have to be sent as an e-invoice?

No. Reminders do not count as an e-invoice and therefore do not require an XML part. Cancellations and credits, on the other hand, are invoice documents and, like invoices, are subject to the e-invoicing obligation. The nodes for cancellations and credits are configured in their own areas in the ZUGFeRD settings.

May ZUGFeRD and X-Rechnung invoices be sent by email?

Yes, a ZUGFeRD or X-Rechnung invoice sent by email remains valid. Sending can be carried out directly from the export dialog or in an automated manner via the Send email automation action.

Does DATEV accept ZUGFeRD and X-Rechnung invoices as a posting record?

Yes, both formats are valid posting records for DATEV and can be transmitted to DATEV Unternehmen online via the DATEV Buchungsdatenservice and DATEV Rechnungsdatenservice 1.0 integrations. For ZUGFeRD invoices, the XML part counts as the posting record. After the transmission, DATEV additionally displays the invoice visually.

How can the configuration be set up most quickly?

brainX ships with a standard configuration of the nodes that already fits in most cases. Recommended procedure: activate the invoice standard, carry out a test export and, based on the result, check which nodes are missing or need to be adjusted, e.g. due to requirements of the accounting department. In the delivery state, both ZUGFeRD and X-Rechnung are deactivated.

Which codes are suitable as default values in the Codes & Units tab?

For the invoice type, the general code 380 can be used for all invoice types. For units of measure, the code ZZ can be used universally: it means that the sender and recipient have agreed on the unit. If more specific codes are required, e.g. because the recipient requires a defined code for certain units, these can be stored in the Codes & Units tab.

What to do if a required node is missing from the configuration?

Missing nodes can be requested from brainX support. They are added free of charge and subsequently made available to all customers.