<h2>E-Invoicing Explained</h2>E-invoicing is a digital method of invoicing where all invoice data is transferred electronically — without printing, scanning or emailing. The invoice is created, sent, received, processed and archived automatically in a structured format.In Shine, e-invoicing is included at no extra cost, and your customers do not pay anything to receive e-invoices.Shine uses Basware to route e-invoices to the correct recipients. Please note that not all customers can receive e-invoices, so it’s important to confirm their preferred delivery method. &nbsp;<h2>Reasons to send e-invoices</h2>E-invoices offer several benefits:<ul><li>Faster processing — invoices go directly into the customer’s system</li><li>Fewer delays — no postal delivery times or manual handling</li><li>Higher accuracy — structured data reduces errors</li><li>Widely supported — many large companies and public organisations rely on e-invoicing</li><li>Cost-efficient and eco-friendly — no printing, paper or physical storage required</li></ul>

E-Rechnung: Grundlagen und Vorteile

E-facturen: wat zijn dat en wat zijn de belangrijkste voordelen?

E-Invoices: Definition and Key Benefits

If an e-invoice fails to deliver, first check whether Shine was able to send it successfully.Open the invoice under Invoices, then select History on the right-hand side.Below are the most common reasons for failed e-invoice delivery.&nbsp;<h2>1. Incorrect or invalid e-invoice address</h2>Ensure your customer’s e-invoice address is correct and that the correct format (VAT, GLN, DUNS, OVT, etc.) is selected in the customer profile.&nbsp;<h2>2. Character limits</h2><h4>Customer company name</h4>Maximum length: 80 characters.This limit is defined by standard XML invoice formats used by all operators. If the limit is exceeded, the operator rejects the invoice. (The XML file is the machine-readable version of the invoice.)<h4>Message field</h4>The message field is limited to 1024 characters. Exceeding this limit will cause the delivery to fail.&nbsp;<h2>3. Missing or incorrect customer requirements</h2>Some customers require specific information such as PO number, buyer reference or payment reference. If these are missing or incorrect, the receiving operator may reject the invoice.&nbsp;<h2>4. Routing issues</h2>E-invoices pass through several operators.If routing rules or accepted formats are not aligned between providers, the invoice cannot be delivered.&nbsp;<h2>5. Unsupported attachment format</h2>Only PDF attachments are supported for e-invoices. Other file formats will result in a failed delivery.

De e-factuur is niet aangekomen

E-Rechnung – Zustellung nicht möglich

E-Invoice was not delivered

<h2>E-invoice address</h2>Before sending an e-invoice, the customer must be able to receive e-invoices and provide a valid e-invoice address.The e-invoice address serves as an electronic identifier and can vary depending on the country and the e-invoicing platform. Because formats differ internationally, the exact address type should always be confirmed with the customer.This field is required in Shine when sending an e-invoice. Common formats include VAT number, GLN, DUNS, or OVT. In the United Kingdom, VAT number, GLN, and DUNS are frequently used.&nbsp;<h2>Checking the registration</h2>Before sending an e-invoice, it is important to check whether the recipient is registered in a valid e-invoicing network. This can be verified through the Peppol Directory:https: //directory.peppol.eu/publicIf the recipient is not registered, the e-invoice cannot be delivered via Peppol. In this case, the customer must provide an alternative e-invoice address or a different format.&nbsp;<h2>Examples of e-invoice address formats</h2>VAT number Enter the customer's VAT number – Shine automatically completes the full identifier.DUNS (Data Universal Numbering System) A nine-digit number issued by Dun &amp; Bradstreet. Example: 150483782GLN (Global Location Number) A 13-digit, globally unique identifier. Example: 0847976000005If the format is invalid, Shine will display an error message.

E-Invoice addresses overview

E-Rechnungsadressen im Überblick

Overzicht van e-factuuradressen

Generate XRechnung files in Shine to comply with German public-sector invoicing requirements.Shine allows you to create valid XRechnung XML files in all plans.You can download the file and send it yourself, upload it to the relevant government portal, or — coming soon — send it directly by email from Shine.&nbsp;<h2>What is an XRechnung?</h2>An XRechnung is an XML file containing all invoice details in a machine-readable structure.Public-sector organisations use this format so invoices can be processed automatically, without manual data entry.Since 27 November 2020, XRechnung is mandatory for invoices sent to government institutions in Germany.Recipients typically accept XRechnung files either:<ul><li>by email using a dedicated inbox for XML invoices</li><li>or through upload portals (operated by each federal state)</li></ul>&nbsp;<h2>How to create an XRechnung in Shine</h2><h3>1. Create your invoice</h3>Create a regular invoice in Shine and enter all required details.<h3>2. Add the Leitweg-ID (mandatory)</h3>A valid XRechnung requires the customer’s Leitweg-ID, which must be provided by the recipient.You can add it in two places:<ul><li>in Customer details under E-invoicing (when Company type = Public)</li><li>in the invoice editor under Buyer’s reference</li></ul>If the Leitweg-ID is stored in the customer profile, Shine fills it in automatically.&nbsp;<h2>3. Download the XRechnung</h2>After finalizing your invoice:<ol><li>Click Finalize</li><li>Choose Download as XRechnung</li></ol>If the Leitweg-ID is missing or incomplete, Shine will request it before creating the file.The XML file is then ready to send to your recipient or upload to their required platform.&nbsp;<h2>Sending XRechnung by email</h2>Soon, you will be able to send XRechnung directly from Shine:<ul><li>select By email when sending an invoice</li><li>activate Include XRechnung</li></ul>The recipient will receive the PDF invoice plus the XML file.After approval, this option will also be available under:Invoices &gt; More &gt; Download XRechnung / Send by email<h2> Good to know</h2><ul><li>Approved invoices cannot be edited. If the Leitweg-ID is missing, the XRechnung may be rejected.</li><li>To correct an approved invoice, create a Credit Note or Void and recreate the invoice.</li><li>The XRechnung format is purely XML — attachments or custom layouts are not included.</li></ul>

XRechnung erstellen und versenden

Create and send XRechnung

E-invoices are used by many public institutions and large companies, as the required information is transferred automatically through the e-invoicing network.You can read more about the difference between e-invoices and invoices sent by email in our article <a target="_blank" rel="noopener noreferrer" href="https://shine.co/en-de/help-center/e-invoices-definition-and-key-benefits">What is e-invoicing?</a>&nbsp;<h2>How to create and send an e-invoice</h2><ol><li>Make sure you have the correct e-invoice details from your customer. You can find more information in our guide on Understanding e-invoice addresses.</li><li>Go to Invoices &gt; New invoice and create your invoice as usual.</li><li>When the invoice is ready, select As e-invoice in the Approve and send menu. If your company or customer details are incomplete, Shine will ask you to fill in the missing fields.</li><li>All fields marked with a blue star (*) are mandatory.</li><li>If you are unsure about the e-invoice address, use our guide on E-invoice addresses. Click Send. The e-invoice will be forwarded through Shine’s operator to your customer’s e-invoice provider, and then to their invoice processing system.</li></ol>If the e-invoice address is not valid, Shine will show an error message.&nbsp;<h2>Required information for sending e-invoices</h2>E-invoices use the sender’s and recipient’s e-invoice addresses, similar to how phone numbers identify callers.To send an e-invoice, you need:<ol><li>Your company’s information A valid company registration number or VAT number. &nbsp;</li><li>Your customer’s details<ul><li>The customer must be able to receive e-invoices</li><li>Their e-invoice address must be correct and in the right format</li></ul></li><li>Customer-required references Some recipients require fields such as:<ul><li>PO number</li><li>Payment reference</li><li>Buyer reference</li></ul></li></ol>&nbsp;<h2>Checking the delivery status</h2>After sending an e-invoice, you can check its delivery status under Invoice &gt; History.Possible statuses:<ul><li>E-invoice successfully delivered to recipient</li><li>E-invoice delivery failed due to invalid content</li><li>E-invoice rejected by recipient</li><li>Delivery delayed</li></ul>You will be notified by email and in the invoice history.

Overview: E-Invoice

E-Invoices: Definition and Key Benefits

E-Invoice was not delivered

E-Invoice addresses overview

Create and send XRechnung

Create and send an e-invoice

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Overview: E-Invoice

E-Invoices: Definition and Key Benefits

E-Invoice was not delivered

E-Invoice addresses overview

Create and send XRechnung

Create and send an e-invoice

Can’t find what you are looking for? Let us help you!

Can’t find what you are looking for?
Let us help you!