Create, send and receive e-invoices
Norman puts the e-invoice into every invoice automatically, sends it as a ZUGFeRD PDF and reads incoming e-invoices. And what is missing when none is created.
Updated
An e-invoice is not a PDF to look at, it is a machine-readable data set. Norman creates it for every invoice automatically and puts it inside the PDF file. You switch nothing on and press no button.
What Norman creates
Norman creates a ZUGFeRD invoice (also called Factur-X) following the European standard EN 16931. The result is an ordinary PDF invoice that carries the invoice data as XML as well:
- Your customer sees the invoice as a PDF, as always.
- Your customer's accounting software reads the data straight out of the same file, with no retyping.
This happens when you create the invoice and again on every change. There is no setting for it.
Sending
Send the invoice from Norman as usual. The attached PDF is the e-invoice. The download from the invoice view gives you the same file. You do not need to send anything on top.
Download the XML on its own
Some customers and portals want the XML separately from the PDF. Open the invoice, click the menu at the top right and choose Download e-invoice XML. The option does not appear on quotes.
When no e-invoice is created
For a valid data set Norman needs a minimum of details. If something is missing, Norman still creates the invoice, but as a plain PDF without the embedded data. You cannot tell by looking at it. The test: download the XML file. If that fails, the message names the missing field.
An e-invoice needs:
- A customer assigned to the invoice.
- At least one line, and no line with a negative price. For a credit, use the cancellation invoice.
- Your tax number or your VAT ID in the business details.
- Your VAT ID, as soon as a line carries 19% or 7% VAT. The tax number alone is not enough then.
- For reverse charge, your customer's VAT ID as well. Without it, no e-invoice is created.
Your own details sit in the template settings under the business details. Read Invoice template settings. Your customer's VAT ID is stored on the customer.
Incoming e-invoices
Norman reads the e-invoices you receive. Upload the file under Documents like any other document, or send it to your document inbox. Norman recognises both common formats, ZUGFeRD and XRechnung, and fills in the date, the amount, the VAT and the supplier from the data set instead of from the image.
Since 2025, every business in Germany must be able to receive e-invoices. The deadlines are explained on the e-invoicing page.
Frequently asked questions
Does the e-invoice cost extra? No. It is included in every plan, the Free plan too.
Can I create a plain PDF invoice without the data? No, and you do not need to. A ZUGFeRD invoice is readable for every recipient, including the one who only looks at the PDF.
Is this an XRechnung? Norman creates the e-invoice in the ZUGFeRD format following EN 16931. XRechnung is a German variant of the same standard, mainly required by public authorities. If you invoice public bodies regularly, talk to support about your case first.
As a Kleinunternehmer? Your invoices without VAT get the data set too. The same condition applies: a tax number or a VAT ID must be stored.
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