The gradual introduction of mandatory e-invoicing from 2025 offers companies the opportunity to gradually digitize their invoicing processes and make them more efficient. However, even if the transition takes place over several years, there are some pitfalls that can cause unnecessary problems. In addition to technical challenges, there are also organizational hurdles and compliance requirements to consider.
In this article, we show you the ten most common mistakes made when introducing e-invoicing and present proven best practices that will help you successfully master your transition to e-invoicing. Whether you are just starting out or are already in the middle of the process, these tips will help you avoid typical pitfalls and take full advantage of the benefits of e-invoicing.
The 10 most common mistakes
- when introducing the e-bill
- Waiting too long to make the switch
The introduction of e-invoicing can be time-consuming, especially if processes are manually documented or outdated. Timely preparation gives you the leeway to overcome potential challenges and allows you to implement best practices step by step. - Not updating the SAP system in time
Many companies overlook the fact that their current system version may not meet the requirements of the e-invoicing obligation. Take the opportunity to update your system and benefit from modern functionalities such as XRechnung and ZUGFeRD as part of the e-invoice rollout. - Missing or incorrect invoice data
One of the most common mistakes when introducing e-invoicing concerns the mandatory information on invoices. Use best practices by implementing validation tools, checking the data before sending and ensuring that your invoices meet compliance requirements. - Maintain manual invoice processing
Manual processes are error-prone and time-consuming - they contradict the efficiency goals of mandatory e-invoicing. In order to successfully introduce e-invoicing, companies should focus on the end-to-end digitalization and automation of their invoicing processes. For many, this means adapting existing processes and setting up a digital infrastructure so that all invoices can be created and processed completely digitally. This is the only way to efficiently meet the requirements of the e-invoicing obligation and achieve long-term efficiency gains. - Use insecure interfaces
Secure data transfer is essential when introducing e-invoicing, especially when communicating with public clients. Use best practices such as Peppol to ensure secure transmission and minimize compliance risks. - Neglect archiving
Audit-proof archiving is a central component of e-invoice implementation and is often underestimated. Observe the legal requirements for long-term archiving and use proven archiving solutions to ensure you have access to your invoice data at all times. - No clear responsibility in the team
The changeover to e-billing requires clear responsibilities within the company to ensure a smooth implementation. Different roles take on specific tasks and ensure that all requirements are met:
Project manager
Ensures that the project stays on time and within budget.Specialist department
The users who ultimately work with the finished product.
Key users
Specialist users with a comprehensive understanding of e-billing in SAP who act as contact persons for the specialist department.
MM/FI/SD consultants
Configure the necessary SAP settings, test them and carry out acceptance.
ABAP programmers
Develop customer-specific adaptations if the standard SAP functions are not sufficient.
SAP Basis Team
Responsible for the stable operation of the SAP system, including memory and processor utilization as well as network security.
Integration Engineer
Knows the entire process from e-invoicing and its requirements to technical implementation and ensures correct IDoc representation.
Clearly defining these responsibilities helps to avoid misunderstandings and ensures that all necessary tasks are implemented efficiently and without delays.
Tax Technologist
Link between tax/legal requirements and implementation in SAP, with in-depth expertise in legal and technical aspects. - Insufficient process monitoring
Even after the introduction of e-invoicing, regular process monitoring is important. Use monitoring tools to ensure that potential errors are identified and rectified immediately - an essential aspect for sustainable best practices in digital invoice processing. - Lack of communication with partners
Another best practice in the introduction of e-billing is early communication with partners. Make sure that suppliers and business partners are prepared for the new infrastructure to ensure smooth invoicing processes. - No long-term plan for process optimization
The introduction of e-invoicing is often the first step towards comprehensive process digitization. Develop a long-term plan and evaluate best practices for the use of technologies such as AI that can sustainably optimize your invoicing processes and secure competitive advantages.
Use the introduction of e-billing as a springboard for your digitalization
The switch to e-invoicing not only offers companies compliance with legal requirements, but also the opportunity to sustainably improve processes and secure competitive advantages. Avoid typical pitfalls and rely on best practices to make your invoice processing future-proof and efficient.
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