E-Invoicing Compliance in Germany: What Hospitality organisations need to know 

This mandate is part of Europe's move to tighten tax control, aimed to improve compliance, reduce fraud, and make invoicing easier.  The invoices must meet the European standard (CEN 16931) according to Directive 2014/55/EU and must use specified formats to qualify for VAT deductions, making supplier dealings easier. Here are some other key facts about the new rules: 

• E-Invoices: Standard electronic invoices are required; outdated formats are not allowed.
• Standards & Formats: Use formats like XRechnung, ZUGFeRD 2.0.1, or other approved EN16931 versions.
• Options for Receiving: E-invoices can be received via email or portals, with more standardisation on the way.
• System Integration: Systems must process invoices directly and visual PDFs are not necessary.
• Record Keeping: Keep e-invoices in their original form for checks.
• Amendments: Make corrections within the original e-invoice structure.
• Outsourcing Options: E-invoicing tasks can be outsourced if needed.
• Taxes: From 2027, non-e-invoices won’t qualify for tax deductions unless linked to an e-invoice. 

By January 2027, businesses with revenues over EUR 800,000 must issue e-invoices, and applies to domestic B2B transactions but excludes some cross-border transactions and small invoices below EUR 250. These changes greatly affect the hospitality industry, which has high volumes of transactions.

For the hospitality sector, this step towards modernisation has many benefits like faster and more efficient billing processes. This means quicker payments and reducing costs by getting rid of paper and mailing. Also, e-invoicing improves automation which is vital for handling complex financial tasks in hotels and restaurants. It also gives quick access to invoice data for decision-making.

Hospitality companies not working with FutureLog will need to start checking their ERP systems or invoicing software now to see if their current software provider can handle e-invoices or if they need updates or extra tools.  

At FutureLog, we have already taken the necessary steps to prepare for these emerging regulations. Our goal is to help our clients and hospitality organisations understand and implement the changes needed to meet these new standards. Our unique position allows us to use e-invoicing benefits like faster processing, improved efficiency, and better access to invoice data, optimising business operations while staying compliant.

The invoices of FutureLog’s customers can be received and processed in the following ways: 

• Photo of invoice uploaded via our native mobile app
• PDF invoice received via email
• ZUGFeRD received via email
• X-Rechnung received via email
• EDIFACT
• Custom XML and JSON formats via API or SFTP 

By being proactive, FutureLog is committed to making the most of e-invoicing, improving operations, and addressing changing regulations to benefit our valued clients in the hospitality sector.  

For more detailed information, please check the official e-invoicing guidelines from the Federal Ministery of Finance.