Source: BUS Sachsen-Anhalt (Linie6Plus)

Transmit invoices electronically via e-invoice platforms

Description

If your company provides services to contracting authorities, you must submit your invoices electronically via the e-invoice receipt platforms. This applies to invoices to the following contracting authorities:

All entities of the direct federal administration
bodies of the indirect federal administration
grant recipients (bodies outside the federal administration that receive services from the federal government, for example some museums) and
cooperating federal states: Berlin, Brandenburg, Thuringia, Mecklenburg-Western Pomerania and Saxony (as of June 2021)

You can use the following transmission channels for submitting the electronic invoice:

Web capture,
upload,
e-mail and
Peppol

Your invoices are automatically checked for formal correctness and completeness. They are then made available to the public invoice recipient using the routing ID (authority-specific addressing). You receive the routing ID from your client; it must be specified in the electronic invoice.
You can view the status of your electronic invoice at any time via your access account. In order for you to be able to submit your invoices electronically, they must meet certain requirements:

be machine-readable and
be in a structured electronic format (PDF or image file is not sufficient).

As of 11/27/2020, you are required to submit your invoices electronically if you provide federal government services.
The only exceptions to this are invoices that

are issued after the fulfilment of a direct order up to an amount of EUR 1,000 net,
invoices requiring secrecy, foreign service matters, other procurements abroad, or
to be issued in proceedings of the Organleihe against restraints of competition.

Please note that as an invoicing party you must archive electronic invoices digitally and in an audit-proof manner for 10 years.
The obligation to accept and process e-invoices came into force for the federal states on 18.04.2020 (if necessary, beforehand in accordance with the respective e-invoice ordinance at state level).

Prerequisites

They provide services for
- Facilities of the Federal Administration,
- grant recipients or
- cooperating federal states
The electronic invoice must be in a structured electronic format (XML) that enables automatic and electronic processing (PDF document or image file are not sufficient).
The invoice must meet the following requirements:
- CEN Standard "Electronic Invoicing
- Requirements of the federal e-invoicing ordinance and
- Requirements of the respective terms of use of the invoice receipt platform used.
Invoice senders must register for invoicing with the respective e-invoice receipt platform.

Required documents

Documents supporting the invoice

Fees (costs)

- basically free of charge
- but: If you commission a service provider with the transmission of invoices, costs may be incurred for this service provider under certain circumstances.

Deadlines

The invoice deadlines agreed with your client apply.

Processing time

The receipt, formal verification and provision of an electronic invoice for the addressed authority usually takes a few seconds.
The processing and technical verification depend on the invoice recipient.

Legal remedy

There are no legal remedies.

Applications / Forms

Forms: none

Online procedure possible: yes

Written form required: yes

Personal appearance required: no

Zentrale Rechnungseingangsplattform (ZRE) der Behörden der unmittelbaren Bundesverwaltung
Onlinezugangsgesetzkonforme Rechnungseingangsplattform (OZG-RE) der Behörden der mittelbaren Bundesverwaltung und kooperierender Bundesländer
Deutsche Bahn
Sozialversicherung für Landwirtschaft, Forsten und Gartenbau (SVLFG)
Techniker Krankenkasse (TK)
Stiftung Bundeskanzler-Adenauer-Haus
DFS (Deutsche Flugsicherung)
Remark: E-Mail an: RG-Eingang_X-RG@dfs.de
Helmholtz-Zentrum für Infektionsforschung GmbH
DEG - Deutsche Investitions- und Entwicklungsgesellschaft mbH
Gemeinsamer Portalverbund für Berufsgenossenschaften und Unfallversicherungen
Remark: 1. DGUV Deutsche Gesetzliche Unfallversicherung 2. BG RCI Berufsgenossenschaft Rohstoffe und chemische Industrie 3. BGHM Berufsgenossenschaft Holz und Metall 4. BG ETEM Berufsgenossenschaft Energie Textil Elektro Medienerzeugnisse 5. BG BAU Berufsgenossenschaft der Bauwirtschaft 6. BGN Berufsgenossenschaft Nahrungsmittel und Gastgewerbe 7. BGHW Berufsgenossenschaft Handel und Warenlogistik 8. BG Verkehr Berufsgenossenschaft Verkehrswirtschaft Post-Logistik Telekommunikation 9. VBG Verwaltungs-Berufsgenossenschaft 10. BGW Berufsgenossenschaft für Gesundheitsdienst und Wohlfahrtspflege 11. UVB Unfallversicherung Bund und Bahn 12. KSK Künstlersozialkasse 13. UK Bremen Unfallkasse Freie Hansestadt Bremen 14. UK NRW Unfallkasse Nordrhein-Westfalen 15. UKH Unfallkasse Hessen 16. UK BERLIN Unfallkasse Berlin 17. UKBB Unfallkasse Brandenburg 18. UKT Unfallkasse Thüringen 19. KUVB Kommunale Unfallversicherung Bayern 20. BAYERLUK Bayerische Landesunfallkasse 21. HFUK Nord Hanseatische Feuerwehrunfallkasse Nord 22. FUK Mitte Feuerwehr-Unfallkasse Mitte 23. FUK Brandenburg Feuerwehr-Unfallkasse Brandenburg
GIZ- Gesellschaft für internationale Zusammenarbeit
KBV Kassenärztliche Bundesvereinigung

Procedure

You can send your e-bills

send them by e-mail,
upload them directly,
create them manually via web entry or
send them via Peppol.

Peppol eDelivery Network is a European transport network for the exchange of documents with public administration (Pan-European Public Procurement OnLine). In any case, you must first register with the respective e-invoice receipt platform.

For invoices to authorities of the direct federal administration, you can use the Central Invoice Receipt Platform (ZRE).
For invoices to authorities of the indirect federal administration and cooperating federal states, the Online Invoice Receipting Platform (OZG-RE) is available.

When registering, you must enter the following data:

First and last name
Password
E-mail address

If you wish to submit your invoices via the e-invoice receipt platforms:

Access the link of the respective e-bill receipt platform.
Register and log in.
Use the user management to select a transmission channel for your e-bills that is best for you.
Always enter the routing ID that you have received from your ordering party.
Your invoice is automatically checked for formal correctness and completeness by the respective e-invoice receipt platform.
Your checked electronic invoice is then made available to the invoice recipient using the routing ID assigned to him.
Your invoice is considered delivered to the invoice recipient when it is received by the respective e-invoice receipt platform.

The following formats are acceptable for invoice supporting attachments:

PDF documents
Images (PNG, JPG, JPEG)
Text files (CSV)
Excel table documents (XLSX)
OpenDocument table documents (ODS)
XML when using the extension

If you create your invoice manually using the e-invoice receipt platforms, you may attach a maximum of 200 invoice supporting attachments (total maximum 15 MB).

Further information

One standard for electronic invoicing is the XInvoice standard. The standard was published by the Coordination Office for IT Standards (KoSIT). Furthermore, KoSIT coordinates the further development of XRechnung with the involvement of experts from the federal, state and local governments. XRechnung is a concretisation ("Core Invoice Usage Specification", in short: "CIUS") of the European standard for electronic invoicing and does not compete with the European standard.