XRechnung: What Actually Changes for You
XRechnung sounds like a major overhaul – but for GrandTotal users, little changes: E-invoices have been supported since 2017, everything you need is already on board. For context: companies have had to be able to receive E-invoices since January 2025. Sending is still allowed as PDF or paper, transitionally until 2027. Invoices to private individuals (B2C) are not affected anyway. Further exceptions: Small businesses (§ 19 UStG), small amount invoices up to €250, tickets.
What is an XRechnung?
XRechnung is a standardized format for electronic invoices in Germany. It is an XML-based schema that aims to standardize electronic invoice exchange between businesses, public institutions, and administrations. The format was developed to meet the requirements of the EU directive on electronic invoicing in the public sector.
How Does It Work?
XRechnung defines a series of rules and fields that must be included in every invoice. For example, information such as the supplier's name, description of delivered goods or services, price, and tax information must be present in a specific structure. Since it's an XML-based format, computers can more easily read and process these invoices, speeding up the entire process.
Worth knowing: the required fields are essentially the same mandatory details that already have to appear on every paper invoice – just machine-readable as XML instead of as a layout.
XRechnung with GrandTotal L, XL & Classic
Before sending, GrandTotal checks whether all mandatory data is present and lets you add missing values right within the sending process.
UBL or CII?
XRechnung comes in two variants: CII (Cross Industry Invoice) and UBL (Universal Business Language). Both are based on XML data formats and fulfill the legal requirements for electronic invoice exchange in Germany. GrandTotal L, XL & Classic creates both: XRechnung 3.0 and PEPPOL 3.0 as UBL, XRechnung-ZUGFeRD as CII – a PDF with embedded XML –, plus ZUGFeRD 2.1.1 and Factur-X.
Routing ID and references
You enter the Leitweg-ID (BT-10) with the customer or on the individual invoice; the invoice’s value takes precedence. Also provided for are the invoice type (BT-3), contract and purchase order number (BT-12, BT-13), your identifier at the customer (BT-29) and the identifier of attachments (BT-122). If you switch between UBL and CII, the values are kept.
GrandTotal XL & Classic adds the project reference (BT-11), sales order reference (BT-14), tender reference (BT-17) and object identifier (BT-18). You store the delivery location identifier (BT-71) per delivery address with the customer’s contact; which one applies is set by “Delivery To” on the invoice.
Reading received XRechnungen
Received XRechnungen are displayed by GrandTotal L & XL directly – no separate app needed. The documents appear in the overview under Inbound Invoices, with status and tax breakdown; they arrive through the Peppol inbox, from a watched folder or from a mailbox. The post Receiving inbound invoices shows how to set this up.
To check whether a received XRechnung meets the requirements, use the free E-Invoice Validator – right in your browser (XRechnung, ZUGFeRD, PEPPOL BIS 3, EN 16931), no upload.
GrandTotal checks routing ID and mandatory fields before the XRechnung leaves the house, and takes incoming invoices in.