Electronic invoicing to Haufe Group

We only accept invoices in PDF format (as long as you as the sender are entitled to do so in accordance with the statutory transitional periods) or in all formats approved in accordance with CEN standard EN 16931 (e.g. ZUGFeRD, XML).

1. Only one invoice file in one of the above-mentioned formats (PDF, XML, ZUGFeRD ...) may be sent to us for each invoice. However, an e-mail may contain several invoice files. Our system recognizes each invoice file in an email as a separate invoice. Multi-page invoices, for example with attachments, must be combined in a single file.
2. Please do not send any additional PDF files with e-invoices in the e-mail. Invoices must not be resent in PDF format following an invoice request from a supplier.
3. All invoice-relevant information, such as discount or rebate agreements, must be included in the digital invoice. They are mandatory components of the invoice and may therefore not be included in the email.
4. The e-mail address rechnungseingang@haufe-lexware.com is a technical invoice inbox that automatically processes PDF invoices in our company. It is not processed manually. Therefore, please do not include any additional information or correspondence when sending PDF invoices.

If you have any queries or require additional information, you can contact your known contact person at the Haufe Group directly by e-mail or telephone.

For reminders or inquiries, please use the following Postfach:
‍lieferantenmahnungen@haufe-lexware.com

Every incoming e-bill is checked automatically. The check always takes place on the basis of the transmitted electronic data. This means that the underlying structured data set is checked for a ZUGFeRD invoice and the XML data for an XRechnung.

The check is carried out in accordance with the rules provided by the Coordination Office for IT Standards (KoSIT), which ensure the general conformity of the e-invoice.‍

If you already have a PEPPOL Access Point, you can reach the Haufe Group companies via Traffiqx. The receipt of invoices and credit notes is supported.

To address the respective company, please use the company-specific PEPPOL ID.

To the Peppol ID list

If you are already a customer of a Traffiqx provider and also send receipts, you can use the usual functions to add the respective Haufe Group company as a business partner.

To address the respective company, please use the company-specific Traffiqx ID.

To the Traffiqx ID list

The introduction of mandatory e-invoicing will take place gradually:

• For the public sector (B2G), e-invoicing has already been mandatory since 2020.
• For business-to-business (B2B) transactions, the legal obligation has been in force since January 1, 2025.
• From July 1, 2027, companies with a turnover of more than 800,000 million euros in the previous year will be required to send invoices.

In principle, all companies are obliged to issue e-invoices if they:

• Invoices to other companies (B2B) or
• Issue invoices to public clients (B2G).

Exceptions:

• Invoices for small amounts (less than 250 euros)
• Certain special cases and small businesses
• Invoices to private customers (B2C)
• Different rules may also apply to cross-border business relationships.

An e-invoice must:

• be created and transmitted in a recognized electronic format (EN 16931)
  be transmitted,
• contain all legally prescribed mandatory information in accordance with §14 UStG in the data record, i.e. in particular the complete invoice number, tax number and VAT identification number, date of performance, net and gross amounts and the VAT amount shown,
• be machine-readable - pure image files or simple PDF documents are not sufficient.

We recommend the following initial steps to prepare your company optimally for e-invoicing.

• Check whether your accounting software or ERP system can create and receive e-invoices in a compliant manner.
• Coordinate with your IT department and your tax advisor at an early stage.
• Consider introducing a specialized e-invoicing tool.
• Train your employees in handling e-invoices.

We would like to point out that we can only process electronic invoices that comply with the EN 16931 standard.

In the notification you received from us, you will find information as to why the electronic invoice could not be processed. Please correct the relevant details and resubmit the invoice. If you require support, please contact the system provider you used to generate the e-invoice.

As we process a large number of invoices every day, we ask for your understanding that we are unable to carry out individual checks or provide detailed feedback on individual rejections.