Receiving and Properly Archiving E-Invoices

You receive e-invoices correctly through a dedicated email mailbox – and you archive them by keeping the structured dataset unchanged throughout the statutory retention period. The key principle: with an e-invoice, the XML is the original. A printout or PDF copy does not replace it.

Step 1: Organize receipt cleanly

Legally, an email mailbox is sufficient for receipt. To prevent chaos, a clear structure helps:

• One dedicated address for incoming invoices only (e.g., invoice@your-company.com)
• Communicate to all suppliers so invoices don’t end up scattered across personal mailboxes
• Clarify responsibility: Who checks incoming items, who approves them?

Step 2: From mailbox automatically into filing

Manual attachment saving is the most error-prone step. Instead, connect your invoice mailbox directly to your document filing system: webRichtung documents automatically imports incoming attachments and manages document intake for you. You can upload existing files or process them in batches. The article Importing documents by email shows how this works in detail.

Step 3: Store the original immutably

E-invoices are accounting records and are generally required to be retained for eight years for VAT purposes. Two requirements are central:

1. Immutability: The structured dataset must remain as it was received.
2. Findability: You must be able to produce invoices within a reasonable timeframe during an audit.

documents supports this workflow with filing, email import, and archive search. You integrate the actual retention into your documented business processes; clarify special cases or longer periods with your tax advisor.

Step 4: Find instead of search

Archiving is only half the job – you want to find invoices again when your tax advisor asks. AI analysis unlocks incoming documents, and archive search keeps your files accessible. This turns your filing system from a collection of files into a reliable knowledge store.

Checklist for getting started

• Dedicated invoice mailbox set up and communicated to suppliers
• Mailbox connected to your document filing system (automatic attachment import)
• Responsibility for review and approval clarified
• Archiving set up with the retention period applicable to your case
• Test run completed: successfully found one received e-invoice again

If you can check off all five points, your incoming setup is ready for e-invoices – the rest is ongoing operation.

Common mistake: saving only the PDF

With ZUGFeRD invoices, many people see only the PDF and forget that the embedded XML is the decisive part. Always save the original file as received – not a converted or printed version. You’ll find an overview of the basic rules under GoBD-compliant archiving.

This article provides general information and does not replace legal or tax advice.