---
title: "Receiving and Properly Archiving E-Invoices"
description: "How to organize the receipt and archiving of e-invoices: set up a mailbox, secure the original, store in compliance with GoBD – step by step."
type: "wissen"
product: "documents"
slug: "e-rechnung-empfangen-archivieren"
language: "en"
source_id: "wissen/e-rechnung-empfangen-archivieren"
published: "2026-06-10"
status: "publish"
faq_json:
  - q: "How do I receive e-invoices correctly?"
    a: "An email mailbox is sufficient for receipt. A dedicated address is useful only if you communicate it to suppliers and link it to your filing system."
  - q: "Do I have to keep the XML original?"
    a: "Yes. With e-invoices, the structured dataset is the original. It must remain unchanged throughout the entire retention period – a printout is not sufficient."
  - q: "Can I delete the email once the attachment is saved?"
    a: "If the invoice itself is completely and unchanged archived, the email usually serves only as a transport medium. If the email contains content relevant to the invoice or business, it should also be retained."
  - q: "How long must e-invoices be retained?"
    a: "E-invoices are accounting records and are subject to statutory retention periods. The relevant periods are those set out in the German Tax Code and Commercial Code."
  - q: "What does immutable archiving mean?"
    a: "The structured part of the e-invoice remains intact in its original form and can be presented in a traceable manner throughout the retention period."
---

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](https://www.webrichtung.de/en/modules/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](/en/knowledge/import-documents-via-email.html) 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](/en/knowledge/gobd-konforme-archivierung.html).

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