Scan, Sign & AI Chat
Mobile App
The mobile app pairs with your account via QR code and brings scanner, signature, chat and documents to your phone.
DownloadGuidesPDF · EN20 pages
Practical Guide E-Invoicing
Invoices arriving as XML? From now on, readable and checked. This guide shows how PaperOffice recognizes every e-invoice, displays it as an invoice, checks it against the core rules of EN 16931 and takes over its fields for your accounting.
The file is available in English and German; you download the version in the language of this page. Free, no registration.
Trusted by leading companies worldwide
OEM PARTNERSHIP
Hardware giants choose PaperOffice exclusively.
Sole official DMS partner for QNAP: Classic app, AI BYOS.
MoreISO/IEC 27001
CERTIFIED
SOC 2 Type 2
IN PREPARATION
Sole official DMS partner for ASUSTOR: Classic app, AI BYOS.
MoreWhat's inside
- Four suppliers, four formats
- What applies since 2025
- The process at a glance
- A Workspace for invoices
- In the app: bring in invoices
- Read XML as an invoice
- What PaperOffice checks
- Valid or invalid
- The protocol for your query
- The fields come from the XML
- The same invoice as XML and PDF
- File and pass on
- What teams ask at the start
- Try it yourself in 30 minutes
- Film and more on the topic
- Your e-invoice inbox in five days
- Checklist and start
Who it is for
Accounting: You record and check incoming invoices and prepare payments. Finance management: You are responsible for e-invoices being received, checked and retained. IT: You connect mailboxes and scanners and pass the data on to accounting and the ERP.
Key facts
- 20 pages, with a test package to try it yourself in 30 minutes
- Invoices belong in their own Workspace with AI-DMS. PaperOffice recognizes XRechnung (UBL and CII) and ZUGFeRD automatically, also as an email attachment.
- The XRechnung appears as an invoice with seller, buyer, line items, and totals. The original XML is preserved.
- Every e-invoice is checked against 20 core rules of EN 16931. The result appears as“E-invoice valid” or“E-invoice invalid” in the list, the protocol in the“Audit” tab.
- Number, dates, amounts and supplier come straight from the XML and are protected from being overwritten by the AI.
- If the same invoice arrives again as a PDF, PaperOffice reports a possible duplicate, across the whole account.
Questions and answers
Frequently asked questions about this download
Do we need a special mailbox to receive them?
An email inbox is enough for receiving. PaperOffice fetches the messages via a connector and checks every attachment.
Which formats does PaperOffice recognize?
XRechnung as UBL and CII, UBL credit notes, and ZUGFeRD and Factur-X as a PDF with embedded XML. The AI reads other invoices.
What happens to an invalid e-invoice?
It stays in the Workspace and carries the badge“E-invoice invalid”. The protocol shows which rule failed. Your team requests a corrected invoice.
Need personalized advice?
Our experts are happy to help you choose the right solution.
Request consultation
