Simplify invoicing with EGroupware’s new app

At the end of the year, EGroupware sends you warm wishes for the future—and is excited to introduce the new e-invoicing app. Read on to find out how the app works, how to configure it, and who can benefit from it.

New E-Invoicing App in EGroupware now available

Just in time for the introduction of mandatory e-invoicing at the turn of the year, EGroupware has developed an invoicing application with which you can create and receive e-invoices.

From January 1, 2025, electronic invoicing (e-invoicing) between companies (B2B) will be mandatory in Germany. E-invoices are invoices that are created, transmitted and received in a defined structured and electronic format. They comply with EU standard EN 16931 and enable automated processing. There are two common procedures:

1. XRechnung: a pure XML format that serves as a standard for public administration.
2. ZUGFeRD: A hybrid model that combines a structured XML file with a readable PDF.

How does the EGroupware e-invoice work? The PDF part of the invoice is based on a placeholder document in which you can arrange your logo and all data as you wish, including the table with the invoice items. The XML part is generated automatically in a standardized format.

In the app configuration, you can define up to three standard sellers and add further contractual partners, such as invoice recipients or end customers, depending on the complexity of your business relationships. These partners can simply be selected from the address book and in the configuration you specify in which user-defined field of the contact, for example, the customer number or the VAT ID are stored. This information is then automatically inserted as soon as the contact is selected as a buyer.

Payment information, service periods and general texts can be easily entered. Items with descriptions, quantities, net prices and tax rates can be listed in the invoice items. VAT and the total price are calculated automatically and displayed as a total. There is also a breakdown according to tax rates.

As long as an invoice is in draft status, all data can be adjusted or test prints can be created. However, if an invoice is in “Calculated” status, it can only be canceled and the data can no longer be changed. A notes field allows you to add remarks to the invoice, such as the date of a payment reminder or reminder.

Import of local invoices: You can currently import e-invoices (structured XML or pdf with XML) into the invoice app via the “Import” button and check them. There are plans to gradually expand the invoice app so that, for example, XML invoices can be displayed and imported directly from the mail app. Additional import interfaces and export options and further reporting are planned.

The full version of the new EGroupware EPL app has been available since this weekend. Feel free to contact us if you need a test version, if you would like us to introduce you to the app for e-invoices or if you have any questions or suggestions.

Merry Christmas and a Successful New Year

As the year comes to a close, we reflect not only on successes but also on global challenges. This makes cooperation, mutual trust and common goals all the more important. As in previous years, our Christmas donation will go to the India aid organization “Nalam”. We are delighted to be able to make a small contribution to the safety, education and health of orphans in Andhra Pradesh.

We wish you and your families a peaceful Christmas season and a successful start to 2025 and look forward to working on exciting projects with you in the new year.

With best regards from Kaiserslautern

The EGroupware team