Is a standard PDF invoice an e-invoice?
No. A standard PDF does not contain structured invoice data and therefore does not qualify as an e-invoice for German VAT purposes. ZUGFeRD, by contrast, combines a readable PDF with embedded XML data.
Invoices and e-invoices
Create invoices—from quote to payment
Create quotes, turn accepted quotes into invoices without re-entering data, and generate ZUGFeRD or XRechnung from the same records. Sending, unpaid invoices, payments and corrections stay connected.
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Which invoicing software connects quotes, e-invoices and payments? Motorica brings customers, quotes, invoices, ZUGFeRD, XRechnung, sending, unpaid invoices, bank transaction reconciliation and formal payment demands into one connected workflow. Enter the customer once, turn an accepted quote into an invoice and track it through payment reconciliation.
Motorica is more than a stand-alone invoice generator. The workflow starts with the customer and quote and continues through payment reconciliation. This guide covers required invoice details, e-invoices, sending, corrections and tax data preparation.
Which invoicing software covers the entire workflow?
Motorica connects steps that stand-alone invoice generators keep separate. Customer details, the quote, invoice, sending and payment all remain part of the same workflow. Unpaid and overdue invoices can then be followed up using the same records.
- Enter customer details once and reuse them for quotes and invoices
- Carry an accepted quote forward with its line items, quantities and prices
- Generate a PDF, ZUGFeRD or XRechnung invoice from the maintained records
- Send the document and keep track of unpaid invoices
- Match incoming payments or issue a formal payment demand when an invoice is overdue
Can I turn an accepted quote directly into an invoice?
Yes. Open the accepted quote and continue it as an invoice. Customer and address details, line items, quantities and prices are carried across; you can make any necessary changes before issuing the invoice.
- Carry the customer and billing address over from the quote
- Keep the agreed line items, quantities and prices
- Check the service date and any changes before issuing the invoice
- Avoid entering the entire workflow a second time
- Keep a traceable link to the original quote
What details does a complete invoice need?
Motorica structures the information required for an invoice. Your business or tax adviser must check which tax treatment and notices apply in each individual case.
- Full names and addresses for the business and customer
- Tax number or VAT ID and a unique invoice number
- Invoice date and service or delivery date
- A clear description of the product or service with net, tax and gross amounts
- Payment terms, bank details and any required tax notices
ZUGFeRD or XRechnung: Motorica creates both formats
ZUGFeRD combines a readable PDF invoice with embedded structured XML data. XRechnung mainly consists of structured XML data and is particularly relevant for public-sector customers. Motorica generates both formats directly from the invoice records you maintain.
- ZUGFeRD: readable PDF invoice with embedded machine-readable XML data
- XRechnung 3.0 in CII format as a structured XML file
- Include the Leitweg-ID and other recipient requirements when invoicing public-sector bodies
- Send the PDF and XRechnung XML together by email
- Businesses in Germany have had to receive e-invoices since 2025; transitional rules for issuing them run to the end of 2026 or, for eligible businesses, 2027
Can I use my company logo and letterhead on invoices?
Yes. You can tailor the document to your business and check it before sending. The invoice number, amounts, required details and payment information must remain clearly legible.
- Use your company logo on quotes and invoices
- Upload your own document backgrounds
- Set separate designs for quotes and invoices
- Choose an existing template and check it in the preview
- Check that every required detail is legible before the first invoice is sent
How do I send or correct an invoice?
Motorica generates PDFs and e-invoice data and sends them by email, while the email history remains visible in the workflow. An incorrect invoice that has already been sent is not simply overwritten: it is cancelled and replaced with a new or corrected document.
- Generate a PDF and structured XRechnung XML directly
- Send the invoice by email and check the email history
- Cancel an incorrect invoice with a clear audit trail
- Create a corrected or new invoice from the same workflow
- Retain the original documents for traceability
How can I tell whether an invoice has been paid?
Unpaid invoices remain visible until the incoming payment has been matched. Motorica reconciles bank transactions with invoices, recognises clear matches and lets you review partial payments or uncertain cases.
- Track unpaid and overdue invoices by status
- Match the relevant bank transaction to an invoice
- Recognise and verify clear matches automatically
- Keep partial payments and uncertain matches open for review
- Base a payment reminder or formal payment demand on the current payment status
What happens to the invoice data after payment?
Motorica calculates and structures data for the German income-surplus statement (EÜR) and advance VAT return (UStVA). EÜR data can be prepared and validated as ELSTER XML, while UStVA can be exported as XML. UStVA and EÜR data can be validated with ERIC and submitted via ELSTER, and direct transfer of documents to DATEV is not currently available. Export and review workflows remain available.
- Bring invoices, cancellations, payments and accounting documents together for the EÜR
- Calculate and review EÜR data and prepare it as data or ELSTER XML
- Calculate UStVA and export XML; validate and submit UStVA and EÜR via ELSTER (ERIC)
- Export DATEV CSV and LODAS files for further processing
- Prepare data and documents for the tax adviser’s workflow
Is Motorica right for my business?
Motorica is designed for founders, self-employed people and small businesses that do not want to spread their office work across several applications. The multilingual interface is also useful for individuals and teams, regardless of their background or first language.
- Founders, self-employed professionals, freelancers and small businesses
- Trades, cleaning companies and other service businesses
- Businesses with employees, appointments or recurring field-service jobs
- Businesses that want to connect quotes, invoices, banking and office work
- Use the interface in twelve languages for each user
How do I get started or migrate from other software?
Set up the essentials and test the entire workflow before sending the first real invoice. Existing customer records, product and service line items, and invoice data can be migrated by arrangement. Availability depends on the source system and export format; there is no universal automated import for every third-party system.
- Enter company, tax and bank details
- Set the number range, payment terms and tax configuration
- Add your logo, templates and document backgrounds
- Turn a test quote into a test invoice and check the output
- Agree the migration format and scope; view all features
FAQ
Frequently asked questions about invoicing software
Can Motorica create ZUGFeRD invoices?
Yes. Motorica creates ZUGFeRD invoices directly from your invoice records. The file contains a readable PDF invoice and embedded structured XML data for automated processing.
Can Motorica create XRechnung invoices?
Yes. Motorica can generate XRechnung as a structured XML file. The current generator uses XRechnung 3.0 in CII format. Invoices to public-sector bodies may also require recipient details such as a Leitweg-ID.
When should I use ZUGFeRD, and when XRechnung?
Use ZUGFeRD when the recipient needs a readable PDF invoice and machine-readable data in a single file. XRechnung is a structured XML invoice and is widely used by public-sector customers. The recipient’s requirements determine which format you need.
Can I turn a quote directly into an invoice?
Yes. Customer and address details, line items, quantities and prices are carried over from the accepted quote. You can review any changes before issuing the invoice without entering the workflow again.
Can I use my own logo and letterhead?
Yes. You can set up a company logo, custom document backgrounds and existing templates for quotes and invoices. Before sending, use the preview to check that all required details are clearly legible.
How do I correct an invoice that has already been sent?
Do not overwrite the document that was sent. Cancel the incorrect invoice with a clear audit trail, then create a new or corrected invoice. The original document is retained.
Can Motorica tell whether an invoice has been paid?
Yes. Motorica reconciles matching bank transactions with unpaid invoices and can recognise clear matches. Partial payments and uncertain cases remain visible for review. A payment reminder or formal payment demand can then be based on the current payment status.
Can I migrate existing customer and invoice data?
Yes. By arrangement, customer records, product and service line items, and invoice data can be migrated from suitable export files. What can be transferred depends on the source system and the available export format.
Can I use Motorica in another language?
Yes. The Motorica interface is available in twelve languages and can be set for each user. The language used on an invoice document is controlled separately.
Which ELSTER and DATEV features are currently available?
Motorica calculates EÜR and UStVA data and provides exports for further processing. EÜR data can be prepared and validated as ELSTER XML; validate and submit UStVA and EÜR via ELSTER (ERIC). DATEV CSV and LODAS exports are available, while direct transfer of documents to DATEV is not currently available.
Does every B2B invoice have to be issued as an e-invoice in 2026?
No. Businesses in Germany have had to be able to receive e-invoices since 2025. Transitional rules for issuing them allow other invoice formats until the end of 2026. For issuers whose previous-year turnover does not exceed €800,000, the transition generally runs until the end of 2027. B2C invoices and invoices to public-sector bodies are subject to separate considerations.
From quote to invoice without re-entering data
Create quotes, invoices, ZUGFeRD and XRechnung in Motorica, then keep track of unpaid invoices and incoming payments after sending.