Invoices and e-invoices
Create invoices—from accepted quote to cleared payment
One traceable workflow for quotes, invoices, ZUGFeRD, XRechnung, delivery, corrections and bank reconciliation.
Motorica connects customer data, quotes, invoices, delivery and incoming payments in one workflow. Carry an accepted quote forward without retyping it, verify the invoice data and create PDF, ZUGFeRD or XRechnung according to the recipient’s requirements.
The complete invoice workflow at a glance
The invoice overview shows drafts, open, overdue and paid items. Customer data, documents and payment status remain linked.
- Enter customer data once
- Keep quote, invoice and payment in one process
- See open items and the next action
Continue an accepted quote directly
Convert an accepted quote into an invoice. Customer, address, line items, quantities and prices carry over; review the service date and any changes before issue.
- Avoid duplicate entry
- Review line items before issue
- Explore the quote workflow
Check mandatory details before issuing
German VAT law requires details including the full names and addresses, tax number or VAT ID, issue date, unique sequential number, service description, supply date and tax amounts. Special cases require additional wording.
- Keep company and recipient data complete
- Show net, tax and gross amounts clearly
- Have the tax treatment reviewed when uncertain
ZUGFeRD and XRechnung from the same data
ZUGFeRD combines a readable PDF/A‑3 with embedded structured XML. XRechnung is a structured XML invoice. Motorica creates both from the maintained data; public-sector orders remain subject to the recipient’s rules.
- Create ZUGFeRD in the EN 16931 (COMFORT) profile
- Create XRechnung as CII XML
- Use a Leitweg-ID only when the recipient requires it
Logo, stationery and document template
Configure logos and document backgrounds separately for quotes and invoices. Preview long, realistic data before sending the first document.
- Keep the company identity consistent
- Do not cover mandatory details with artwork
- Test templates with long names and addresses
Preview, PDF and email delivery
Check recipient, totals, service date and payment terms in the preview. Then generate the required files and send them from the workflow; the delivery history remains visible.
- Choose PDF and structured data for the recipient
- Review subject and message
- Never send demo data to a real recipient
Correct errors traceably
Do not silently overwrite an invoice that was already sent. Motorica preserves the original and supports cancellation plus a new or corrected document. Where e-invoicing is mandatory, the correction must also meet the format rules and refer unambiguously to the original.
- Reference the incorrect invoice clearly
- Document cancellation and reissue
- Observe retention and recipient requirements
Match incoming payments to open invoices
Bank reconciliation suggests transactions for open invoices. Review clear matches; partial payments and ambiguous cases remain visible.
- Filter open and overdue invoices
- Do not mark partial payments as fully paid
- See bank reconciliation in detail
Continue with EÜR, UStVA, ELSTER and DATEV
Invoices, cancellations, payments and receipts feed tax reports. Motorica supports EÜR and UStVA data plus ELSTER validation and submission when prerequisites are met. DATEV payroll data can be exported as LODAS/CSV; general accounting transfer depends on the process and direct DATEV transfer is not generally enabled.
- Review tax data before ELSTER submission
- Align exports with the tax adviser and target system
- Learn about DATEV data export
Prepare setup and migration carefully
Enter company, tax and bank data, number ranges, payment terms and templates. Test the entire flow with a test quote before sending a real invoice. Migrations are agreed by format and scope.
- Test long names and the multilingual UI
- Do not assume a universal instant import
- View all Motorica features
Binding rules and primary sources
This guide explains product workflows and links to primary sources. It is not legal or tax advice. Review special cases, retention and recipient requirements with qualified advisers.
Related topics
Explore the next part of the invoice workflow
Open the topic that matches your next task.
FAQ
Frequently asked questions about invoices and e-invoices
Is a normal PDF an e-invoice?
No. Since 1 January 2025, a simple PDF is classed as another invoice under German VAT rules because it lacks structured data for automatic processing. A compliant ZUGFeRD file can qualify through its XML.
Which transition periods apply in 2026?
Domestic businesses have generally had to receive e-invoices since 2025. Other invoice formats remain possible through 2026; businesses with prior-year turnover up to €800,000 generally have until the end of 2027. Exceptions and B2G rules need separate review.
Does Motorica create ZUGFeRD and XRechnung?
Yes. Motorica creates ZUGFeRD as an EN 16931 (COMFORT) hybrid PDF and XRechnung as structured CII XML. Complete company data and recipient requirements remain prerequisites.
Do I always need a Leitweg-ID in B2B?
No. A Leitweg-ID is typically relevant to B2G invoices and is used in B2B only if the recipient requests it.
Can I convert a quote directly into an invoice?
Yes. Customer, address, line items, quantities and prices carry over from an accepted quote. Review the service date, tax treatment and changes before issue.
How do I correct a sent invoice?
Do not overwrite it. Create a correction that clearly references the original, or cancel and reissue. Mandatory e-invoices must also be corrected in the required form.
Does Motorica detect paid invoices?
Motorica suggests matching bank transactions for open invoices. Clear matches can be reviewed, while partial and ambiguous payments remain visible for manual resolution.
Which ELSTER and DATEV functions are available?
EÜR and UStVA data can be prepared, validated with ERIC and submitted through ELSTER when prerequisites are met. DATEV payroll data is exportable as LODAS/CSV; general accounting transfer is limited and direct DATEV transfer is not generally enabled.
Take every invoice through to payment
Start with professional invoices—from an accepted quote through ZUGFeRD or XRechnung to a verified incoming payment. MIRA also helps you understand incoming documents.
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