E-invoice (XRechnung) for invoices and credit notes

For every issued invoice, credit note and deposit/partial invoice, Univents now automatically creates an e-invoice in the XRechnung format (an XML file following the European EN 16931 standard) in addition to the familiar PDF. This article shows you where to find it, how to attach it to customer emails automatically, and what to do when Univents points out missing details.

What is an e-invoice?

An e-invoice isn't a PDF — it's a structured, machine-readable data file (XML). Accounting software can read it automatically, without anyone typing amounts by hand. In Germany, businesses have had to be able to receive e-invoices from other businesses since January 1, 2025; the obligation to issue e-invoices phases in from January 1, 2027 (for businesses with prior-year revenue above €800,000) and January 1, 2028 (for all B2B business). Univents creates the file for every document regardless — whether and when you pass it on to customers is up to you. This isn't tax advice; talk to your tax advisor about your specific obligations.

Which documents get an e-invoice?

• Invoices — including deposit and partial invoices.
• Credit notes.
• Quotes and delivery notes don't get an e-invoice — the XRechnung standard has no equivalent for them.
• Purely domestic Swiss sales (your business AND the customer both based in Switzerland) don't get one either — Switzerland uses the QR-Rechnung, not an EN 16931 format. If either side is based outside Switzerland — in any country — an e-invoice is created as normal.

Invoices and credit notes issued before this feature existed get an e-invoice too: Univents creates it the first time you download it.

Downloading the e-invoice

In the document (back office): Open the issued invoice or credit note in the document editor. Next to the PDF area you'll find the link Download e-invoice as XML.

In the customer portal: Your customers find the button E-invoice as XML next to Download PDF on the invoice or credit note detail page in the customer portal (EventHub).

Attaching the e-invoice to customer emails

By default, Univents does not automatically attach the e-invoice to the customer email — the file is always available for download in the document and the customer portal regardless. To have it sent automatically:

1. Open Settings → Finance Documents.
2. Turn on the toggle Attach e-invoice to customer emails.

From then on, the XML file goes out as a second attachment alongside the PDF every time you send an invoice or credit note.

When details are missing: “E-invoice incomplete”

An e-invoice needs a few mandatory details that a plain PDF doesn't strictly require — for example your VAT ID or tax number, or the customer's full address. If one is missing, the invoice is still issued and sent as normal — issuing is never blocked. Instead, the document shows a note below the download link, E-invoice incomplete, listing what's missing.

Depending on what's missing, add the detail in one of these two places:

• Your own details (VAT ID, tax number, address, IBAN) — under Settings → Company.
• The customer's address — in the customer's contact record under Contacts.

Adding the detail afterwards doesn't retroactively update the note on that document — download the e-invoice again once the detail has been added.

Buyer reference and Leitweg-ID

Every e-invoice carries a buyer reference. For invoices to public authorities this is the Leitweg-ID the authority issued to you — without it the public-sector invoicing portal rejects the invoice. Enter it on the contact under Buyer reference / Leitweg-ID.

For business customers you can use the same field for a purchase order or customer reference the customer wants to see on the invoice. If you leave it empty, Univents fills in the document number automatically, which is acceptable for business-to-business invoices.

FAQ

Do I have to attach the e-invoice to every invoice? No. The file is always generated and downloadable, but it only goes out automatically with the customer email if you turn on the toggle under Settings → Finance Documents. Without it, customers still get the PDF by email as usual — they can download the e-invoice themselves from the customer portal if they need it.

Do quotes and delivery notes get an e-invoice too? No, the XRechnung standard has no equivalent for them. Only invoices (including deposit/partial invoices) and credit notes get one.

I'm based in Switzerland — do I get an e-invoice too? Only if your customer isn't also based in Switzerland. Univents only suppresses the XRechnung for purely domestic Swiss sales — both sides in Switzerland — because the QR-Rechnung is the standard there. If you sell to customers outside Switzerland, in any country, you get an e-invoice as usual.

What does “E-invoice incomplete” mean? A mandatory detail is missing for the e-invoice — for example your VAT ID/tax number or the customer's address. The list in the note names exactly what's missing. This doesn't affect issuing or sending the invoice — only the e-invoice itself stays incomplete until the detail is added.

I have an older invoice — will it get an e-invoice too? Yes. Open the document and click the download link — Univents creates the e-invoice the first time you request it.

Where do I add my VAT ID or tax number? Under Settings → Company, in the tax information section. See Managing Company Details for details.