Mandatory E-Invoicing for Freight Forwarders: Important Information & Webcast

The introduction of mandatory e-invoicing in Germany marks a significant shift for the entire logistics industry. Freight forwarders and logistics companies are facing new regulatory requirements and must adapt their existing systems accordingly. Those who act early can not only ensure compliance, but also automate processes, reduce costs, and gain a competitive edge.

The transition to e-invoicing affects nearly all B2B business relationships in Germany—including complex supply chains, international billing processes, and high invoice volumes typical of the logistics sector. Learn what to consider when implementing e-invoicing and how to ensure legally compliant integration within your TMS. To support this transition, XTRAS forward thinking is offering a free webcast on June 3 and June 10, 2026. More details are provided below.

E-Invoicing in Germany: The New Business Standard

From 2025 onwards, e-invoicing will become the new standard in the German B2B sector. Traditional invoice formats—such as PDFs sent via email—will gradually be replaced by structured, machine-readable formats. For companies, this represents not just a regulatory change, but a major opportunity to streamline and automate invoicing processes.

Companies in the transport and logistics industry in particular—handling large volumes of invoices, credit notes, and international transactions—stand to benefit significantly from increased efficiency and process optimization.

What Is an E-Invoice?

An e-invoice is a structured, machine-readable invoice format that can be processed automatically by software systems. Simple PDFs or image files do not qualify as e-invoices.

In practical terms, this means:

No more standalone PDF invoices
No manual data entry

Instead: structured data (e.g., XML files) that can be processed automatically

The German Federal Ministry of Finance defines an e-invoice as an electronic dataset designed for structured processing.

Which Electronic Invoice Formats Are Available?

Several standards are already established in Germany:

XRechnung – primarily used in the public sector, increasingly relevant for B2B
ZUGFeRD – a hybrid format combining a PDF with embedded XML data
Peppol BIS Billing – widely used in European cross-border transactions

Official information is available via the German e-invoicing platform: https://e-rechnung-bund.de/

Why E-Invoicing Is Being Introduced

The rollout of e-invoicing is part of a broader transformation:

Digitalization of business processes
Standardization of invoicing across Europe

Improved transparency and tax compliance

The legal framework in Germany includes Section 14 of the VAT Act (UStG) and the European standard EN 16931.

Key Deadlines for B2B E-Invoicing:

The transition will take place in stages:

From January 1, 2025: All companies must be able to receive e-invoices
Until December 31, 2026: Transitional phase—PDF and paper invoices still permitted (with recipient consent)
From January 1, 2027: Large companies (annual turnover above €800,000) must issue e-invoices
From January 1, 2028: Mandatory e-invoicing for all B2B transactions

While there is sufficient time to adapt, the direction is clear.

What Changes Will The E-invoicing Requirement Necessitate?

Freight forwarders must adapt not only invoice formats, but their entire invoicing workflow:

Generate invoices in structured formats
Ensure systems can process structured data
Digitize invoice receipt and archiving
Eliminate manual steps wherever possible

In the long term, this leads to faster processes, fewer errors, and better integration between accounting, ERP, and tax systems.

ViDA: The European Perspective

Beyond Germany, the EU is advancing e-invoicing through the ViDA (VAT in the Digital Age) initiative. Its goals include:

Harmonized digital invoicing standards across Europe
Increased automation of VAT processes
Future real-time digital reporting requirements

E-invoicing is therefore not just a national obligation, but part of a wider European transformation.

What Should Freight Forwarders Do Now?

To successfully implement e-invoicing, logistics companies should:

Conduct an early analysis of existing processes
Select a TMS solution capable of generating, receiving, and archiving compliant e-invoices
Launch pilot projects
Train employees
Involve business partners and customers

Free Webcast: E-Invoicing for Freight Forwarders

E-invoicing is coming—are your processes ready?

To support companies in this transition, XTRAS forward thinking is offering a free, practice-oriented webcast tailored specifically to freight forwarders and logistics companies.

What You Will Learn:

A clear overview of legal requirements and deadlines (2025–2027)
Fundamentals of XRechnung, ZUGFeRD, and EN 16931
How to integrate e-invoicing into your TMS in a legally compliant way
A live demonstration of order entry and e-invoice creation in the all-in-one TMS Xfreight

Secure your spot now and prepare your business for the future of e-invoicing.