Companies receive many e-invoices via email and want to verify their accuracy. In some countries, e-invoice validation is even required by law. The new feature from Connect to Mail automatically checks incoming e-invoices against applicable format standards and business rules.
Contents
- What the new feature does
- A feature with great value - at no extra cost
- E-invoice validation in Connect to Mail and the DocuWare E-Invoicing Service
- Get started right away!
What the new feature does
Let’s say an e-invoice arrives in a mailbox monitored by Connect to Mail/General Email. Considering the e-invoice format, this could be an XRechnung (XML) or a ZUGFeRD invoice (XML with an embedded PDF), for example. DocuWare automatically validates these immediately in the background, while archiving continues at the normal pace. Each document is filed as usual, regardless of the validation result.
The validation result is made available in three ways:
- Annotation: An optional color-coded annotation directly on the document shows the result at a glance – Valid, Valid with warnings, or invalid.
- Validation report: A complete validation report is stored with the document and can be opened and downloaded directly in the DocuWare Viewer via the new "Show validation report" button.
- Index fields: Validation results can be written to index fields, making them searchable and usable for organizing invoices.
The validation function supports the following e-invoice formats, all of which are based on the European e-invoice standard EN 16931: XRechnung, Peppol BIS 3.0, ZUGFeRD, and Factur-X.
A feature with great value - at no extra cost
The validation feature is included at no additional cost in all DocuWare Cloud packages. For locally installed systems, it is part of the Connect to Mail license starting with DocuWare version 7.13.
Therefore, there is no need to purchase a separate license and there is no per-transaction billing. The feature is simply enabled by checking a box in the Connect to Mail (General Email) configuration.
E-invoice validation in Connect to Mail and the DocuWare E-Invoicing Service
The new feature works in tandem with the DocuWare E-Invoicing Service, though it is not a replacement for it. Instead, the validation feature addresses a specific scenario: validating e-invoices received via email and processed through Connect to Mail.
The DocuWare E-Invoicing Service is the future-proof solution for companies that require the complete e-invoicing cycle, including sending and receiving via networks such as Peppol, regulatory reporting, validation of a wide variety of international formats, and legally compliant archiving.
It prepares you not only for the exchange of status updates, but also for upcoming real-time electronic sales tax reporting (e-reporting). Plus, it is continuously adapted to changes in local legal requirements.
Get started right away!
The validation feature in Connect to Mail is now available for DocuWare Cloud. For on-premises installations, the feature is available for DocuWare versions 7.13 and 7.14 via hotfixes, which are accessible in the Support Portal under Setups, Updates & Hotfixes.
For more information, see Validating e-invoices in Connect to Mail.