{"id":215164,"date":"2025-05-07T15:16:02","date_gmt":"2025-05-07T13:16:02","guid":{"rendered":"https:\/\/easy-software.com\/?post_type=glossar&#038;p=215164"},"modified":"2025-07-14T15:20:43","modified_gmt":"2025-07-14T13:20:43","slug":"supplier-invoice","status":"publish","type":"glossar","link":"http:\/\/easy-software.com\/en\/glossary\/supplier-invoice\/","title":{"rendered":"Supplier Invoice"},"content":{"rendered":"<div class=\"gb-container gb-container-bff3e728\">\n<div class=\"gb-container gb-container-21f239a0\">\n<div class=\"gb-grid-wrapper gb-grid-wrapper-21d3b66e\">\n<div class=\"gb-grid-column gb-grid-column-8f04805b\"><div class=\"gb-container gb-container-8f04805b\">\n\n<p><strong>Supplier invoices<\/strong> are suitable for invoicing, sending and receiving, as well as invoice processing in the B2B context. Such supplier invoices have important characteristics, especially in the context of the legal e-invoicing obligation from 2025 in Germany.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-5daa93c7 gb-headline-text gb-headline-medium\">What is a supplier invoice?<\/h2>\n\n\n\n<p>As soon as <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">company A<\/mark> orders goods or services from <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">company B<\/mark>, a process, a transaction, is created. This process is represented by the supplier invoice: it proves and documents the purchase of products\/services by company A from company B.<\/p>\n\n\n\n<p>Depending on the perspective, the supplier invoice can be understood as either an accounts payable or accounts receivable invoice:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Accounts Payable Invoice:<\/mark><\/strong> From the perspective of <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">company A<\/mark>, which <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">orders<\/mark> the goods or services and has liabilities towards Company B (creditor).<\/li>\n\n\n\n<li><strong><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Accounts Receivable Invoice<\/mark>:<\/strong> From the perspective of <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">company B<\/mark>, which <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">supplies<\/mark> the goods or services and has claims against Company A (<a href=\"https:\/\/easy-software.com\/en\/glossary\/debtor\/\">debtor<\/a>).<\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-ffa3e76e gb-headline-text gb-headline-medium\">What mandatory information must a supplier invoice contain?<\/h2>\n\n\n\n<p><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">The following information must be included in supplier invoices in Germany:<\/mark><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Name and address of the invoice issuer and recipient<\/li>\n\n\n\n<li>Invoice date<\/li>\n\n\n\n<li>Invoice number<\/li>\n\n\n\n<li>Service or delivery period<\/li>\n\n\n\n<li>Descriptions and quantities of goods or scope of services provided<\/li>\n\n\n\n<li>Net and gross amount<\/li>\n\n\n\n<li>VAT rate<\/li>\n\n\n\n<li>Tax number or VAT identification number<\/li>\n\n\n\n<li>Bank details of the invoice issuer<\/li>\n\n\n\n<li>Invoice issuer is the same as the payment recipient<\/li>\n<\/ul>\n\n\n\n<p>Based on mandatory information, you can verify the incoming invoice in the B2B context. The<mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\"> verification is<\/mark> done in <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">your own interest<\/mark>.<\/p>\n\n\n\n<p>Especially when the supplier invoice is an e-invoice, both verification and processing are particularly efficient due to the characteristics of structured e-invoice formats.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-1abde6ab gb-headline-text gb-headline-medium\">In what format must a supplier invoice be presented?<\/h2>\n\n\n\n<p>As a <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">structured e-invoice<\/mark> in one of the e-invoice formats commonly used in Germany:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>XRechnung:<\/strong> An e-invoice format tested since 2018, which is sent as pure XML.<\/li>\n\n\n\n<li><strong>ZUGFeRD:<\/strong> A proven format since 2015, which combines a PDF with embedded XML.<\/li>\n<\/ol>\n\n\n\n<p>Both formats fundamentally comply with the e-invoicing obligation of 2025. Which one you choose to use is up to you.<\/p>\n\n\n\n<h2 class=\"gb-headline gb-headline-9dc73ffa gb-headline-text gb-headline-medium\">How should supplier invoices be stored?<\/h2>\n\n\n\n<p>Like other business documents, supplier invoices must be stored in a tamper-proof manner. This is a topic in itself. Nevertheless, here are the key points at a glance:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Electronic invoices should be archived in a traceable and unalterable manner.<\/li>\n\n\n\n<li>The retention period for supplier invoices is <mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">8 years<\/mark>.<\/li>\n\n\n\n<li><mark style=\"background-color:rgba(0, 0, 0, 0)\" class=\"has-inline-color has-marker-text-color\">Under no circumstances should you print these invoices for storage!<\/mark><\/li>\n<\/ul>\n\n\n\n<h2 class=\"gb-headline gb-headline-693a86d3 gb-headline-text gb-headline-medium\">Conclusion<\/h2>\n\n\n\n<p>Supplier e-invoices ensure smooth payment transactions in B2B interactions. You can find software products that support you seamlessly <a href=\"http:\/\/Supplier e-invoices ensure smooth payment transactions in B2B interactions. You can find software products that support you seamlessly on the easy pages.\">on the easy pages<\/a>.<\/p>\n\n\n\n<div style=\"height:78px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h2 class=\"gb-headline gb-headline-213ffa1c gb-headline-text gb-headline-medium\">FAQ on Supplier Invoices<\/h2>\n\n\n<div class=\"gb-container gb-container-1be7b817 gb-accordion\" data-accordion-multiple-open>\n<div class=\"gb-container gb-container-950a0758 gb-accordion__item gb-accordion__item-open\" data-transition=\"slide\">\n<div class=\"gb-container gb-container-041e55d8 gb-accordion__toggle gb-block-is-current\" id=\"gb-accordion-toggle-041e55d8\" role=\"button\" tabindex=\"0\">\n\n<h3 class=\"gb-headline gb-headline-df6d8a2f gb-headline-x-small\">How should supplier invoices be booked?<\/h3>\n\n<\/div>\n\n<div id=\"gb-accordion-content-fa4de532\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-fa4de532\">\n\n<p>For incoming invoices, the booking is usually done following a two-step process:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Verification of mandatory elements:<\/strong> First, all required information on the invoice is checked.<\/li>\n\n\n\n<li><strong>Verification of mathematical and factual accuracy:<\/strong> Next, the invoice is checked for correct calculations and content consistency.<\/li>\n<\/ol>\n\n\n\n<p>Only after successful <a href=\"https:\/\/easy-software.com\/en\/newsroom\/the-most-important-requirements-for-verifying-invoices-correctly-including-a-checklist\/\">verification can the supplier invoice<\/a> be submitted as a booking proposal to the ERP\/FiBu system.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-5f80bc50 gb-accordion__item\" data-transition=\"slide\">\n<div class=\"gb-container gb-container-5eac59d8 gb-accordion__toggle\" id=\"gb-accordion-toggle-5eac59d8\" role=\"button\" tabindex=\"0\">\n\n<h3 class=\"gb-headline gb-headline-960f94ed gb-headline-x-small\">When should supplier invoices be paid?<\/h3>\n\n<\/div>\n\n<div id=\"gb-accordion-content-6c2b8ff8\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-6c2b8ff8\">\n\n<p>Payment terms in the B2B context include payment deadlines. The following deadlines have become established in Germany:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>30 days net<\/li>\n\n\n\n<li>60 days net<\/li>\n\n\n\n<li>90 days net<\/li>\n<\/ul>\n\n\n\n<p>These deadlines indicate the number of days until the payment is due.<\/p>\n\n\n\n<p><strong>Attention<\/strong>: B2B transactions are more complex, generally have higher transaction values, and are individually negotiated between suppliers and recipients. A careful look is worthwhile, as many suppliers offer discounts for early payment, e.g., 2 percent for payment within 30 days. There is potential for savings here.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n<div class=\"gb-container gb-container-480937f1 gb-accordion__item\" data-transition=\"slide\">\n<div class=\"gb-container gb-container-631081bd gb-accordion__toggle\" id=\"gb-accordion-toggle-631081bd\" role=\"button\" tabindex=\"0\">\n\n<h3 class=\"gb-headline gb-headline-dd3ba0c9 gb-headline-x-small\">How do I manage supplier invoices efficiently?<\/h3>\n\n<\/div>\n\n<div id=\"gb-accordion-content-3f7fe8ba\" class=\"gb-accordion__content\"><div class=\"gb-container gb-container-3f7fe8ba\">\n\n<p>Smooth financial management regarding supplier invoices can be achieved through various methods and tools. Here are some proven approaches:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Digital Tools:<\/strong> The use of software solutions for <a href=\"https:\/\/easy-software.com\/en\/accounts-payable\/\">invoice management<\/a> significantly simplifies the process. Tools like SAP, Oracle, or specialized software for incoming invoice management offer functions for automatic capture, processing, and archiving of invoices. These tools help minimize errors and keep track of everything.<\/li>\n\n\n\n<li><strong>Automation:<\/strong> Automated <a href=\"https:\/\/easy-software.com\/en\/workflow-management-system\/\">workflows<\/a> speed up the incoming invoice process through automatic approval processes and payment reminders. This reduces manual effort and the risk of delays.<\/li>\n\n\n\n<li><strong>Good Communication with Suppliers:<\/strong> Clear agreements on payment terms and deadlines, as well as quick resolution of discrepancies, contribute to smooth collaboration. A s<a href=\"https:\/\/easy-software.com\/en\/newsroom\/only-supplier-portals-ensure-efficient-supplier-management\/\">upplier portal<\/a> is extremely helpful in this regard.<\/li>\n<\/ul>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n\n\n<div style=\"height:78px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n<div class=\"gb-grid-wrapper gb-grid-wrapper-5f82ae83\">\n<div class=\"gb-grid-column gb-grid-column-2916d779\"><div class=\"gb-container gb-container-2916d779 product-col\" data-sal =\"fade\" data-sal-easing=\"easeInOutSine\"><a class=\"gb-container-link\" href=\"https:\/\/easy-software.com\/en\/easy-archive\/\" aria-label=\"Produkt easy archive\"><\/a>\n<div class=\"gb-container gb-container-875c0171\">\n\n<h2 class=\"gb-headline gb-headline-e95cfbbc gb-headline-text gb-headline-marked-headline\"><span>easy<mark style=\"background-color:var(--easy-white)\" class=\"has-inline-color has-easy-blue-color\">archive<\/mark><\/span><\/h2>\n\n<\/div>\n\n<div class=\"gb-container gb-container-852a5b1e\"><\/div>\n\n<div class=\"gb-container gb-container-d3cd68aa\">\n\n<p class=\"has-easy-white-color has-text-color\">Archive data securely and compliant.<\/p>\n\n\n\n<span class=\"gb-button gb-button-7e027f88 gb-button-text-btn\"><span class=\"gb-button-text\">discover easy archive<\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xml:space=\"preserve\" viewBox=\"0 0 48 48\">  <path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path><\/svg><\/span><\/span>\n\n<\/div>\n<\/div><\/div>\n\n<div class=\"gb-grid-column gb-grid-column-1f2fac37\"><div class=\"gb-container gb-container-1f2fac37 product-col\" data-sal =\"fade\" data-sal-easing=\"easeInOutSine\"><a class=\"gb-container-link\" href=\"https:\/\/easy-software.com\/en\/easy-invoice\/\" aria-label=\"Produkt easy invoice\"><\/a>\n<div class=\"gb-container gb-container-0633cccb\">\n\n<h2 class=\"gb-headline gb-headline-d99cc43b gb-headline-text gb-headline-marked-headline\"><span>easy<\/span><mark style=\"background-color:var(--easy-white)\" class=\"has-inline-color has-easy-cyan-color\"><span>invoice<\/span><\/mark><\/h2>\n\n<\/div>\n\n<div class=\"gb-container gb-container-89a53721\"><\/div>\n\n<div class=\"gb-container gb-container-05b55192\">\n\n<p class=\"has-easy-white-color has-text-color\">Digitally verify and approve invoices.<\/p>\n\n\n\n<span class=\"gb-button gb-button-393bc245 gb-button-text-btn\"><span class=\"gb-button-text\">discover easy invoice <\/span><span class=\"gb-icon\"><svg xmlns=\"http:\/\/www.w3.org\/2000\/svg\" xml:space=\"preserve\" viewBox=\"0 0 48 48\">  <path d=\"m29.95 39.1-3.25-3.2 9.6-9.65h-33V21.7h33l-9.6-9.65 3.25-3.2L45.05 24Z\"><\/path><\/svg><\/span><\/span>\n\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>In the Business-to-Business (B2B) segment, the supplier invoice is a central pivot in the exchange of invoices between companies. Learn more about these invoices now.<\/p>\n","protected":false},"author":64,"featured_media":0,"parent":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-215164","glossar","type-glossar","status-publish","format-standard","hentry","no-featured-image-padding"],"acf":[],"_links":{"self":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/215164","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar"}],"about":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/types\/glossar"}],"author":[{"embeddable":true,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/users\/64"}],"version-history":[{"count":0,"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/glossar\/215164\/revisions"}],"wp:attachment":[{"href":"https:\/\/easy-software.com\/en\/wp-json\/wp\/v2\/media?parent=215164"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}