MailCenter is expanding SAP S/4HANA and SAP ECC to include e-invoicing (XRechnung, ZUGFeRD).
Outgoing documents are created directly from SAP documents and are sent in accordance with the rules. We read invoices in the receipt in a structured way, check mandatory fields and validate against the scheme. The system clearly writes hits, deviations and status into the log. On request, we can connect PEPPOL, with routing and identification verification. Everything runs in SAP, without media disruption and without an add-on. In this way, you can implement the 2025–2027 targets in a predictable manner and reduce manual steps!
Highlights
Outgoing: Generating and sending e-invoices from SAP
Operation: Monitoring. Simple alerts. Clarified roles and representations.
Optional: PEPPOL – Shipping and receiving. Routing and ID check possible.
Efficient and direct in SAP with MailCenter
SAP e-invoicing – Companies must be able to send, receive and process electronic invoices. These must comply with the European standard EN 16931. Transitional periods apply in 2025 and 2026, in certain cases until 31.12.2027. Receipts for public clients are subject to their own requirements.
MailCenter supports you in the implementation in SAP ECC and SAP S/4HANA. E-invoices are created, checked, sent and received directly in the system. This means that you are legally on the safe side and technically well prepared.
Our add-on makes your processes fit for e-invoicing. Today and in the future. It makes processes automatic, reduces sources of error and saves time.
More than 200 companies rely on our solutions. These include customers such as Dr. Oetker, Augustiner Bräu, Carl Zeiss, Siemens Healthineers, Sortimo, thyssenkrupp and many more….
★★★★★
XRechnung and ZUGFeRD – “With the MailCenter, we are advancing digitization in our company.”
Wolfgang Scheffler, SAP Senior Consultant Logistics/Accounting (Project Management) | Duisburger Versorgungs- und Verkehrsgesellschaft mbH
Success Story
Since 2020, the Pneuhage Group has been using XRechnung for public clients.
“The fact that we can combine invoices and attachments within one e-mail is a major advantage of the solution for us.”
Duisburger Versorgungs- und Verkehrsgesellschaft mbHWolfgang Scheffler | SAP Senior Consultant (Project Management)
“Thanks to the dialog options, the MailCenter simultaneously ensures optimized accounts receivable management and clean, always up-to-date master data in our accounting.”
“We are also fulfilling a wish of many customers who want a format that can be processed automatically. ” They want to read the data directly into their systems. This is only possible to a limited extent with normal PDF files, as the data always has to be typed manually from there.”
Hekatron Fire ProtectionMarco Müller, IT Project Manager | Hekatron Fire Protection
Companies trust MailCenter
How to receive and send e-invoices in SAP
With the MailCenter add-on, you can send and receive electronic invoices directly from SAP. We use three examples to show how easy it is to do this in practice.
Preparation: As part of the preparation, partners and texts for MailCenter processing are set up. Obtaining the data: The data is collected and processed from the SAP system. Due to the fact that the customer systems are not customized in the same way, it may be necessary to adapt the sources. Customizing: When the E-Invoicing component is delivered, a template with corresponding data mapping for the individual formats is installed. In this case, it may be necessary to adapt to your own circumstances. For example, the provision of additional, individual content. Activation: Activation of SAP e-invoice for Sales and Accounts Receivable (application). Optional validation: In order to be able to guarantee the acceptance of the e-invoice by the recipient from a technical point of view, the validation of the documents created is necessary. Validators are provided by the relevant standardization bodies of e-invoicing formats. During operation, they carry out a large number of broad checks on the generated files. Finally, a flawless result is a must for e-invoicing.
Creating XRechnung in SAP
Receipts must be transmitted to authorities in a structured manner and without media discontinuity.
Solution with MailCenter: The MailCenter add-on generates XRechnungen in the EU-wide XML UBL format. It should be noted that the federal government and some federal states require the use of the Leitweg ID when sending electronic receipts.
View MailCenter XRechnung and ZUGFeRD invoices in dispatch
This is what an XRechnung looks like in SAP (XML file)
Contains all the information required by law
Compatible with government portals
Your advantage: Outgoing invoices will be smoother and more automatic. No manual rework is necessary and always traceable.
Using ZUGFeRD in SAP
ZUGFeRD Format 2.0 corresponds to the Factur-X format, which is known internationally under this name.
This is what a ZUGfeRD document looks like in SAP
Solution with MailCenter: For this type of electronic invoice, a PDF A/3 file is generated in addition to the XML CII file. Expansion through freely customizable fields and free text – directly in SAP, without external tools or extra programs. Create SAP ZUGFeRD Invoice: Hybrid format (PDF + XML) contains all additional fields from the project and is fully integrated into the SAP system.
Individual layouts and additional fields
Flexible customizing directly in SAP
No third-party lock-in
Your advantage: A high degree of flexibility with simple processes, clear data and smart adaptation.
Processing Invoice Receipt in SAP
Receiving e-invoices poses particular hurdles for SAP users. Especially if they are in XML format. This is technically clear, but hardly readable for humans. Manual testing or processing is therefore time-consuming and error-prone, which makes efficient digital processes necessary.
Solution in SAP with MailCenter: The MailCenter conveniently handles the receipt, display, and processing of e-invoices directly in SAP. Clearly structured, automated and without manually opening technical XML files.
E-invoices received in SAP
Reading and processing structured data
Automatic determination of supplier, amounts and purchase order reference
Clean, intuitive user interface
SAP solution for the obligation to e-invoice from 2025
Your advantage: E-invoices are automatically recognized, clearly displayed and processed directly in the SAP process.
Experience our solution live: See for yourself how easy the SAP add-on works. Discover all the features in a live demo and ask your questions directly to our team.
An e-invoice is a structured, digitally readable invoice. It is usually in XML format according to EN 16931. It enables automatic and safe processing without manual intervention. More details about e-invoicing
Directive 2014/55/EU:
In everyday life, “e-invoice” often simply means an invoice that comes by e-mail. This can be found, for example, in the appendix, as an image or in a data format. The EU Directive 2014/55/EU of 16 April 2014 specifies how electronic invoices should be created and used in the public sector.
When is e-invoicing mandatory?
From 01.01.2025, the obligation to receive electronic invoices will apply. The obligation to ship has transitional periods until the end of 2026. In some cases, until 31.12.2027. All deadlines for e-invoicing
What is the difference between e-invoice, XRechnung and ZUGFeRD?
The main formats are:
XRechnung: XML standard for Germany. Use: B2G (mandatory for public contracting authorities *).
ZUGFeRD: PDF/A-3 with embedded XML. Application: B2B and B2G. Features: Readable by humans and machines.
PEPPOL: European network for the secure exchange of documents. Application: International, especially in EU procurement. Features: Shipping via certified access points
* Public contracting authorities
The introduction of e-invoicing (e-invoicing germany) began with XRechnung. Authorities are obliged to receive and process receipts in this format. Here are a few well-known examples:
Federation: Federal ministries and their lower authorities (e.g. police, customs, BZSt, BSI, BAMF)
Länder: State ministries, universities, state offices (e.g. LfSt, LZB)
Municipalities: Cities, municipalities, districts and municipal companies
Deutsche Bahn AG: Public bodies within the meaning of the GWB, high costs
Bundeswehr: Procurement of equipment, IT and infrastructure
Procurement Office of the Federal Ministry of the Interior: Central procurement office of the federal government (e.g. for IT, vehicles, equipment)
You can find more information about the individual formats here: XRechnung / ZUGFeRD
What is Peppol?
The PEPPOL network (Pan-European Public Procurement Online) enables the secure and legally compliant exchange of electronic invoices in Europe. While sending by e-mail is still allowed in Germany, many countries use PEPPOL as a fixed standard. This applies above all to the public sector.
Documents can be sent directly and automatically from SAP via a certified PEPPOL access point, such as the one offered by the MailCenter. This makes PEPPOL the perfect solution for companies with global partners or public clients.
ViDA stands for “VAT in the Digital Age” and is an EU initiative to update the VAT system. The aim is to adapt the active regulations to the requirements of the digital age.
The core of ViDA is the obligation to introduce electronic invoicing. This is to be done in a digital, standard format as well as a digital reporting system for transactions in real time. It is also called so-called Continuous Transaction Controls (CTC). These measures are intended to reduce tax fraud, simplify processes and increase transparency in trade.
For companies, ViDA means that they will have to digitize their invoicing and reporting processes more in the future. Anyone who already works with e-invoices is well prepared for this. Our solution supports you in implementing the new requirements and ensures secure, smart processing directly in SAP.
Why the MailCenter Add-On as a solution for e-invoicing with SAP?
Advantages:
Digital processes of invoicing
Easy to use
Rapid roll-out without additional hardware
Meets the EN 16931 standard for B2B and B2G
Why munich enterprise software? We have more than 15 years of experience. With our SAP MailCenter and the integrated extensions for e-invoicing, you are well prepared for the digitization of your invoicing processes. You benefit from our expertise and solutions that work immediately in practice.
Features – Shipping:
Creation of XRechnung and ZUGFeRD invoices directly in SAP
Display and control in the MailCenter Cockpit
Shipping to customers and authorities
Smart archiving
Functions – Reception & Processing:
Automatic capture of incoming e-invoices
Testing and Validation Service
Forwarding to release
Archiving in the SAP system
Optional automatic booking
Automated posting: Incoming invoices can be posted. If you use workflows in a DMS system (e.g. ELO), we will integrate our solution in this way. You don’t need any additional workflows in other systems. This preserves your processes and expands them efficiently.
Supported versions:
Our MailCenter add-on supports all current ZUGFeRD and XRechnung versions with the latest editions (as of July 2025):
ZUGFeRD 2.3.3 (compatible with Factur-X 1.07.3 for France)
XRechnung 3.0.2
Through constant maintenance and further development, our customers always stay up to date with the latest technology. This means that you are always legally compliant, tried and tested and future-proof.
What does this SAP add-on include?
Software:
The software is available in German, English and French.
We provide the programs via our portal and take care of the initial setup.
Available for outgoing and incoming invoices.
Easy and quick to implement.
No additional hardware or software (e.g. SAP DRC, SAP Business Technology Platform) required.
Performances:
Installation via the Transport Management System
Technical Settings in SAP
Configure the application according to the needs of your users
Instruction, handover and support
Technical documentation
User documentation
Support hotline, helpdesk and customer portal
In addition to technical implementation, we offer practical business solutions, individual service options and sound advice. This gives you a solution that fits perfectly with your processes and is ready to go. We accompany you from the setup to the ongoing operation.
Your SAP System - Requirements and Implementation
SAP system versions:
SAP ECC 6.0 from Enhancement Package 2 (EHP2)
SAP S/4HANA (On-Premise from version 1511 and Private Cloud Edition)
SAP NetWeaver version 7.0 or higher (especially EHP2 for NetWeaver 7.0)
Components:
MailCenter version 32.010 or higher (Release 11/2020)
ZUGFeRD Integration:
SAP Product Version from NetWeaver 7.31 SP26
Adobe Document Services (ADS) from NW750 SP5
Introduction: 1. Procedure:
The setup is based on our project roadmap. This way, the introduction is fast and your time and resources are conserved. The result of this process is a quick go-live with a clear plan.
2. Identify needs:
An already defined list of questions helps us to determine your needs. This allows us to configure our solution for you and ensure optimal adaptation to your processes.
3. Technical implementation:
Importing the transports into your SAP test system
Implementation of all necessary setups
Provision of complete documentation of technical settings and functions
4. Training & Test Phase:
After setup, your users will receive targeted training. During the test and go-live phase, we actively accompany you and support you with all questions.
Operation & Support:
Constant updates and expansion
Access to our customer portal with documentation, documents and patches
XRechnung and ZUGFeRD – “With the MailCenter, we are advancing digitization in our company.”
