SAP invoice by
Send e-mail – MailCenter

With the MailCenter, you can send invoices directly from SAP –
Automated, safe and cost-saving.

  • Saving of working time, printing and shipping costs
  • Low effort required for configuration
  • Quickly operational due to short implementation time
  • Significant simplifications in invoicing
  • Simple and up-to-date archiving of invoices

Schedule a Live Demo

SAP Mail MailCenter Add On

Send invoices directly from SAP by e-mail

Simple, fast and with a corporate design

With the MailCenter, you can automate the entire process of sending invoices from SAP SD – without detours or middleware. Send HTML e-mails with PDF, PDF/A or ZUGFeRD attachments in the desired layout, including logo, text and corporate design. The solution is quickly implemented, fully logged, and flexibly expandable – even for SAP mixed environments or e-invoice formats.

Your advantages at a glance:

  • Reduces printing, shipping and labor costs
  • Quickly ready to use with minimal configuration effort
  • Send directly from SAP ECC or S/4HANA
  • Supports PDF, ZUGFeRD and XRechnung
  • Legally compliant archiving included

Form with invoice display and ISO conformity check – Munich Enterprise

Portrait of Michael Struck, SAP consultant and expert

Your contact person
Michael Struck

Schedule a demo

Logo of the SAP-certified MailCenter software with integration into RISE with SAP S/4HANA Cloud, presented in a modern design with a stylized letter symbol.

Recommended by SAP customers

We serve customers such as Siemens Healthineers, Dr. Oetker, Augustiner Bräu, Carl Zeiss, Sortimo, thyssenkrupp and many more…

“The fact that we can combine invoices and attachments within one e-mail is a major advantage of the solution for us.”

ddv
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.”

Logo Pneuhage Management GmbH & Co. KG
Pneuhage Management GmbH & Co. KGLuigi Borella, Application Support WWS Team/ Corporate Controlling

“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.”

Logo Hekatron Technik Gmbh
Hekatron Fire ProtectionMarco Müller, IT Project Manager | Hekatron Fire Protection

SAP Mail Success Story - PneuhageSuccess Story

Relationship management by sending invoices.

Pneuhage Group | Read the success story >

References SAP Mail Success Story - DVV Success Story

Advancing digitalization and meeting legal requirements.

DVV | Read the success story >

Companies trust MailCenter

SAP Customer Reference World Map

Facts and figures about the MailCenter software

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Official SAP Certified logo for integration with RISE with SAP S/4HANA Cloud

DEKRA Certificate ISO 9001

Example

sap invoice by e-mail

SAP invoice by e-mail

FAQ – SAP Invoice by Mail

Although we have now arrived in 2020, the majority of invoices are still sent by post. In other areas, a large part of the communication in business is exchanged via e-mail. In Germany alone, according to The BMI, we send more than 30 billion invoices by post each year. Companies have various potential savings from sending electronic invoices. After all, electronic invoices do not only save paper and postage. By sending invoices from SAP, you can replace labour-intensive and error-prone processes.

Invoice formats

  • Unstructured data formats: Invoices in .pdf-, .jpg or .tif format
  • Structured data formats: XML, EDI, XRechnung
  • Hybrid data formats: PDF/A, ZUGFeRD
  • Transmission channels: e-mail, DE-mail, e-mail or web download

PDF/A

PDF/A is a file format that arose from the desire for long-term archiving of digital documents. The format is standardized by the International Organization for Standardization (ISO) as a subset of the Portable Document Format (PDF).

sap mail invoice pdf/a-3

SAP Mail Invoice PDF/A-3

See also = > SAP Adobe Forms

ZUGFeRD initiative

The German Electronic Invoice Forum (FeRD) has developed a uniform, cross-industry format for electronic invoices. This format is used to exchange invoices between companies, authorities and consumers and enables structured data transfer between the invoice issuer and recipient – known as “ZUGFeRD”.

The ZUGFeRD format combines a PDF file with embedded structured invoice data that can be read out and further processed without any additional effort.

The development of this format was carried out by companies from various industries, including automotive, retail, banking, software and the public sector. It complies with international standards and can also be used in European and global invoicing.

It remains to be seen whether ZUGFeRD will prevail on the market in the long term. So far, the format has only existed for invoices, but an extension to other business processes is being discussed. See also = > ZUGFeRD.

E-BILL. Gv. At

E-BILL. Gv. AT is the data transfer procedure for the submission of electronic structured invoices (e-invoices) to public administration or companies in Austria.

For information on this, as well as the topics “SAP billing by e-mail”, “Emails with PDF invoices”, “Creating electronic invoices” and “Send invoices electronically”, please contact us. We are happy to help.

Timeline PDF/A, ZUGFeRD and XInvoice

From 2005: PDF/A-1

PDF/A-1b – Focus on long-term readability and visual reproduction
PDF/A-1a – Extension with structural and semantic properties (based on PDF 1.4)

From 2011: PDF/A-2

PDF/A-2b – (based on PDF 1.7) ensures the correct appearance for long-term archiving
PDF/A-2u – full Unicode image of the text
PDF/A-2a – contains additional structural and semantic information

From 2012: PDF/A-3

Allows the combination of machine-readable XML data and an archive-compatible PDF version within one file, which creates the basis for electronic invoices.

From 2014: ZUGFeRD 1.0

Initiated by the Federal Ministry for Economic Affairs and Energy (BMWi)
Consists of PDF/A-3 with structured XML data as an attachment

From 2018: XRechnung

Introduction of a mandatory format for electronic invoices to public contracting authorities
Contractors had to switch to shipping XRechnungen by November 27, 2020 at the latest

From 2019: ZUGFeRD 2.0

Still in use alongside XRechnung , but with less significance for public procurement
Public authorities primarily rely on the XRechnung standard, which was defined by the IT Planning Council

From 2020: PDF/A-4

PDF/A-4f – Allows file attachments that are not PDF/A compliant
PDF/A-4e – Dedicated to engineering with support for 3D content

From 2023: XRechnung 3.0.1

New version to optimise e-invoicing for public clients in Germany

From 2024: ZUGFeRD 2.3.2

Published on November 13, 2024
Fully compatible with the French e-invoice format Factur-X 1.0.7.2

SAP PDF/A

The following PDF/A versions are supported as of SAP NetWeaver AS for Java 7.5 SP05 (ADS version 1160.2016+):

Supported PDF/A formats
Format Standard
PDF/A-1 ISO 19005-1
PDF/A-1b ISO 19005-1
PDF/A-2b ISO 19005-2
PDF/A-3b ISO 19005-3

You define the desired PDF / A format in the print program. For the “Archive” and “Printing and Archiving” scenarios, it is still possible to activate the PDF/A output via a BAdI (Business Add-in).

Since NW Release 7.50 SP05 offers ADS the ability to convert PDF files to PDF/A or ZUGFeRD PDF/A. The converting PDFs must meet the following requirements:

all non-native Adobe fonts must be ’embedded’
PDF version is 1.3 or higher
PDF is not interactive
PDF is not dynamic
Use the following feature test to verify that the ADS version you are using supports this feature: ABAP class CL_FP_FEATURE_TEST.

With the MailCenter a light exercise. The add-on is seamlessly integrated into the system and can be flexibly adapted to the respective business process. You create, edit and send emails directly in the ERP backend. This solution makes an important contribution to the digitization of your company.

  • Invoices with unstructured, structured and hybrid data formats such as HTML, PDF and PDF/A
  • Multiple contacts per invoice recipient
  • Possibility CC and BCC address
  • Easily and flexibly customize mail titles and text
  • Invoices in corporate design with (mandatory) or standard information
  • If necessary, entire invoice as HTML without PDF attachment
  • The transmission process is transparent and traceable
  • Send from Cockpit Transaction or in Batch
  • Flexbiles Customizing

In addition to the basic topics, there are also questions about the ERP standard. What are the options for mail titles and texts, body, corporate design and (mandatory) standard information with transaction SODIS. This is precisely where the standard has shortcomings. Other problem areas include recipient discovery (only one address), mail processing, file creation, and file attachment management. Companies that use ERP and want to send documents quickly and efficiently will in most cases need an additional IT solution.

When you send invoices to your customers, there are numerous advantages

  • Printing and shipping costs are saved
  • Fast and secure delivery (also abroad)
  • Shortening the period from invoicing to receipt of payment
  • Invoicing processes are significantly simpler
  • Invoice in Corporate Design
  • Easy installation and configuration

Easy to use

  • Simple, user-friendly handling
  • User satisfaction

Easy implementation

  • Short introduction time, modification-free and releaseable
  • No additional hardware or software required

Scope of the solution

The application is available in German and English.
In addition to the provision of the programs, we take over the initial setup.

In any case, the program is easy and quick to implement.
You don’t need any other hardware or software.

Turn your SAP ERP into a digital post office.

Our services

  • Setup & Instruction
  • Installation of SAP component via the Transport Management System
  • Technical implementation in SAP
  • Instruction in the configuration and functions in SAP
  • Accompaniment Test & Production Documentation
  • Service & Support Hotline, Helpdesk and Portal

Implementation – Quick setup of the integration through standardized procedure

The SAP configuration is based on the standardized project roadmap. For this purpose, we determine your requirements at the start of the project with the help of a predefined list of questions. This is followed by the import of the transports and the configuration of the test system.
You will also receive documentation of the technical settings and one regarding the application. Finally, selected key users check the correct setup of the application. At this stage, our consultants will provide you with advice and assistance. During the production start and operation phase, you will receive support from our support.

In addition, our service support ensures the smooth operation of the SAP expansion in your company. In addition, we provide you with regularly updated program versions via our customer portal. For this purpose, you as a customer will have access to the Download area MailCenter. There you will find all documents and documents as well as updates to the program.

Technology

System requirement

Product versions from:

  • EHP2 FOR SAP ERP 6.0
  • SAP ERP 6.0
  • SAP NETWEAVER 7.4

Software component versions from:

  • MESERP | MailCenter | Release 22-08 (08/2022)
  • Also for SAP S/4HANA – from SAP S/4HANA ON-PREMISE 1511

Technical Data

  • Component SAP server with ABAP and ABAP Objects
  • SAP Web Service Infrastructure
  • Suitable for single sign-on scenarios
  • For SAP ERP and S/4 (not suitable for CRM and cloud solutions)
  • No settings required for input in the SCOT

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