SAP invoice by e-mail

This is how simple the electronic billing has become

Send SAP invoice by e-mail – this significantly simplifies your processes. You reduce your costs, delivery is faster than by post and you get your money faster. You save time and costs as opposed to sending invoices by post. The cost of printing is eliminated. Would you like to deliver invoices electronically? With the MailCenter, we have the right software for SAP invoice shipping by e-mail.

Did you know? … 54 of all customers would prefer an electronic invoice

Here you will find information about our solution as well as a brief summary on various aspects related to billing and electronic invoice. If you have any questions, please contact us. We look forward to seeing you.

Our offer


  1. Processes in invoicing are significantly simplified
  2. Invoice in Corporate Design
  3. Easily and flexibly customize mail titles and texts
  4. 100 user-oriented solution


▶ Initial situation

▶ Motivation

▶ Functions

▶ Digital Signature

▶ E-invoice – EU Directive 204/55/EU

▶ Invoice formats PDF, PDF/A, XRechnung, ZUGFeRD

SAP invoice by e-mail

Send SAP invoice by e-mail

Initial situation – Why send invoices electronically?

Although we have now arrived in 2019 and a large part of the communication in the business is exchanged via e-mail, the majority of invoices are still sent by post. According to the BMI, more than 30 billion invoices are sent by post every year in Germany. For companies, the sending of electronic invoices offers various savings potentials. 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.


Motivation for the invoice by e-mail

When you send invoices to your customers, there are many advantages:


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

This 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.

Functions – Send SAP Billing by E-mail

  • Multiple contacts per invoice recipient
  • Possibility CC and Bcc address
  • Easily and flexibly customize mail titles and text
  • Invoices in corporate design with (mandatory) standard information
  • If necessary, complete 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 of course also questions about the ERP standard with mail titles and texts, body, corporate design and (mandatory) standard information with transaction SODIS. This is exactly where the standard has shortcomings, as well as with recipient discovery (only one address), mail processing, design and the management of file attachments. Companies that use ERP and want to send documents quickly and efficiently will in most cases need an additional IT solution.

  • MailCenter
  • SAP Mail MailCenter product box
  • Outlook Integration
  • SAP Outlook SAP product box
  • Archiving
  • SAP Mail archiving product box
  • SMS from SAP
  • SAP SMS

Electronic invoice or e-invoice

Mountain ifitism according to Directive 204/55

In language usage, e-mail with attachments as well as purely pictorial representations as well as exclusively structured data formats are referred to as e-bills. European Directive 204/55/EU of 16 April 2014 describes the framework conditions for electronic invoicing (e-invoicing) for public contracts. The Directive defines the concept of electronic invoices in Paragraph 4a as follows: ‘An invoice shall be electronic when it is issued, transmitted and received in a structured electronic format, the format is automatic and electronic. processing of the invoice.”

Prerequisite for electronic invoices

When using it, various conditions must be observed, such as consent by invoice recipients, human readability, Authenticity of origin, mandatory information (see paper invoice).

Digital Signature – Simplification for Electronic Invoices since 2011

In order to make a breakthrough in the acceptance and dissemination of electronic mail, especially electronic invoices, in everyday business, the legislator has reduced the requirements (qualified electronic signature or transmission in the EDI procedure). The digital signature is no longer necessary. Since 1 July 2011, invoices can be sent electronically without the need to use a digital signature.

The abolition of the electronic signature has made it easier to create and use electronic invoices for the biller and the recipient. Since then, the mailing of invoices has been steadily increasing. Of course, there are still customers who only accept invoices by paper. Nevertheless, invoices sent electronically are on the rise and legally valid.

Invoice formats PDF, PDF/A, XInvoice, ZUGFeRD

Invoice formats Overview

Structured data formats: XML, EDI, XRechnung

Unstructured data formats: Invoices in .pdf-, .jpg or .tif format

Hybrid data formats: PDF/A, ZUGFeRD

Transmission channels: e-mail, DE-mail, e-mail or web download

XBill

The XInvoice specifys a digital format for digital invoicing. The aim is to create a uniform format for electronic invoicing at European level with EU Directive 2014/55/EU.

ZUGFeRD Initiative

The Forum electronic invoice Germany (FeRD) has developed a common overarching format for electronic invoices. The format can be used for the exchange of accounts between businesses, public authorities and consumers. This allows the exchange of structured data between the biller and the recipient (“ZUGFeRD” format).
The ZUGFeRD invoice format makes it possible to transmit invoice data in a structured manner in a PDF file. These are read out and processed without further steps.

The FeRD invoice format has been developed by companies from the automotive, retail, banking, software and public sectors.

It meets the requirements of international standardization. It can also be included and applied in cross-border European and international accounting transactions.

Whether and to what extent the ZUGFeRD initiative can establish itself on the market is currently questionable. So far, the format is only available for invoices. An extension to other processes is discussed.

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