Trade office
E-invoices in a trade office: organise receipt, checking and filing
An invoice should not simply arrive in an inbox: it needs checking and must be easy to retrieve. This article covers the workflow in Germany. It is not a guide to Polish or Croatian invoicing systems, including when read in those languages.
Separate format from transition rules
The German finance ministry’s FAQ distinguishes a plain PDF from a structured e-invoice. Issuing has transition rules and exceptions; receipt and issuing must be considered separately. Check the current BMF guidance for your circumstances. Operationally, agree one receiving channel and a person to review new invoices rather than merely forwarding them between several mailboxes.
Compare the readable view with the original
A viewer helps with checking but does not replace the original file received. Link both to the same transaction. Check supplier, job reference, work described and amount. If a file cannot be processed, clarify the error with the sender before manually copying details into a second document. A technically readable file is not necessarily a factually correct invoice.
Move receipt to a named owner
Define a short workflow: received, awaiting factual review, approved or under clarification. For example, the site lead checks delivery, the office checks allocation, and an authorised person arranges payment. Record progress against the transaction. Agree retention and accounting handover with your responsible specialist so that a screen view is not the only record left behind.
Your business checklist
- Read current German requirements directly at BMF.
- Keep the original file linked to its readable view.
- Separate technical processing from factual checking.
- Assign ownership, approval and accounting handover.