Feature · XRechnung

E-invoices from the visit – XRechnung and ZUGFeRD

Services from planning and reports become a compliant e-invoice: PDF, XML and delivery to the client or general contractor. Leitweg-ID, SEPA and credit notes included.

Demo of XRechnung Request consulting

Services from reporting

XRechnung or ZUGFeRD

Sent to the recipient

E-invoicing tied to the same records

Reporting shows planned vs actual and the rapport. From that, RSA21 creates the EN 16931 e-invoice – without a second spreadsheet and without retyping line items.

One invoice per seller, project and month. Before the first send you review and amend lines; afterwards only download or resend. Payment is SEPA to your organization’s IBAN.

Subcontractors always invoice the GC as ZUGFeRD. Delegation workflow: subcontractor module.

EN 16931: XRechnung 3 for public clients with a Leitweg-ID, ZUGFeRD as a PDF with embedded XML for commercial recipients.
One source: Line items come from completed visits and reports – the same basis as the rapport, including the service listing as a PDF attachment.
Clear status: Created, sent, paid: invoice status drives open, billed and paid – credit notes for cancellations.

Two formats, one standard

If the client has a Leitweg-ID, RSA21 creates XRechnung (XML). Without a Leitweg-ID, and for subcontractor invoices to the GC, it creates ZUGFeRD: a readable PDF with embedded EN 16931 XML.

The delivery location on the invoice is the project site (name, shortcode, address, optional tender or order number).

How the invoice is created

1

Maintain master data once

Organization: company details, IBAN, tax number. Client: billing address, optional Leitweg-ID and extra fields. No IBAN, no send.
2

Create the invoice from the month

In project reporting you pick the month. RSA21 takes line items, amounts and the delivery location from the project – still editable before the first send.
3

Review and send

After confirmation the e-invoice goes to the recipient, with a copy to your billing address. The month’s service listing is attached as PDF.

What e-invoicing covers in practice

General contractors invoice the end client, subcontractors invoice the GC. Number range RE-RSA, SEPA payment and credit notes are part of the same flow – independent of the RSA21 subscription via Stripe.

Public clients

With a Leitweg-ID in the customer reference, XRechnung is created – suitable for municipalities, road authorities and other public bodies.

Commercial and subcontractors

Without a Leitweg-ID, and for sub to GC: ZUGFeRD. The subcontractor invoice uses the assignment terms, not those of the end-client project.

Paid into your account

Enter your bank details once. The e-invoice shows your IBAN so the client pays you directly.

Credit note for cancellation

A sent or paid invoice is cancelled via a credit note (EN 16931 381) mailed to the same recipient. The month can then be invoiced again.

Frequently asked questions

What is the difference between XRechnung and ZUGFeRD?

Both follow EN 16931. XRechnung is the XML format for public clients and needs a Leitweg-ID. ZUGFeRD is a PDF with embedded XML – readable for people, machine-readable for accounting. RSA21 chooses the format from client master data; subcontractors to the GC always get ZUGFeRD.

Where do the invoice lines come from?

From reporting for the same month: completed visits and reports, valued per visit, day or monthly flat rate. When sending, the service listing is also attached as PDF.

Can I still change an invoice after sending?

Line items and extra fields only before the first send. Afterwards download or resend. For corrections after sending there is the credit note; you can then create a new invoice for the same month.

How does the money reach my account?

Enter your IBAN and bank details once in your organization master data. The e-invoice includes them so the client pays you directly.

What do I need in order to send?

A complete billing address for your organization, an IBAN for SEPA, and for public clients the Leitweg-ID. Without an IBAN, sending stays blocked until master data is complete.