Create E-Invoices: 5 Methods Compared

The e-invoice mandate is coming — and every company needs a solution to generate ZUGFeRD or XRechnung files. But the options are confusing: ERP modules, online tools, service providers, Excel templates, DIY solutions. Some methods cost thousands of euros per year, others are free.

> Quick answer: For SMEs with an existing invoicing workflow (Word, Excel, simple software), an online converter like TaxLayer is the fastest and most affordable option. If you already use ERP software, use its e-invoicing module.

What options are available for creating e-invoices?

Method 1: ERP or accounting software

How it works: Many established programs have integrated e-invoicing modules. You create the invoice as usual and export it as ZUGFeRD or XRechnung.

Examples: DATEV, Lexware, sevDesk, lexoffice, Sage, SAP, Microsoft Dynamics

Advantages: Seamless integration, automation, validation, archiving

Disadvantages: Cost (from €20/month to several thousand euros), vendor lock-in, often oversized for micro-businesses

Suitable for: Companies that already use accounting software with e-invoicing support and create more than 20 invoices per month.

Method 2: Online conversion tools

How it works: You continue creating your invoice with your existing tool and export it as a PDF. Then you upload the PDF to an online tool that extracts the data via AI and generates a validated e-invoice.

Advantages: No workflow change, immediately ready to use, cost-effective (TaxLayer: 2 free/month, Pro from €15/month), both formats available

Disadvantages: Each invoice must be uploaded, AI-dependent for unusual layouts

Suitable for: Freelancers, sole proprietors, and SMEs who want to keep their existing invoicing workflow. Especially for small businesses.

Method 3: Excel templates with macro export

How it works: You fill in an Excel template that generates ZUGFeRD XML from the entered data.

Advantages: Free or inexpensive, no installation required

Disadvantages: Error-prone, no PDF/A-3, no validation, not scalable

Suitable for: Technically proficient sole proprietors with 1–5 invoices per month. Alternatively, you can use the XRechnung Generator without macros.

Method 4: E-invoice service providers

How it works: Specialized service providers (Basware, Comarch, crossinx, Seeburger) generate, validate, and send e-invoices as a managed service — often directly via PEPPOL or ZRE.

Advantages: Fully outsourced, compliance ensured, multi-channel delivery

Disadvantages: From approx. €50/month, contract commitment, setup effort

Suitable for: Medium-sized and large companies with over 500 invoices per month.

Method 5: Manual XML creation

How it works: You write the XML manually or generate it with a custom script.

Advantages: Full control, free

Disadvantages: Extremely labor-intensive, high error rate, no PDF/A-3, maintenance for format updates

Suitable for: Developers integrating e-invoices into custom software — not for ongoing invoice operations.

How do the five methods compare directly?

Which method fits my company?

• Already using DATEV, Lexware, or sevDesk? → Check whether your current version can generate e-invoices.
• Creating invoices with Word, Excel, or a simple tool? → An online converter like TaxLayer complements your workflow without changes.
• Regularly invoicing government agencies? → You need XRechnung and possibly PEPPOL — a Leitweg-ID is mandatory.
• Writing 1–3 invoices per month? → TaxLayer Free is sufficient (2 conversions/month free).

Check your generated e-invoices before sending with the free Validator.

TaxLayer is the fastest path for companies that don't want to change their invoicing workflow. Upload your PDF, review the AI-extracted data, and download a validated ZUGFeRD or XRechnung file. Start for free — no credit card, no subscription.