Can DATEV process ZUGFeRD invoices?

Yes. DATEV Unternehmen Online and DATEV Mittelstand can automatically process ZUGFeRD PDFs. The recognition rate is nearly 100% because DATEV reads the structured XML data directly.

Which ZUGFeRD profile is recommended for DATEV?

At least EN 16931 (COMFORT). Lower profiles (MINIMUM, BASIC WL) do not contain line item data, which limits automatic posting. Details: ZUGFeRD Profiles Explained.

Does XRechnung also work in DATEV?

Yes, since 2024, DATEV Unternehmen Online also supports XRechnung XML files. The disadvantage: there is no document image in the file — it must be generated and assigned separately.

What happens if the VAT ID is missing from the ZUGFeRD file?

DATEV cannot assign the document to a vendor account if the supplier's VAT ID is missing or does not match the master data. This requires manual intervention.

Is the ZUGFeRD PDF GoBD-compliant for archiving?

Yes, provided it is in PDF/A-3 format. TaxLayer creates PDF/A-3-compliant files by default, which DATEV can archive directly. Retention requirement: 10 years.

What is DATEV SmartTransfer?

DATEV SmartTransfer is a service that transfers e-invoices directly between companies and tax advisors — without email, without manual upload. Prerequisite: both sides must be registered.

DATEV and E-Invoicing: ZUGFeRD Import Step by Step

DATEV is by far the most widely used accounting software in Germany. Over 2.5 million companies and around 40,000 tax advisory firms work with DATEV products. With the e-invoice mandate from 2025 (receiving) and 2027/2028 (sending), many face the question: how do I get ZUGFeRD and XRechnung files into DATEV — and how do I avoid problems?

> Quick answer: DATEV Unternehmen Online processes ZUGFeRD PDFs automatically with nearly 100% recognition rate. Use the EN 16931 (COMFORT) profile and ensure PDF/A-3 compliance and complete master data (VAT ID, IBAN).

Which DATEV products support e-invoices?

Product	ZUGFeRD import	XRechnung import	Automatic document capture
DATEV Unternehmen Online	Yes	Yes (from 2024)	Yes (with document image recognition)
DATEV Mittelstand	Yes	Yes	Yes
DATEV Kanzlei-Rechnungswesen	Yes (from version 14.0)	Yes	Partial
DATEV Meine Steuern	Limited	No	No
DATEV SmartTransfer	Yes	Yes	— (transport channel)

For most companies, DATEV Unternehmen Online is the central entry point.

How do I import a ZUGFeRD invoice into DATEV Unternehmen Online?

Step 1: Upload document

Open DATEV Unternehmen Online and navigate to Documents → Upload documents. Drag and drop the ZUGFeRD PDF into the upload area.

Tip: DATEV automatically recognizes ZUGFeRD files by the embedded XML. You don't need to select a special import mode.

Step 2: Review automatic document capture

After upload, DATEV reads the structured data directly from the embedded XML. Invoice number, date, amounts, and VAT IDs are automatically transferred. The recognition rate for ZUGFeRD files is nearly 100%.

Step 3: Verify document data

Open the recognized document in the document view. DATEV shows the PDF image on the left and the extracted data on the right. Check the invoice number, supplier, amounts, tax rate, and payment information.

Step 4: Accept posting suggestion

DATEV creates a posting suggestion based on the recognized data. For ZUGFeRD documents, this is typically complete and correct.

Step 5: Archive document

The document is automatically stored in the DATEV document archive — both the PDF and the embedded XML. The archiving is GoBD-compliant (10-year retention requirement).

Why does ZUGFeRD work better in DATEV than XRechnung?

Criterion	ZUGFeRD	XRechnung
Document image	Automatic (PDF is part of the file)	Missing — must be generated separately
Visual review	Immediately possible	Only with a viewer
Document flow	One document for everything	XML + separate document image to manage
Recognition rate	Very high (XML + PDF)	High (XML only)
Archiving	One document	Two documents (XML + visualization)

Recommendation: If your recipient works with DATEV, send ZUGFeRD. More on format comparison: XRechnung vs. ZUGFeRD.

What are the most common errors during DATEV import?

Error 1: Wrong ZUGFeRD profile — With MINIMUM and BASIC WL, line item data is missing. Use at least EN 16931 (COMFORT).

Error 2: Missing VAT ID — Without a VAT ID (BT-31), DATEV cannot assign the document to a vendor account. Ensure your e-invoices always contain a valid VAT ID.

Error 3: Not a genuine PDF/A — DATEV archives in PDF/A format. A regular PDF with appended XML may cause archiving to fail. TaxLayer creates PDF/A-3-compliant files by default.

Error 4: Duplicate documents — If invoices arrive both by email and via SmartTransfer, duplicates occur. Define a single intake channel.

What tips are there for smooth DATEV import?

Format: Always ZUGFeRD 2.1 with EN 16931 (COMFORT) profile or higher
Master data: Always provide VAT ID and IBAN completely
One channel: Designate a single intake channel for e-invoices
Validation: Validate e-invoices before sending with the Validator
Involve your tax advisor: Clarify with your firm which format and import path they prefer

TaxLayer generates ZUGFeRD 2.1 files in the EN 16931 (COMFORT) profile — exactly the format that DATEV Unternehmen Online processes best. The files are PDF/A-3-compliant, EN 16931-validated, and contain the complete document image. The first 2 conversions per month are free — try it now.