E-Rechnung als Chance: wie Sie Prozesse automatisieren und Kosten sparen

Introduction: How companies increase their efficiency with SAP and automation

The mandatory introduction of e-invoicing from 2025 and 2026 is initially causing uncertainty in many companies. New legal requirements, technical adjustments in SAP, and questions about the integration of international formats such as XRechnung or ZUGFeRD, PEPPOL networks, KseF, and many more are on the table.

But anyone who sees e-invoicing as nothing more than a chore is failing to recognize its potential. After all, switching to electronic invoicing is one thing above all else: an opportunity to optimize processes and digitize accounting.

When implemented correctly, e-invoicing can not only reduce costs per transaction, but also eliminate sources of error, speed up approval processes, and significantly reduce the IT workload.

From mandatory project to efficiency revolution

The introduction of e-invoicing is required by law – but its implementation can vary. While some companies do only what is necessary to meet legal requirements, others are taking the opportunity to modernize and automate their SAP processes.

The transition from paper-based or PDF invoices to structured, standardized data formats such as XRechnung or ZUGFeRD creates a completely new basis for digital workflows.
After all, only structured data can be automated.

This allows invoices to be processed, validated, and archived automatically—without manual intermediate steps that previously cost time, money, and nerves.

Automation starts with output management

In the SAP environment, output management plays a central role in the implementation of e-invoicing. It controls which documents leave the system, when, in what format, and via which channel.

In the past, this often meant time-consuming form development, manual mailing processes, email workarounds, and local archiving.
Today, modern solutions allow the entire process to be fully automated:

• Invoice data is generated directly from SAP
• The appropriate format (e.g., XRechnung, ZUGFeRD, and others) is created automatically.
• Shipping is carried out digitally via certified channels.
• Archiving is carried out in a legally compliant and audit-proof manner in the customer’s SAP system.

This end-to-end automation not only saves time, but also minimizes sources of error caused by manual intervention—one of the biggest cost drivers in traditional processes.

The economic effect – when digitization becomes measurable

The advantages of an automated e-invoicing solution can be clearly quantified. Studies show:

• The cost per invoice falls by up to 60% on average when processes are digitized.
• Processing times are reduced by 50–70%.
• Error rates in invoice audits are drastically reduced.

What’s more, electronic invoices are immediately available, searchable, and verifiable—this not only simplifies audits, but also speeds up internal approvals and liquidity planning.

And while the costs for printing, shipping, and archiving are eliminated, companies also benefit from improved transparency and compliance security.

SaaS solutions as a catalyst for efficiency and security

Many companies ask themselves: Should e-invoicing be developed internally or operated externally?

There is a clear trend toward SaaS (Software as a Service)—i.e., fully managed cloud solutions.
These offer several key advantages:

• No development effort: The solution is ready to use immediately (“ready-to-run”).
• Automatic updates: Legal changes are imported centrally
• Legal certainty: all necessary formats are continuously updated with regard to legal certainty.
• International scalability: Cross-border requirements are covered
• Clean Core: No modifications to the SAP system necessary

This transforms e-billing from an IT burden into a strategic competitive advantage.

Practical example: How companies are already benefiting today

A medium-sized mechanical engineering company with several European locations faced the challenge of implementing national and international e-invoicing requirements simultaneously.

By introducing a cloud-based e-invoicing solution, the company was able to:

• Automatically generate invoices in the correct format,
• Manage all international formats centrally,
• and ensure that all communication with the authorities complies with the law.

The result: 50% time savings, no manual post-processing, and full compliance—with significantly less administrative effort.

Why investing now is worthwhile

E-invoicing is becoming mandatory—and those who act in time can turn it into an opportunity.
Companies that digitize their processes early on benefit from:

• More stable SAP systems (clean core)
• Reduced operating costs
• Lower susceptibility to errors
• Faster cash flow through automated processing
• Greater transparency throughout the entire invoicing process

Especially in times of increasing regulatory requirements, it becomes clear that:
E-invoicing is not a burdensome IT project—it is an enabler for modern, efficient, and secure business processes.

Conclusion – E-invoicing as a driver of process intelligence

Legal obligations are driving innovation. Companies that take a strategic approach to e-invoicing not only ensure compliance, but also create real added value for their organization.

Automation, cost efficiency, and data quality are the key success factors—and modern SaaS solutions make these benefits immediately achievable.

The Global E-Invoice Cloud – Your path to efficiency in SAP

With Global E-Invoice Cloud, Softway AG offers a managed SaaS solution that provides SAP users with optimal support for e-invoicing. Legally compliant, international, and ready for immediate use.

Advantages at a glance:

• No contract with SAP required
• Cloud-based, ready to run
• Automatic archiving included
• International formats and country requirements integrated
• Fully compliant with EN 16931

Learn more: www.softway.de/sap-e-rechnung