Manual invoicing processes are time-consuming, prone to errors and make it difficult to comply with legal requirements–especially in logistics, where there is a high volume of documents.
E-invoicing is therefore becoming increasingly important in business transactions. In Germany and across Europe, it is gradually becoming mandatory in the B2B sector. For companies, this means: Processes must not only be digitised but also designed to be efficient, scalable and legally compliant.
In this guide, you will learn everything about the formats, deadlines and how you can confidently meet the legal requirements for e-invoicing with the transport management system CarLo.
Definition:What is an e-invoice?
Why is the e-invoice especially relevant in logistics?
Legal basis: Obligation, deadlines & implications for the industry
What advantages does e-invoicing offer in logistics?
How does e-invoicing work in practice within logistics processes?
Challenges: Why implementation is more complex than expected
What is an e-invoice?
An e-invoice is not a “digital version of a paper invoice”, but a structured data record that can be electronically created, transmitted and processed automatically. The key difference is that the information contained–such as performance data, amounts or tax details–does not need to be interpreted visually, but can be read and processed directly by machines.
This means:
- Machine readability: Invoice data is available in XML structures.
- Automation: Financial accounting systems transfer information without manual typing.
- Efficiency: The error rate falls to almost zero, whilst processing speed is increased significantly.
Particularly in logistics, where invoices are often based on operational performance data (e.g. transport distances, weights, additional services), this structure lays the foundation for extensive automation.
Why is the e-invoice especially relevant in logistics?
The logistics sector is characterised by complex invoicing processes. Unlike in many other sectors, an invoice here is rarely based on a single service. Instead, several factors often come into play–for example, distance, weight, time slots, additional services or individual agreements.
Additionally:
- Large volumes of individual invoices are created every day
- Multiple parties are involved in the calculation (e.g. customers, forwarders and freight carriers)
- Calculation is often time-sensitive, for example in terms of cash flow or the passing on of costs
This is exactly where e-invoicing shows its strengths.
It allows for the direct creation of invoices from operational data and the automatic reconciliation with existing information. This reduces errors, saves time and accelerates the entire calculation process.
This is especially important in typical logistics scenarios such as:
- automatic freight calculation
- credit-note process (self-billing)
- standardised transport networks
In short:
The more complex the calculation and the more it contains, the bigger the advantage of the e-invoice.
Legal basis: Obligation, deadlines & implications for the industry
E-invoicing is gradually becoming mandatory in Germany and is part of the digitalisation of VAT processes within the EU. For businesses, this means that invoicing processes will have to be switched to structured, electronic formats in the future.
Deadlines overview
- From 01/01/2025: Companies need to be able to receive and process e-invoices–regardless of whether they already send e-invoices themselves.
- From 2027: Obligation for larger companies to issue e-invoices (with transitional regulations)
- All member countries need to define national requirements, formats and processes by 2030 at the latest.
- From July 2030, e‑invoicing will become mandatory for all intra‑EU B2B invoices.
This development is particularly significant for the logistics sector, as almost all business relationships take place in the B2B sector. As a result, the change affects virtually all billing processes–from transport calculation and carrier services to warehousing and additional costs.
Which formats are available?
For systems to be able to communicate with each other, standards are required. In Germany, two formats dominate:
| Format | Description | Field of application |
| XRechnung | Purely structured XML format | Standard in the public sector (B2G) |
| ZUGFeRD | Hybrid format: A PDF file for humans, with an XML file embedded for machines | Widely used in the B2B sector |
For logistics companies, however, the key issue is not so much the specific format as the ability to process different standards.
As different customers have different requirements, the ability to handle multiple formats often becomes an essential prerequisite in practice.
What advantages does e-invoicing offer in logistics?
The introduction of e-invoicing brings not only legal certainty to the logistics sector, but above all operational and economic benefits.
- Automated invoicing: Direct creation from service data without manual data entry.
- Minimal error rate: Structured data prevents costly disputes and rework.
- Faster cash flow: Shorter verification cycles speed up approval and payment receipt.
- Full transparency: Each item is directly linked to the transport order and can be traced.
- High scalability: Increasing consignment volumes can be handled without the need for additional staff.
How does e-invoicing work in practice within logistics processes?
In logistics, invoices are generated directly from operational service data and are closely linked to the transport process.
- Voucher entry: Invoices are created centrally–either manually or automatically via OCR.
- Approval processes: Based on the cost centre, tasks are automatically forwarded to the relevant departments, e.g. IT, marketing or fleet management.
- Accounting & transmission: Invoice data is prepared directly for financial accounting and can be transmitted to systems such as DATEV.
- Audit-proof archiving: All documents are saved in accordance with legal requirements and can be accessed at any time.
Challenges: Why implementation is more complex than expected
Despite all its advantages, the introduction of e-invoicing is not purely an IT project. In practice, it quickly becomes apparent that the greatest challenges lie in the processes and data.
A key issue is data quality. If operational data is incorrect or incomplete, this inevitably leads to incorrect invoices–regardless of the format.
Further challenges include:
- varying requirements from business partners
- complex special cases (e.g. subsequent charges)
- integration into existing system environments
That is why e-invoicing is ultimately a matter of process harmonisation, not just digitalisation.
The role of the TMS in implementation
The implementation of e-invoicing in logistics depends heavily on the quality and availability of the underlying transport data. This is precisely where a transport management system (TMS) plays a key role, as it records operational services in a structured manner and makes them available for calculation.
Digital invoice processing with CarLo
The TMS CarLo offers a fully integrated solution that goes far beyond a simple archiving tool:
- Creation: GoBD-compliant dispatch in all required formats (XRechnung, ZUGFeRD, etc.).
- Receipt & processing: Direct import and automatic reconciliation of invoice data with the calculations specified in the TMS.
- Ai-supported voucher scanning: Thanks to integrated OCR technology (Optical Character Recognition), even traditional PDF invoices are scanned digitally and seamlessly integrated into the digital workflow.
- Workflows: Automatic forwarding to the relevant departments (e.g. fleet management or IT) for approval based on specified cost centres.
- Audit-proof archiving: Legally compliant storage in the CarLo Cloud E-Archive with a direct link to the transport order and a DATEV interface.
A simple archiving tool is not sufficient to implement these requirements efficiently. The TMS CarLo offers a fully integrated solution that goes far beyond mere administration.
Beyond national borders
We recognised these challenges at an early stage. Soloplan has already successfully implemented e-invoicing in markets with specific requirements, including:
- Germany, Belgium, Poland, Romania, Italy, Switzerland. (Note: Implementation is ongoing in other countries as soon as national requirements come into effect).
Conclusion: E-invoicing as a competitive advantage
E-invoicing is coming–and it’s more than just a chore. It’s the key to faster payment flows, lower administrative costs and international interoperability.
With CarLo, you are using a solution that already meets the country-specific requirements of many European markets and makes your logistics processes future-proof.
Ready for the next step?
or check out our FAQs below for details on the e-invoice.
Frequently asked questions about e-invoicing – FAQ
Do existing processes need to be completely overhauled?
Not entirely, but they do need to be adapted. Of particular importance is the structured collection of performance data and its seamless processing in the systems.
What are the typical challenges during implementation?
Common challenges include poor data quality, differing requirements from business partners, and integration into existing system environments.
Is a TMS essential for e-invoicing?
Not essential, but highly recommended in practice. As the relevant service data is generated during the transport process, a TMS makes it much easier to create e-invoices automatically and with minimal errors.
Which invoices are exempt from the e-invoice requirement?
Even after 2027, there will still be some exemptions from the requirement to issue electronic invoices. Among them are:
- small-value invoices up to €250
- travel tickets
- international invoices
- B2C invoices (invoices to private customers)
These documents may continue to be issued as PDFs or in paper form.
Do I need to update my existing financial accounting software (e.g. DATEV)?
No. CarLo serves as a smart interface. The TMS enters or creates the e-invoice and transfers the validated data seamlessly to your financial accounting or ERP system. This allows you to benefit from digital processes without having to replace your tried-and-tested accounting software.
You want to meet the e-invoice requirement with ease?
Optimise your workflows for the long term and let our experts show you how CarLo makes your processes future-proof.
