Create an E-Invoice with HubSpot

What is the e-invoicing obligation?

Starting in 2025, businesses in Germany are required to send electronic invoices in a standardized format (EU standard EN 16931) for B2B transactions. Receiving e-invoices will already be mandatory from the beginning of 2025! The two most commonly used formats are ZUGFeRD and XRechnung. This naturally raises the question for all HubSpot users: How can e-invoices be created with HubSpot?

In what format must e-invoices be issued?

E-invoices must be issued in a structured electronic format that can be automatically processed by the receiving party. In Germany and the EU, the standard format for e-invoices includes the XML-based XRechnung format, which is mandatory for public sector clients in Germany, and the ZUGFeRD file format (Central User Guide of the Forum Electronic Invoice Germany), which is accepted EU-wide from version 2.0 onwards.

Benefits of the easybill Integration

Benefits of Using HubSpot for E-Invoice Creation

• Improved Team Collaboration: Marketing, sales, and accounting can seamlessly collaborate on a centralized platform.

• Bi-Directional Synchronization with easybill Integration: Customer data, invoice details, and payment information are synchronized in real-time.

• No Data Silos: The integration saves time and reduces errors by eliminating manual data transfers.

• Automated Invoice Generation: An e-invoice can be automatically created once a deal is closed or a specific stage is reached.

• Tracking & Reminders: Automated reminders for overdue invoices ensure that no payment deadlines are missed.

• Custom Field Integration: Special invoicing requirements (e.g., tax-specific details) can be easily implemented using custom fields.

• Reporting: HubSpot provides insights into invoice statuses (e.g., paid, open, overdue) to help optimize payment management.

​Currently, HubSpot does not offer a native feature to receive electronic invoices (E-Rechnungen). While it allows for creating and sending invoices, the reception and processing of E-Rechnungen are not integrated.​

Alternative Solutions

Although there's no direct, native function to import invoices received in easybill into HubSpot, several third-party platforms facilitate this integration:​

1. Integrately: Provides a one-click integration between easybill and HubSpot, enabling automated workflows such as creating a HubSpot deal when a new invoice is generated in easybill. ​

2. Appy Pie Automate: Offers automation between easybill and HubSpot, allowing you to streamline tasks and improve efficiency. ​

3. Zoho Flow: Enables seamless integration between easybill and HubSpot CRM, supporting triggers and actions like creating contacts, deals, and documents across both platforms. ​

Custom Integration

If you require a more tailored solution, a custom integration is feasible, provided that the APIs of the involved tools are sufficiently robust. This approach allows for greater flexibility to meet specific business needs.​

If you're interested in exploring a custom integration, feel free to reach out for further assistance for further assistance.

What is the E-Invoicing Requirement?

Definition

The E-Invoicing Requirement refers to the legally mandated obligation to use electronic invoices in business transactions, particularly in the B2B (business-to-business) sector. It is based on EU Directive 2014/55/EU and the European standard EN 16931, which has been implemented in Germany. This standard defines a uniform semantic data model for electronic invoices. The goal is to drive the digital transformation of financial transactions, reduce bureaucracy, and increase efficiency and transparency in payment processes.

Timeline and Implementation

The introduction of the E-Invoicing Requirement follows a phased approach:

• From January 1, 2025: All companies in Germany must be technically capable of receiving and processing electronic invoices.

• From January 1, 2027: Businesses with an annual revenue exceeding €800,000 must issue invoices exclusively in electronic form.

• From January 1, 2028: The requirement applies to all domestic businesses in the B2B sector, regardless of their revenue size.

This regulation affects both small and large companies with the aim of establishing widespread electronic invoicing.

National Standard EN 16931

The EN 16931 standard defines uniform requirements for the structure of electronic invoices across Europe. It ensures that invoices are automatically processable, regardless of the software provider. In Germany, formats such as XRechnung and ZUGFeRD (from version 2.0) comply with this standard.

Who is Affected by the E-Invoicing Requirement?

The requirement applies to all Germany-based companies supplying goods or services to other domestic businesses. However, some exemptions exist:

• Small businesses under § 19 UStG are currently exempt from the obligation to issue e-invoices.

• Foreign companies that issue invoices to German businesses are not subject to the requirement.

• Private individuals (B2C transactions) are not affected.

• Certain special cases and simplified invoices (e.g., tickets or small-value invoices under €250) may also be exempt.

Benefits of E-Invoicing

Cost Savings

• Elimination of paper, printing, and mailing costs

• Reduced workload through automated processes

• No storage or archiving costs for physical documents

Faster Processing

• Instant transmission and receipt of invoices

• Automatic data processing in accounting software

• Shorter payment terms due to faster delivery

Environmental Friendliness

• Reduction in paper and printer resource usage

• Lower CO₂ footprint due to reduced postal shipping

Error Reduction

• Minimization of manual input errors through automated data transfer

• Validation of invoice data before sending

Transparency and Traceability

• Electronic archiving enables quick search and retrieval of invoices

• Better overview of invoice status (e.g., paid, outstanding)

Data Synchronization Across Systems

• Compatibility with various ERP systems and software solutions

• Standardized formats like ZUGFeRD or XRechnung for data exchange

FAQ: E-Invoice 

1. Can HubSpot create and send e-invoices directly?
HubSpot does not currently offer a native tool for creating and sending compliant e invoices. You can connect HubSpot with invoicing software such as easybill to manage invoice processes.

2. How can I create e-invoices with HubSpot?
You can integrate HubSpot with easybill to synchronize customer data and support invoice creation. With the right configuration, you can also automate invoice generation based on deal stages.

3. What is the difference between an e-invoice and a PDF invoice?
An e invoice contains structured electronic data that accounting software can process automatically. A standard PDF invoice does not meet this requirement on its own, although formats such as ZUGFeRD combine a readable PDF with structured XML data.

4. Which e invoice formats are used in Germany?
The two common formats are XRechnung and ZUGFeRD. Both support structured electronic invoicing, while XRechnung is commonly used for invoices to public sector organisations.

5. Can HubSpot integrate with sevDesk or Xero for e-invoicing?
The native sevDesk integration synchronizes company and contact data but does not create invoices. Xero supports e invoice creation, but its native HubSpot integration currently synchronizes contacts from Xero to HubSpot only.

6. What are the benefits of integrating e-invoicing with HubSpot?
An integration can reduce manual data entry, improve data accuracy and keep customer information synchronized. It can also support automated invoice workflows, payment reminders and invoice status reporting.