5 Common E-Invoicing Compliance Mistakes and How to Avoid Them
From using the wrong ZUGFeRD profile to missing Leitweg-IDs, these are the most common e-invoicing mistakes businesses make — and exactly how to fix them.
After reviewing thousands of e-invoice setups across Germany, Italy, and other EU countries, these are the five mistakes we see most often.
Mistake 1: Using the Wrong ZUGFeRD Profile (Germany)
The mistake: Generating ZUGFeRD with the "Minimum" or "Basic" profile instead of "EN 16931" or "XRechnung".
Why it matters: Only the "EN 16931" and "XRechnung" profiles comply with the German mandate. A "Minimum" profile invoice is technically valid XML but does not meet the legal requirements.
How to fix it: In your invoicing software, look for the ZUGFeRD profile setting. It should say "EN 16931" or "Comfort" (older naming). If you see "Minimum", change it.
Mistake 2: Missing the Leitweg-ID for B2G Invoices (Germany)
The mistake: Sending an XRechnung to a German public authority without including the Leitweg-ID (routing ID).
Why it matters: B2G XRechnung invoices require a Leitweg-ID to be routed to the correct government office. Without it, the invoice is rejected.
How to fix it: Ask your public-sector client for their Leitweg-ID before sending. It looks like: 99-12345-67. Enter it in the "Buyer Reference" field.
Mistake 3: Ignoring SDI Error Codes (Italy)
The mistake: Sending a FatturaPA invoice and ignoring the SDI error notification because "it usually gets through eventually".
Why it matters: SDI has a strict 5-day correction window. After 5 days, you must start with a new invoice number.
How to fix it: Monitor your SDI intermediary's dashboard daily. Set up email/webhook notifications for rejected invoices.
Mistake 4: No GoBD-Compliant Archiving (Germany)
The mistake: Storing invoices in a regular folder or editable cloud storage.
Why it matters: GoBD requires invoices to be stored for 10 years in a tamper-proof, auditable system. Regular Dropbox folders don't qualify.
How to fix it: Use an accounting tool that explicitly states GoBD compliance (sevDesk, Lexware, etc.), or a certified document management system.
Mistake 5: Continuing to Send PDFs After Your Mandate Deadline
The mistake: Continuing to send regular PDF invoices to German B2B customers after your sending obligation starts (2027 or 2028).
Why it matters: After the deadline, recipients are no longer legally required to accept and pay PDF invoices. This could delay payment.
How to fix it: Upgrade your invoicing software now, test with a few customers, and plan the switchover before the deadline.
