Free tool

Supplier letter: e-invoices to your invoice address

Create an e-mail or a letter in two minutes asking your suppliers to send future invoices as XRechnung or ZUGFeRD to one fixed address. Copy, print or save as PDF – no sign-up required.

Updated: Oct 17, 2026

Your details

Company name

Contact person (optional)

Invoice address (e-mail)

Reference note (optional)

Requested in the letter as an additional detail to appear on every invoice.

Valid from (optional)

Without a date the letter says “from now on”.

Your entries stay in your browser. Nothing is sent to a server or stored. The letter is written in the language of this page. German suppliers usually expect German: switch the page language to Deutsch for a German version.

As an e-mail

SubjectE-mail text

Dear Sir or Madam,

We are switching our incoming invoices to electronic invoices. Please send your invoices to us from now on as e-invoices to the following address:

[Your invoice address]

We ask for invoices in XRechnung or ZUGFeRD format from version 2.0.1 under the European standard EN 16931. Please do not use the ZUGFeRD profiles MINIMUM or BASIC-WL, as they do not count as e-invoices.

Please send exactly one invoice per e-mail and attach the XML file or the ZUGFeRD PDF directly to the e-mail.

Where possible, please state our order number and the customer number under which you hold our account on the invoice.

For background: since 1 January 2025 every domestic business must be able to receive e-invoices. Businesses must issue e-invoices from 1 January 2027 if their prior-year turnover exceeded EUR 800,000, and from 1 January 2028 as a rule all businesses for invoices to domestic businesses. Until the respective deadline, paper invoices and – with the recipient's consent – PDF invoices remain permitted. We would be glad if you could switch now.

Thank you for your support. If you have any questions, we are happy to help.

Kind regards,
[Your company name]

Enter your company name and invoice address to copy the text or print the letter.

As a letter

[Your company name]

October 22, 2026

New e-mail address for invoices to [Your company name]

Dear Sir or Madam,

We are switching our incoming invoices to electronic invoices. Please send your invoices to us from now on as e-invoices to the following address:

[Your invoice address]

We ask for invoices in XRechnung or ZUGFeRD format from version 2.0.1 under the European standard EN 16931. Please do not use the ZUGFeRD profiles MINIMUM or BASIC-WL, as they do not count as e-invoices.

Please send exactly one invoice per e-mail and attach the XML file or the ZUGFeRD PDF directly to the e-mail.

Where possible, please state our order number and the customer number under which you hold our account on the invoice.

For background: since 1 January 2025 every domestic business must be able to receive e-invoices. Businesses must issue e-invoices from 1 January 2027 if their prior-year turnover exceeded EUR 800,000, and from 1 January 2028 as a rule all businesses for invoices to domestic businesses. Until the respective deadline, paper invoices and – with the recipient's consent – PDF invoices remain permitted. We would be glad if you could switch now.

Thank you for your support. If you have any questions, we are happy to help.

Kind regards, [Your company name]

How to use the letter

Enter your company name and the address suppliers should send their invoices to from now on.
Add a start date and a reference note, such as your cost centre, if needed.
Copy the subject and text into your e-mail program, or print the letter or save it as a PDF.
Start with the suppliers who send you the most invoices, and send a friendly reminder about the new address after a few weeks.

Timeline of the e-invoicing obligation (as of October 2026)

Since 1 January 2025 every domestic business must be able to receive e-invoices, including Kleinunternehmer (small businesses). An e-mail mailbox is sufficient.
Until 31 December 2026 every business may still issue paper invoices and, with the recipient's consent, other electronic formats such as PDF.
From 1 January 2027 businesses with a prior-year turnover above EUR 800,000 must issue e-invoices; smaller businesses may still use paper or, with consent, PDF in 2027.
From 1 January 2028 e-invoices are mandatory for invoices between domestic businesses. Exceptions include Kleinunternehmer and small-amount invoices up to EUR 250.

A summary of the law, not legal advice. Until its respective deadline a supplier is not obliged to send e-invoices, which is why the letter is phrased as a request.

Frequently asked questions about the supplier letter

Does my supplier have to send me e-invoices already?

No. The obligation to issue e-invoices starts on 1 January 2027 or 1 January 2028, depending on prior-year turnover. Until then you can request e-invoices but not demand them. Many suppliers are still happy to switch earlier.

Which formats should I ask for?

XRechnung or ZUGFeRD from version 2.0.1 under the European standard EN 16931. The ZUGFeRD profiles MINIMUM and BASIC-WL do not count as e-invoices because they lack mandatory information.

Why only one invoice per e-mail?

It lets every invoice be matched, checked and archived unambiguously. Several invoices in one e-mail or in a ZIP archive often lead to follow-up questions in accounts payable.

Are my entries stored?

No. The text is created entirely in your browser. Nothing is sent to a server or stored; your entries are gone once you close the page.

One address for all suppliers – with validation and archive

e-Rechnung Inbox gives you a dedicated inbound address for e-invoices. Every invoice is checked against EN 16931, routed for approval and archived as the original.

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