Cakedesk
Create ZUGFeRD invoices for free with Cakedesk.

Create ZUGFeRD invoices for free

ZUGFeRD is the leading e-invoice format in Germany, combining a human-readable PDF with machine-readable XML data. With Cakedesk, you can create your first 3 ZUGFeRD invoices for free.

#What is ZUGFeRD?

ZUGFeRD (Zentraler User Guide des Forums elektronische Rechnung Deutschland) is a hybrid invoice format that embeds structured XML data inside a PDF/A-3 document. This means:

  • For humans: The invoice looks like a normal PDF that you can read, print, and archive
  • For machines: The embedded XML data can be automatically processed by accounting software

ZUGFeRD is based on the European standard EN 16931 and is fully compatible with Factur-X (the French equivalent). Starting January 2025, e-invoicing became mandatory for B2B transactions in Germany, making ZUGFeRD more important than ever.

#Why choose ZUGFeRD?

BenefitDescription
Universal compatibilityWorks as a regular PDF for recipients without e-invoice software
Automatic processingCan be read and imported by accounting systems
Legal complianceMeets German e-invoicing requirements
Long-term archivingPDF/A-3 format ensures documents remain readable for decades

#How to create ZUGFeRD invoices with Cakedesk

#1. Set up your e-invoice settings

Before creating your first ZUGFeRD invoice, configure your e-invoice settings under Settings > E-Invoices:

  • Contact person name: Your name or your company's contact person
  • Phone and Email: Contact details that will appear in the e-invoice data
  • Invoice Due Days: Default payment term (e.g., 14 or 30 days)
  • Bank details: Account holder, IBAN, and BIC for payment information
E-Invoices settings in Cakedesk

#2. Enable e-invoices for your client

Go to the client you want to invoice and enable e-invoicing:

  1. Open the client's details
  2. Scroll to the "E-Invoices" section
  3. Check the box "Enable e-invoices for this client"
  4. Optionally enter a Routing ID (Leitweg-ID) if your client is in public administration
Enable E-Invoices for a client in Cakedesk

#3. Create your invoice

Create an invoice for this client as you normally would. When e-invoices are enabled for the client, you'll notice:

  • The delivery date field is now required (mandatory for e-invoices)
  • An E-Invoice References section appears with optional fields

For more complex invoicing scenarios, you can add reference fields:

  • Project Reference (BT-11): Link the invoice to a specific project
  • Contract Reference (BT-12): Reference an underlying contract
  • Purchase Order Reference (BT-13): Include the buyer's PO number
  • Sales Order Reference (BT-14): Add your sales order number

These fields are included in the XML data but don't appear on the visible PDF.

E-Invoice reference fields in Cakedesk

#4. Export your ZUGFeRD invoice

After saving your invoice, right-click on it to access the export options:

  • Open PDF (E-Invoice): Opens the ZUGFeRD PDF directly
  • Export PDF (E-Invoice): Saves the ZUGFeRD PDF to your computer
Export E-Invoice options in Cakedesk

That's it! Your exported PDF now contains the embedded XML data that makes it a valid ZUGFeRD invoice.

#ZUGFeRD vs. XRechnung: Which format should you use?

Cakedesk supports both ZUGFeRD and XRechnung. Here's when to use each:

FormatBest forOutput
ZUGFeRDMost business clients (B2B)PDF with embedded XML
XRechnungGerman public administration (B2G)Pure XML file

Use ZUGFeRD when:

  • Your client is a private business
  • You want a visually appealing invoice that can also be processed automatically
  • Your client doesn't specifically require XRechnung

Use XRechnung when:

  • Your client is a government agency or public institution
  • They explicitly require XRechnung format
  • They provide a Leitweg-ID (Routing ID)

#Required information for valid ZUGFeRD invoices

To create a compliant ZUGFeRD invoice, make sure you have filled in:

#Your company details

  • Company name and full address
  • VAT ID or Tax ID
  • Contact person, phone, and email
  • Bank account details (IBAN, optionally BIC)

#Client details

  • Client name and full address
  • VAT ID (for EU business clients)

#Invoice details

  • Invoice number and date
  • Delivery date (when the service was provided)
  • Payment due date
  • Line items with quantities, prices, and VAT rates

#Verify your ZUGFeRD invoice

Want to make sure your ZUGFeRD invoice is valid? You can verify it using online tools:

  1. Open your exported ZUGFeRD PDF
  2. Upload it to a validator like elster.de
  3. The validator will extract and check the embedded XML data

#3 free ZUGFeRD invoices included

Cakedesk offers a free trial that lets you test all features, including ZUGFeRD e-invoices. The trial is limited to:

  • 3 clients
  • 3 invoices
  • 3 proposals

This is enough to fully test the e-invoice functionality and make sure Cakedesk works for your business. Once you're ready to use Cakedesk for all your invoicing needs, you can purchase a license key for a low one-time payment to unlock unlimited clients, invoices, and proposals.

Buy Cakedesk

#Start creating ZUGFeRD invoices today

With Cakedesk, creating professional ZUGFeRD invoices is simple. Download Cakedesk and start sending compliant e-invoices to your German clients in minutes, there's no sign-up required.

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