Archiving electronic invoices
Electronic Invoice Archiving Made Easy
REDDOXX E-Invoice Archiving is GoBD-compliant software for the audit-proof archiving of electronic invoices. It supports XRechnung, ZUGFeRD, and other formats, which are stored unchanged in their original format, including their XML data. The solution is suitable for small and medium-sized businesses as well as for larger organizations with stringent compliance requirements.
Audit-Compliant Archiving of Electronic Invoices
E-invoices such as ZUGFeRD or XRechnung are not ordinary PDF files, but structured XML documents whose content must be machine-readable and preserved unchanged. For businesses, this means that not only the readability but also the technical integrity of the XML data must be ensured—throughout the entire legally required retention period.
REDDOXX offers the perfect solution for this: Structured invoice formats are automatically recognized, classified, and archived with all metadata upon receipt via email—in an audit-compliant, searchable, and visually organized format.
ZUGFeRD and XRechnungen are archived along with all XML content and can be filtered directly—ideal for accounting and auditing processes.
Use your own search mask with preview view, structured data extraction and visual representation of the invoice.
All invoice data is archived in a way that ensures it is tamper-proof, traceable, and chronologically organized—including XML integrity and retention periods.
E-invoices are automatically recognized and archived—regardless of whether they are received via Microsoft 365 or a local mail server.
REDDOXX recognizes and archives structured invoice formats such as ZUGFeRD and XRechnung automatically, without any manual effort.
Archived invoice data can be exported, filtered, or verified directly—making it the ideal interface for tax firms or ERP solutions.
In Germany, companies are required to retain digital invoices for ten years (Section 147 of the German Fiscal Code [AO]). REDDOXX always archives XRechnung and ZUGFeRD invoices in their original format, ensuring that all structured invoice data—including XML files—is fully preserved and remains verifiable at any time.
How REDDOXX Archives Your E-Invoices
As e-invoices become more widespread, the requirements for archiving them are also increasing. REDDOXX takes care of this task entirely for you: Structured XML invoices are automatically recognized upon receipt via email, stored in a tamper-proof format, and made easily searchable via a specially developed interface—ideal for accounting, tax audits, and digital workflows.
Automatic recognition and archiving of e-invoices
REDDOXX automatically recognizes incoming electronic invoices in ZUGFeRD or XRechnung format, regardless of which mail server they were received through. The structured XML file, along with the email, is archived in an audit-proof and GoBD-compliant manner—unchangeable, traceable, and legally compliant.
And the best thing is that the configuration is completed in 5 minutes and the system works completely in the background.
Specialized search and filter functions for structured invoice data
In the REDDOXX archive, e-invoices can be found using special filters and search criteria. In addition to classic parameters such as sender or subject, structured invoice data (e.g. invoice number, amount or recipient) can also be searched and evaluated.
And best of all, the associated XML file is not only archived, but also visually processed, including a graphical preview directly in the web portal.
Optional: Complete e-mail archiving integrated
The archiving of e-invoices is part of REDDOXX’s comprehensive cloud-based email archiving solution. If desired, you can archive not only structured invoice formats but also all business email correspondence—in its entirety, in an unalterable format, and in compliance with the law.
And best of all: You can start by focusing on e-invoices and, if needed, expand to full email archiving with just a few clicks—without having to switch systems or incur any additional effort. You can secure your email correspondence with our anti-spam software and email encryption software.
What sets REDDOXX’s e-invoice archiving apart?
REDDOXX combines the archiving of electronic invoices with comprehensive email archiving in a single, centralized solution. Electronic invoices in the XRechnung or ZUGFeRD formats are automatically recognized upon receipt via email, stored in their original format in an audit-proof and GoBD-compliant manner, and can be retrieved at any time using a specialized search interface. The archiving process meets the legal requirements for tamper-proof and traceable storage throughout the entire ten-year retention period. As a German provider, REDDOXX hosts its data exclusively in German data centers and places particular emphasis on data protection and compliance.
Who is e-invoice archiving suitable for?
Whether you’re just getting started with electronic invoicing or already processing hundreds of structured documents per week, REDDOXX offers the right solution for businesses of all sizes—from a simple entry-level solution to a scalable platform for complex requirements. Thanks to its intuitive operation and full integration into existing archiving processes, business departments, IT managers, and external service providers all benefit equally.
Get started right away without any complex infrastructure: E-invoices are automatically recognized and securely archived—no IT department or special software required.
Efficient relief for accounting and management: GoBD-compliant archiving with graphical display and direct search options.
Centralized, structured archiving of large volumes of invoices—scalable, searchable, and audit-compliant. Ideal for compliance teams and audit processes.
Uniform access to client invoices via a central archive. Simple data export, complete proof of receipts and audit-proof checking.
How the archiving of e-invoices works
REDDOXX Cloud Archive is operated entirely as a service—you don’t need any on-premises hardware, don’t have to handle maintenance yourself, and don’t need any specialized knowledge. Setup takes just a few steps, after which archiving runs fully automatically in the background.
1. set up registration and access
After registering, you will receive access to your protected cloud archive. Management is completely web-based without additional software or complex configuration.
Depending on your preference, you can set up the cloud yourself or have your IT service provider guide you through the setup process—including user management and assigning permissions.
2. connection to your mail system
The REDDOXX Cloud Archive is compatible with all common email systems, including Microsoft 365, local Exchange Server and many more. If you only want to archive e-invoices, a simple connection via journaling or SMTP forwarding is sufficient.
Hybrid environments or migrations can also be easily mapped if you want to implement complete archiving of all emails. Existing mail archives (e.g. PST files) can also be imported to ensure a complete archive.
3. automatic archiving of e-invoices
As soon as the connection is active, REDDOXX automatically recognizes structured formats such as ZUGFeRD or XRechnung when emails are received and archives them in an audit-proof manner, including the XML file, metadata and original email.
Archiving takes place in the background without users having to become active – ideal for legally compliant long-term storage in accordance with GoBD and GDPR.
4. structured research & graphical representation
Invoices can be searched for specific amounts, senders, time periods or other fields via a specialized search interface. The XML file is automatically prepared visually.
If all emails are fully archived, search options are also available for the emails and attachments. Thanks to full-text search, it is then also possible to search in attachments such as PDF files and Word documents.
An e-invoice archiving system stores electronic invoices—such as XRechnung or ZUGFeRD—in a way that is audit-proof, GoBD-compliant, and unchanged in their original format. This ensures that the structured invoice data, including the XML files, remains traceable and verifiable throughout the entire statutory retention period of ten years.
REDDOXX always archives every incoming email in its entirety, including all attachments in their original format. This includes e-invoices in formats such as XRechnung, ZUGFeRD, and other structured invoice formats. Since the XML files they contain are usually not easily readable, REDDOXX has developed its own viewer that visually presents the structured invoice data and displays it directly within the archive.
Yes. REDDOXX meets the requirements for audit-proof and GoBD-compliant archiving of electronic invoices. Invoices are stored in a way that ensures they cannot be altered, are traceable, and are organized chronologically, thereby complying with the principles for the proper maintenance and retention of books and records. This ensures you are on the safe side in the event of a business or tax audit.
In Germany, electronic invoices are generally subject to a statutory retention period of ten years (Section 147 of the German Fiscal Code (AO)). This period begins at the end of the calendar year in which the invoice was issued. REDDOXX supports long-term, legally compliant retention in the original format throughout the entire period, so you don’t have to worry about meeting the retention requirement.
Only the unaltered storage of all invoice data, including XML files, meets the legal requirements for electronic invoices. A simple PDF copy or printout is not sufficient for structured formats such as XRechnung or ZUGFeRD, because the machine-readable data is lost in the process. REDDOXX therefore preserves the complete original format, thereby ensuring GoBD compliance.
No. REDDOXX automatically recognizes e-invoices (e.g., ZUGFeRD or XRechnung) when they arrive via email and archives them in the background—in an audit-compliant manner, in their entirety, and without any manual intervention.
Yes, you can search e-invoices using structured data such as invoice number, amount or sender. A graphical preview of the XML file is also available.
Yes. Archiving works regardless of the mail server used—for example, via journaling in Microsoft 365 and a local Exchange server, or via SMTP forwarding in alternative mail systems such as Postfix.
You can handle this however you like. The REDDOXX Cloud Archive enables complete archiving of all emails, allowing you to store and access company knowledge, agreements and contracts, even after employees have left the company.
However, you can also start by “just” archiving electronic invoices.
