Archiving electronic invoices
E-invoice archiving – automated and searchable
Archiving of e-invoices
E-invoices such as ZUGFeRD or XRechnung are not ordinary PDF files, but structured XML documents whose content must be machine-readable and stored unchanged. For companies, this means that not only the readability but also the technical integrity of the XML data must be ensured – for the entire statutory retention period.
REDDOXX offers the right solution for this: structured invoice formats are automatically recognized, classified and archived with all metadata upon receipt of the e-mail – audit-proof, searchable and graphically prepared.
ZUGFeRD and XRechnung invoices are archived 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 an unalterable, traceable and chronological manner – 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 checked directly – the ideal interface to the tax office or ERP solution.
Archiving of e-invoices
With the increasing spread of e-invoices, the requirements for archiving them are also increasing. REDDOXX takes this task off your hands completely: structured XML invoices are automatically recognized when they are received by e-mail, saved unalterably and made conveniently 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 via. The structured XML file and email are archived in an audit-proof manner – unalterable, 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 the comprehensive REDDOXX Cloud Archive solution. On request, you can archive not only structured invoice formats, but also all business email traffic – complete, unalterable and legally compliant.
And the best thing is: you start with a focus on e-invoices and can expand to complete e-mail archiving with just a few clicks if required, without any system changes or additional effort.
Who is e-invoice archiving suitable for?
Regardless of whether you are just starting out with electronic invoices or already process hundreds of structured documents per week: REDDOXX offers the right solution for any size of company – from a simple entry-level solution to a scalable platform for complex requirements. Thanks to the intuitive operation and complete integration into existing archiving processes, specialist departments, IT managers and external service providers benefit equally.
Simply get started without a complex infrastructure: e-invoices are automatically recognized and securely archived – without the need for an IT department or special software.
Efficient relief for accounting and management: GoBD-compliant archiving with graphical display and direct search options.
Central, structured archiving of large invoice volumes – scalable, searchable, audit-proof. 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 local hardware, your own maintenance or specialist knowledge. Setup is completed in 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 requirements, you can set up the cloud yourself or be supported by your IT service provider during the setup process – user administration and assignment of rights.
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.
No. REDDOXX automatically recognizes e-invoices (e.g. ZUGFeRD or XRechnung) when they are received by email and archives them in the background – audit-proof, complete and without 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 independently of the mail server used – e.g. via journaling with Microsoft 365 and a local Exchange or SMTP forwarding with 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 “just” start archiving electronic invoices.
