EU E-Invoicing for Magento

Overview

EU E-Invoicing turns your Magento invoices and credit memos into structured e-invoices: XRechnung 3.0 (UBL and CII) for German public buyers and Peppol BIS Billing 3.0 for Peppol receivers. It adds the data Magento does not keep (Leitweg-ID, purchase order number, buyer Peppol ID), writes the right EU VAT category for every 0 % line and checks every file against the EN 16931 and XRechnung rules before you send it.

What it does

• Creates XRechnung 3.0 UBL, XRechnung 3.0 CII and Peppol BIS Billing 3.0 UBL files when an invoice or credit memo is saved, or by hand on the order.
• Leitweg-ID (buyer reference, BT-10), purchase order number and buyer Peppol ID per order, with check digit and format checks.
• Buyer VAT ID from the billing address, the customer's Tax/VAT number or the order, checked by format and check digits per EU country (offline).
• VAT categories for 0 % lines: intra-community supply (K) or reverse charge (AE), export (G), zero rated (Z) or exempt (E), with the exemption reason code.
• Credit memos become credit notes (381) that refer to their invoice.
• Built-in EN 16931 and XRechnung checks with messages that name the Magento screen where you fix the data.
• Sales > E-Invoices: list with search and filters, download per file and a ZIP export with a report.

Requirements

• Magento Open Source 2.4.8 with PHP 8.3 (tested on 2.4.8-p5). Magento 2.4.7, Adobe Commerce and other PHP versions are not tested yet.
• No external service: the files are created in your store. Only the licence check contacts our server.

The module creates and checks the files. Sending them to a public buyer's portal or through a Peppol access point is done with your usual channel. This is a tool, not legal or tax advice.

Installation

1. Download the zip from your Kavio Labs account (My licences > Downloads).
2. Extract it into app/code/KavioLabs/EuEinvoicing/ (the folder then contains registration.php and etc/).
3. Run:
   • bin/magento module:enable KavioLabs_EuEinvoicing
   • bin/magento setup:upgrade
   • in production mode also bin/magento setup:di:compile and bin/magento setup:static-content:deploy
4. Open Stores > Configuration > Kavio Labs > EU E-Invoicing and enter your licence key.

The zip is also a Composer package (it has its composer.json at the root, name kaviolabs/module-eu-einvoicing), so a Composer artifact repository can install it as well.

Update

Replace the folder with the new version and run bin/magento setup:upgrade (plus setup:di:compile and setup:static-content:deploy in production mode). Your e-invoice files, buyer data and settings stay.

Uninstall

• Keep your data: bin/magento module:disable KavioLabs_EuEinvoicing, delete the folder and run bin/magento setup:upgrade. The e-invoice files, the buyer data and the settings stay in the database for a later reinstall.
• Remove everything (e-invoice files, buyer data, settings, licence state): bin/magento module:uninstall KavioLabs_EuEinvoicing --non-composer first, then bin/magento module:disable KavioLabs_EuEinvoicing, delete the folder and run bin/magento setup:upgrade. For a Composer install use bin/magento module:uninstall KavioLabs_EuEinvoicing --remove-data.

Your invoices, credit memos and orders are never changed or removed by the module.

Configuration

Open Stores > Configuration > Kavio Labs > EU E-Invoicing. Settings can differ per website and store view (for example the formats or the payment details).

Licence

Enter your licence key and click Save Config: the key is verified at once. The licence card shows the status, the licensed domain and the date until which updates are included. Check now verifies again. A new installation works for 14 days before a key is needed.

E-invoices

Seller

Legal name, VAT ID, tax number, company registration ID, additional legal information, Peppol ID and contact. Empty fields fall back to General > Store Information (name, phone, address, VAT number) and the store's general contact e-mail. XRechnung needs a seller phone number and e-mail.

Payment

• IBAN, BIC, account holder: written for credit transfer payments (payment means 58).
• Credit transfer payment methods and Cash payment methods: payment method codes, comma separated (for example banktransfer,purchaseorder).
• Payment means of all other methods: usually "Online payment service" (68) for cards and payment providers.
• Payment due after (days) and Payment terms text for unpaid invoices: every unpaid invoice gets a due date (0 days = due on the invoice date). Invoices paid online (card, PayPal and other online methods) are written as prepaid with 0.00 payable. Bank transfer, purchase order, check and cash on delivery invoices show the full amount as payable with a due date, even though Magento marks them paid.

VAT categories of 0 % lines

Taxed lines are written as standard rate (S). A line with 0 % tax is classified by the buyer: same country or no buyer VAT ID (zero rated or exempt), another EU country with a buyer VAT ID (intra-community supply or reverse charge), outside the EU (export, G).

Usage

Buyer data on the order

Open an order and select the E-Invoice tab.

• Buyer reference / Leitweg-ID: German public buyers send you their Leitweg-ID (for example 04011000-1234512345-06) with their order. It is checked by format and check digits and written to BT-10.
• Purchase order number: written as the order reference (BT-13).
• Buyer Peppol ID: scheme:id, for example 0204:991-33333TEST-33. Without it the Peppol file uses an ID derived from the buyer VAT ID and shows a warning to confirm it.
• Buyer VAT ID: leave empty to use the billing address VAT number or the customer's Tax/VAT number.

Click Save buyer data. Existing e-invoice files of the order are updated at once.

Creating e-invoices

• Automatically when an invoice or credit memo is saved (see the settings), for business buyers or for every order.
• By hand: Create e-invoices (or Update e-invoices) on the E-Invoice tab creates the files of every invoice and credit memo of the order. Run it again after you change data; the files are replaced.

Every file shows its status:

• Valid: all built-in EN 16931 and format rules pass.
• Valid with warnings: the file can be sent; check the message (for example a Peppol ID derived from the VAT ID).
• Not valid: data is missing or wrong; the message names the place to fix it. Fix it and update the e-invoices.

The e-invoice list

Sales > Operations > E-Invoices lists every file with document, order, buyer, buyer reference, format, amount and status. Search by invoice, order, buyer or Leitweg-ID and filter by format, status and document type. Download single files, or select files and click Download selected as ZIP (with a report.csv of status and messages).

Admin permissions

Two roles under Sales > E-Invoices in System > User Roles: viewing and downloading the files, and creating e-invoices and editing buyer data.

FAQ

Does it send the e-invoices to the buyer?

No. The module creates and checks the files and keeps them on the order. Upload them to the public buyer's portal, attach them to your invoice e-mail or send them through your Peppol access point.

Which formats are tested?

Files of every format were checked with the official KoSIT validator (XRechnung 3.0.2 configuration) and the Peppol BIS Billing 3.0 rules (UBL 2.1 schema, EN 16931 and Peppol schematron 3.0.20) on Magento 2.4.8: invoices and credit notes, German 19 %, intra-community supply and export.

Does it create ZUGFeRD / Factur-X PDFs?

Not in this version. It creates XRechnung (UBL and CII) and Peppol BIS Billing 3.0 XML files.

Does it change my Magento invoices?

No. Invoice PDFs, invoice e-mails, numbers and totals stay as they are. The e-invoice uses the same document number.

Does it work with Hyva and headless storefronts?

Yes. The module works in the Admin only and adds nothing to the storefront.

Does it work on Adobe Commerce, cloud or SaaS?

It is tested on Magento Open Source 2.4.8-p5 with PHP 8.3. Adobe Commerce and Adobe Commerce cloud are not tested yet. It needs a store that runs PHP modules, so it is not for SaaS editions that cannot run them.

What happens when I delete an order?

Its e-invoice files and its buyer data (Leitweg-ID, PO number, Peppol ID) are deleted with it.

Why does every unpaid invoice have a due date?

Peppol and EN 16931 need a due date or payment terms when an amount is still to be paid. The due date is the invoice date plus "Payment due after (days)" (0 = due on the invoice date). Invoices paid online (card, PayPal and other online methods) are written as prepaid with 0.00 payable. Bank transfer, purchase order, check and cash on delivery invoices show the full amount as payable with a due date, even though Magento marks them paid.

Is this legal or tax advice?

No. It is a tool that follows the published standards. Check your VAT treatment with your tax advisor.