DATEV & accounting
E-invoices and DATEV: import and post structured invoices cleanly
Short answer: DATEV processes e-invoices through the structured EN 16931 data set — embedded in the PDF for ZUGFeRD/Factur-X, as plain XML for XRechnung. For a smooth import in the firm or in DATEV Unternehmen online, the file has to be technically correct. A plain PDF is not enough. fakturai generates and checks exactly that data set before it reaches DATEV.
How DATEV reads e-invoices
DATEV workflows work with the structured data behind the invoice, not its visual image:
- ZUGFeRD / Factur-X — a
PDF/A-3with embedded CII XML; DATEV shows the readable PDF and reads the machine-readable data set for posting. - XRechnung — pure XML (UBL or CII) that DATEV ingests directly as a structured invoice.
- Plain PDF — no structured part; must be captured manually or via OCR and is not an e-invoice under the mandate.
The common denominator is always the EN 16931 data set. If it is correct, the invoice is DATEV-ready — whether it arrives as XRechnung or ZUGFeRD.
Why DATEV imports fail — and how to avoid it
Most problems start in the file, not in DATEV. The most common pitfalls:
- Wrong ZUGFeRD profile. MINIMUM and BASIC-WL do not carry the full EN 16931 data set and do not count as a full e-invoice. Use at least COMFORT / EN 16931.
- Missing mandatory data. Without the seller VAT ID (BT-31), a correct VAT breakdown (BG-23) or an electronic address, the import can be incomplete.
- Sums that do not add up. If line nets, the VAT breakdown and document totals are arithmetically inconsistent, the file is technically invalid — one of the most common error sources.
- PDF without XML. A styled PDF with no embedded data set is not an e-invoice and cannot be read in structured form.
Which concrete errors occur most often and how to fix them: XRechnung validation errors (BR-DE) and how to fix them.
Validate before it reaches the firm
The simplest way to avoid DATEV import problems is a technical check before handover. fakturai builds a ZUGFeRD/Factur-X or XRechnung file from your data and checks it against a KoSIT-aligned accept gate. Already have a file — from a supplier or another system? Upload it to the free validator without an account and see immediately whether it meets EN 16931.
Validate an e-invoice for free
What fakturai does not replace
fakturai checks and generates the technical format and structural compliance per EN 16931 with a KoSIT-aligned accept gate. It is not a replacement for DATEV, not an accounting system and not tax advice. Posting, tax treatment, GoBD-compliant archiving and content correctness remain the responsibility of DATEV or your firm. fakturai makes no legal, tax or delivery guarantees — it makes sure the data set DATEV then processes is clean. Third-party product names are used only to describe the workflow.
Next step
Free German e-invoice validator · Create an API key
Related: E-invoices for tax advisors · GoBD-compliant archiving · XRechnung validation errors · Validation checklist