Getting started with XMS Rechnung

Step 1

Create your account

Sign up at xmsrechnung.de with your email address and a password. Once you confirm your email you can start right away – the first 30 days are free.

Step 2

Complete your company details

On first start, the dashboard shows a “complete your company details” notice. One click takes you straight to the settings.

Step 3

Company and sender

Enter your company name, address, email, phone and website, and upload your logo (PNG or JPG, max. 2 MB). These details appear as the sender on all quotes and invoices.

Step 4

Tax number or small business

Every invoice must show your tax number or VAT ID (§ 14 UStG). As a small business, activate the § 19 UStG scheme – invoices are then created without VAT and with the required notice.

Step 5

Bank details and number ranges

Add IBAN, BIC and bank for the payment information. Set prefixes for invoice and quote numbers and your payment term. Numbering is gapless and restarts every year.

Tip: Also enter your tax advisor’s consultant and client numbers here – they are needed for the DATEV export.

Step 6

Add customers

Under “Customers” you add companies and private clients with address, email and – for companies – VAT ID. Customer numbers are assigned automatically.

Tip: For public authorities, enter the Leitweg-ID. You can then create the invoice as an XRechnung.

Step 7

Items and services

Save your recurring services with unit, net price and VAT rate. In quotes and invoices you add them later with one click.

Step 8

Create a quote

Under “Quotes” choose the customer, add the project or site and add line items. Totals and VAT are calculated automatically. “Preview (PDF)” shows the document before you issue it.

Step 9

Turn the quote into an invoice

Once the quote is accepted, click “Convert to invoice” – all line items are carried over. For larger jobs, create progress invoices and a final invoice at the end; progress payments already made are deducted automatically.

Step 10

Review and issue

Check the preview and click “Issue invoice”. Only now does the invoice get its sequential number and is archived unchangeably (GoBD). Corrections are made by cancellation or as a new copy.

Tip: For construction services to other construction companies, activate the reverse charge (§ 13b UStG).

Step 11

E-invoice: ZUGFeRD and XRechnung

Every issued invoice is available as an e-invoice: as a ZUGFeRD PDF with embedded XML – readable for people and software – and as XRechnung (XML) for public clients.

Step 12

Send by email

With “Send by email” you send the invoice directly from XMS Rechnung. Subject and text are pre-filled and the e-invoice is attached. Your customers’ replies go to your own email address.

Step 13

Record payments

The invoice list shows what is open, overdue or paid. When a payment arrives, record it directly on the invoice.

Step 14

Dunning

Under “Dunning” you find all overdue invoices with days past due and reminder level. Send a payment reminder or dunning letter by email with one click.

Step 15

Export for your tax advisor

Under “Export” you download one ZIP package per month: DATEV posting batch (EXTF), sales journal as Excel and all documents as PDF with e-invoice and XML.