E-Invoicing Basics

Informing Customers About E-Invoices – Templates & Tips

Why You Need to Inform Customers

Many of your customers don't know what an e-invoice is or whether they can process the format. A preparatory letter avoids follow-up questions and demonstrates professionalism.

Sample Email

Subject: Switching to E-Invoices as of Date

Dear customers,

as of Date we are switching our invoicing to electronic invoices (e-invoices). You will continue to receive your invoices by email – but from now on in the standardized ZUGFeRD format.

This format combines a readable PDF with machine-readable invoice data. You can open and print the invoice just as before.

If you have any questions or prefer a different format, please let us know.

Thank you for your understanding.

Best regards, Your Name

Short Version for Regular Customers

Hi Name,

starting now, you'll receive your invoices as e-invoices (ZUGFeRD format). You can open them as usual – everything else happens automatically. Any questions? Just let me know!

Best regards

Key Points for Your Letter

  • State the transition date
  • Explain the format (ZUGFeRD or XRechnung)
  • Reassure them (PDF remains readable)
  • Offer an alternative for customers who can't process e-invoice formats
  • Provide a contact for questions

FAQ for Your Customers

The most common questions about e-invoices:

  • "Can I still print the invoice?" → Yes, ZUGFeRD contains a readable PDF
  • "Do I need to install new software?" → No, any current accounting software can read ZUGFeRD
  • "Will this cost me anything?" → No, delivery remains the same as before

Read more:

Still unsure?

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