InvoCLOUD (eBill / ZUGFeRD) - Application – bexio Support

eBill is an electronic invoice format that allows you to enter invoices (debtors) into the customer's e-banking. Your customer can handle the payment of your invoice conveniently, directly from their banking platform.

→ For the setup of this integration, read the following post: InvoCLOUD - Setup

Application Requests: For queries about third-party software within the application, please use the following information:

Developer → InvoCLOUD AG
Support → office@invocloud.ch
Partner's website → https://www.invocloud.ch/
Partner App Details → Marketplace

The Terms and Conditions, as well as further details can be found on our Marketplace App. The integration is charged directly via the partner. The bexio conditions are not affected.

Prerequisites
Instructions for Use

Prerequisites

Prerequisites for sending an invoice via eBill: In order to ensure that the send function for invoicing via eBill is active, the following criteria must be met:

✓ The registration process must be completed.
✓ The initial “activation invoice” must be paid.
✓ The subscription may not be used up.
✓ The “Invoice Recipient” must validate/activate your company (registered in eBill) as “Invoicing party” in their own “E-Banking eBill Portal”.
✓ The contact details must be up-to-date. The street, postal code, and the town/city must be entered in the contact, as well as the customer's correct email address (registered with eBill).

Instructions for Use in bexio

After the successful activation of InvoCLOUD, and once all requirements have been fulfilled, invoices can be sent via eBill /ZUGFeRD. This operation is only available in the individual invoicing function and not in the overview function as “bulk mailing via eBill.”

Important note for maintaining your contact master data: All contacts for whom you wish to use the payment service, must be kept up-to-date at all times. Otherwise, the send function is not permitted.

→ A missing, or an incorrectly entered e-mail address → eBill and ZUGFeRD send function will not be permitted.
→ Street, postal code, town/city not entered → eBill & ZUGFeRD send function is not permitted.

Screenshot of sending action	Description of sending action
	If the service for sending eBill/ZUGFeRD hasn't been activated (the registration process has not yet been completed and the invoice has not yet been paid), bexio withholds the option of sending via eBill/ZUGFeRD:
	If neither the eBill nor ZUGFeRD functions are active for selection, the following non-complied conditions may be due to the following reasons: ✓ The subscription is used up. ✓ The “Invoice Recipient” may not have validated/activated your company (registered in eBill) as “Invoicing party” in their own “E-Banking eBill Portal”. ✓The contact details must be up-to-date. The street, postal code, and the town/city must be entered in the contact, as well as the customer's correct email address (registered with eBill).
	If the service is active, and the invoice recipient has given consent to the invoicing party to receive eBills, the invoice can be sent directly from bexio via the eBill function:
	Alternatively, for large companies with “ERP systems”, invoices can also be sent via e-mail, using ZUGFeRD PDF. If the invoice recipient has not (yet) given their consent to receive eBill invoices, the invoice can be sent directly from bexio, as before, (via a PDF attachment):

Since the transmission via eBill /ZUGFeRD is subject to a fee (the invoice counter in the selected package is reduced by one point), the transmission must be confirmed. The pop-up message can be hidden by using the “Do not show message again” option:

Invoice date: eBill invoices are only sent to the invoice recipient on the invoice date, i.e. eBills only then appear in the recipient's e-banking and ZUGFerd invoices are only then sent by mail.

“Transfer via eBill failed”: If the invoice recipient is no longer enabled for eBill, the status “Transfer via eBill failed” will be displayed after the “Transmission attempt via eBill failed”. → In this case, check whether the recipient has changed their registered email address in eBill, or send the invoice via e-mail/post.

Contents

Prerequisites

Instructions for Use in bexio