Software guides · DATEV · ZUGFeRD

ZUGFeRD in DATEV

DATEV Unternehmen Online generates ZUGFeRD directly from Rechnungsschreibung—no manual XML editing required. This guide covers the specific settings in Stammdaten for ZUGFeRD profile selection, configuring PDF-compliant Briefpapier templates, and ensuring the generated invoices sync correctly with your Steuerberater via DATEV Cloud.

Prerequisites
  • DATEV Unternehmen Online subscription with Rechnungsschreibung module
  • Mandant (client) created with complete Stammdaten (USt-IdNr or Steuernummer)
  • DATEV Briefpapier template compatible with PDF/A-3 (no CMYK colors, embedded fonts)
  • Debitoren-Stammdaten configured for customers receiving ZUGFeRD
  • DATEV Rechenzentrum sync active for automatic Steuerberater data exchange
Step-by-step setup
  1. 01

    Enable ZUGFeRD in Mandanten-Stammdaten → Ausgabeoptionen

    DATEV Unternehmen Online → Stammdaten → Mandant → tab "Ausgabeoptionen". Enable "ZUGFeRD-Rechnungen erstellen". Select profile: BASIC (most B2B), COMFORT (EN 16931 compliance), or EXTENDED (for XRechnung compatibility). BASIC is recommended for general German B2B—it contains all data needed for automated booking.

  2. 02

    Verify Mandant tax identifiers: USt-IdNr or Steuernummer

    Stammdaten → Mandant → tab "Grunddaten". ZUGFeRD requires either USt-IdNr (DE + 9 digits, e.g., DE123456789) OR Steuernummer (format varies by Bundesland, e.g., 123/456/78901). At least one must be present. If both empty, the generated CII XML will fail BR-DE-16. USt-IdNr is strongly preferred for B2B.

  3. 03

    Configure PDF/A-3 compliant Briefpapier template

    Stammdaten → Briefpapier → select or create template. Critical: use only RGB colors (not CMYK), embed all fonts (TrueType embedding), no transparency. Test: generate a sample invoice and check with Adobe Preflight or veraPDF. DATEV provides certified templates—search "DATEV Briefpapiervorlagen" in DATEV Service. Non-compliant templates cause PDF-A3-CONFORMANCE errors.

  4. 04

    Create and send ZUGFeRD invoice via Rechnungsschreibung

    Rechnungsschreibung → Neue Rechnung. Complete invoice as normal. On "Ausgabe" step: select "ZUGFeRD" as output format. Click "Rechnung erstellen". DATEV generates PDF/A-3 with embedded factur-x.xml. Download or send directly via Email aus DATEV. The XML contains all structured data from the invoice including line items.

  5. 05

    Verify Steuerberater sync and XML extraction

    ZUGFeRD invoices sync automatically to your Steuerberater via DATEV Cloud (Belegbild-Service). They see both PDF and structured data in DATEV Kanzlei-Rechnungswesen. To manually verify XML: open PDF in Adobe Acrobat → View → Navigation Panels → Attachments → extract "factur-x.xml". Upload to Invoice Navigator to validate profile compliance before sending to customers.

Common DATEV errors

BR-CO-18Rounding Discrepancy in Line Totals

Why in DATEV

Complex Buchungssätze with split VAT rates can cause rounding issues. DATEV internal calculations use high precision, but the exported XML may round differently than the visual PDF shows.

How to fix it

Review Stammdaten > Rundungseinstellungen. Set consistent decimal handling to 2 places for EUR amounts. Verify Buchungssätze totals before export.

Full guide

BR-DE-16Missing Seller Tax ID

Why in DATEV

Either USt-IdNr or Steuernummer is required for XRechnung profile. Incomplete Mandanten-Stammdaten setup may leave both fields empty, especially for newly created clients.

How to fix it

Complete Mandanten-Stammdaten: enter USt-IdNr (DE + 9 digits) OR Steuernummer. For B2G invoicing, USt-IdNr is strongly recommended.

Full guide

PDF-A3-CONFORMANCEInvalid PDF/A-3 Structure

Why in DATEV

DATEV ZUGFeRD output requires PDF/A-3 with embedded XML. Custom letterhead templates (Briefpapier) with non-embedded fonts or CMYK color spaces can break conformance.

How to fix it

Use DATEV-certified Briefpapier templates. Ensure all fonts are embedded and colors are in RGB or sRGB color space.

Full guide

Pre-export checklist for DATEV

Before exporting ZUGFeRD from DATEV, verify these items:

  1. 01
    Verify Mandanten-Stammdaten has USt-IdNr or Steuernummer
  2. 02
    Confirm ZUGFeRD profile matches customer requirements (COMFORT for most B2B)
  3. 03
    Check Buchungssatz totals match expected amounts
  4. 04
    Ensure Briefpapier template is PDF/A-3 compliant with embedded fonts
  5. 05
    Verify bank details (IBAN, BIC) are complete
  6. 06
    Test with a few invoices before bulk export
Testing your setup

Generate a test ZUGFeRD invoice in DATEV Unternehmen Online. Download the PDF and verify XML is embedded using Adobe Acrobat or a ZUGFeRD viewer like Mustang.

DATEV provides ZUGFeRD test materials through the DATEV Hilfe-Center. Search "ZUGFeRD Musterrechnung" in the DATEV knowledge base.

Validate your output

Upload your DATEV ZUGFeRD PDF to Invoice Navigator. The validator extracts and validates the embedded XML against your selected profile.

Check a ZUGFeRD file

FAQ
Which ZUGFeRD profile should I use?

BASIC for simple archiving, COMFORT for standard B2B data exchange (recommended), EXTENDED for detailed invoice data. Use XRechnung profile only for B2G invoicing.

Does my Steuerberater see the ZUGFeRD data?

Yes, DATEV cloud automatically syncs ZUGFeRD invoices. Your tax advisor receives both the PDF and structured XML for efficient booking.

Related guides

Have a ZUGFeRD invoice from DATEV that came back rejected? Check it here.

Checking is free. The first verified download every 30 days is free. After that €1.90 per invoice, or €9 a month for all of them.