Issuing company invoices as XRechnung files using the XRechnung integration

Mews Marketplace

The legal requirements in Germany make e-invoicing mandatory for business-to-business (B2B) transactions, including business-to-government (B2G), in Germany starting in 2025. XRechnung is an XML document format that you can use when issuing invoices. Properties in Germany can use the XRechnung integration in Mews Marketplace to issue company invoices in the XML format, ensuring compliance with these legal requirements. You can then submit the downloaded XML files directly to the government portal.

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Note: For XRechnung B2G integrations added before December 2024, Mews does not configure the “Government entity” classification by default. To continue issuing B2G invoices, you must add it manually.

 

In this article, you can learn about: 

Setting up the XRechnung integration

Before setting up the integration, you need to complete the following information: 

 

To set up the XRechnung integration:

  1. In Mews Operations, go to the main menu Menu arrow right  > Marketplace.
    • In the Legal environment section, locate the German XRechnung integration, or
    • Type “XRechnung” in the search bar within the Marketplace to find the XRechnung integration.
  2. Click Explore to open the integration.
  3. Click Connect integration.
  4. Fill in the following fields. Note: Fields marked with * are mandatory as part of the XRechnung standard requirements. Mews includes them in the resulting XML file.
    • Name: The name of the integration. You can customize the name appearing in your Marketplace for easier access.
    • Group items: Check this box to group order items by type and tax rate in the XML report. For example, if the guest’s stay is 5 nights with 21% tax, the report then displays 1 night with 5 as the quantity value and the total price. Note: If you do not check this box, Mews reports each item separately.
    • Company name *: Your registered company name in Germany.
    • Tax identifier *: Your company's VAT identifier, starting with the country code "DE" followed by the 9-digit tax ID, for example “DE123456789”.
    • Means of payment *: Click to select the means of payment your property uses:
      • Credit transfer (non-SEPA)
      • Credit transfer (SEPA)
    • Seller contact information
      • Contact name *: The seller’s contact name.
      • Telephone *: The seller’s phone number.
      • Email *: The seller’s email address.
    • Legal business address
      • Street *: The street name where the legal business address is.
      • House number *: The house number where the legal business address is.
      • City *: The city where the legal business address is.
      • Postal code *: The postal code for the legal business address.
      • Address country *: The country for the legal business address.
    • IBAN: Your International Bank Account Number. Note: The IBAN you enter here overrides the IBAN you entered in your accounting configuration.
    • BIC: Your Bank Identifier Code. Note: The BIC you enter here overrides the BIC you entered in your accounting configuration.
    • Notes: Optionally, add notes.

XRechnung integration settings   

  1. Click Create.
  2. A pop-up message appears confirming you connected the integration. Click OK. 

 

To enable the XRechnung integration: 

  1. Under My subscriptions, locate your integration and click Edit.
  2. Check the Enabled box.
  3. Click Save.

 

How to add the B2G classification to a company profile

The proper company classification ensures that Mews issues correct invoices for B2G entities. To configure the classification in the company profile:

 

  1. In the Additional info tab, go to Classification.
  2. Select Government entity for B2G invoicing.


The Additional info view of a company profile, the Classification list.  

  1. Click Save. Note: Deselecting ‘Government entity’ in the company profile configures it for B2B e-invoicing.

 

Using the XRechnung integration

Before issuing a company invoice, verify the following information on the company’s profile:

  • Invoicing email and invoice issue date.
  • Full address in Germany, including the City, Postal code, and Country.
  • Buyer electronic address and contact person name.
  • Ensure the Invoiceable option is active in the Payment section on the Additional info tab.

 

Note: You can only apply XRechnung invoicing: 

  • to non-rebated company invoices that
    • belong to company profiles and
    • do not contain rebates or untaxed items.  
  • when issuing company invoices, not when closing bills after payment.

 

How to apply the XRechnung format when issuing a B2G invoice

Once you issue a company invoice, in the Review before invoicing screen: 

 

  1. Verify the Apply XRechnung for B2G box under Notes.

XRechnung window review before invoicing, the B2G setting applied  

  1. Enter the following additional information to process the invoice. Note: The validation check can only succeed if you complete all the required information related to your invoice.

 

    1. Leitweg-Id
    2. Purchase order number
    3. (Optional) Contract number
    4. (Optional) Project number
  2. Click Issue invoice to issue the invoice using the XRechnung format. 

 

Note: You can deselect the Apply XRechnung for B2G box if you choose not to issue the invoice using the XRechnung XML format.

 

How to apply the XRechnung format when issuing a B2B invoice

Once you issue a company invoice, in the Review before invoicing screen: 

 

  1. Verify the Apply XRechnung for B2B box under Notes.


XRechnung window review before invoicing, the B2B setting applied 

  1. Click Issue invoice to issue the invoice using the XRechnung format.

 

Note: You can deselect the Apply XRechnung for B2B box if you choose not to issue the invoice using the XRechnung XML format.

 

 

How to download an invoice as an XRechnung XML file

After you issue the invoice in the XRechnung format, you can download an XML copy. 

 

On your invoice screen: 

  1. Click More > Download XRechnung to download the XML file on your computer. The XML file also appears in your browser’s recent download history. 

 

 

Once downloaded, you can upload the XML file to the XRechnung portal. This eliminates your effort to enter the invoice details manually. Note: Once you submit and upload the file, you cannot change the invoice details.

 

You can learn more about automatic reports for the German fiscal registry here. 

 

Note: For every XRechnung invoice, Mews includes the XML file alongside the PDF and attaches it to emails sent via the Send Bill or Send Reminder option. You can learn more about sending a reminder email with an attached invoice here. 

 

Reference: XRechnung field mappings in Mews Operations

Mews Operations maps fields in the XRechnung portal according to the table below:

Field name in Mews (EN)

Field name in XRechnung portal (EN) 

Field name in XRechnung portal (DE)

BT Code 

Note

Leitweg-Id

Leitweg-ID (Buyer reference)Leitweg-IDBT-10In Mews, these fields are part of the invoice, in the Legal identifiers section.

Purchase order number

Purchase order (PO) numberBestellnummerBT-13

Project number

Project numberProjektnummerBT-11

Contract number

Contract number

VertragsnummerBT-12

Company name

Company nameFirmennameBT-27In Mews, these fields are part of the XRechnung marketplace integration settings. They map to the seller information in the XRechnung portal.

Tax identifier

VAT IDUmsatzsteuer-IDBT-31

Contact name 

NameNameBT-41

Telephone

TelephoneTelefonBT-42

Email

Email

E-Mail-Adresse

BT-43

Address line 1

Street / house number

Straße / Hausnummer

BT-35In Mews, these fields are part of the enterprise settings. They map to the seller postal address in the XRechnung portal.

Postal code

Postal codePLZBT-38

City

CityOrtBT-37

Country

CountryLandBT-40

IBAN

IBANIBANBT-84In Mews, these fields are part of the accounting configuration. They map to payment means in the XRechnung portal.

BIC

BICBICBT-86

Means of payment

Means of paymentZahlungsmittelBT-82

Invoicing email

EmailE-Mail-AdresseBT-58In Mews, these fields are part of the company profile. They map to the buyer’s information in the XRechnung portal.

Address line 1

Street / house numberStraße / HausnummerBT-50

Name

Company nameFirmennameBT-44

City

CityOrtBT-52

Postal code

Post codePLZBT-53

Seller electronic address  

Electronic address Elektronische Adresse (Verkäufer) BT‑34 In Mews, this field is part of the XRechnung marketplace integration settings. It maps to the contact email in the XRechnung portal.  

Buyer electronic address 

Electronic address Elektronische Adresse (Käufer) BT‑49 In Mews, this field is part of the Company profile settings. It maps to the invoicing email in the XRechnung portal. 

Buyer contact person name 

Name (contact) 

Name (Kontakt) 

BT‑56 

In Mews, this field is part of the Customer profile settings. It maps to the guest’s full name in the XRechnung portal when a company bill is linked to a guest, if not, it maps to the company name.  

 

Invoice issue date 

Issue date 

Rechnungsdatum 

BT‑2 

In Mews, this field is part of the bill settings, you can view bill details in the action log. It maps to the bill closing date [ in the XRechnung portal when available, if not, it maps to the bill creation date. 

 

Invoice type code 

Invoice type code 

Code für den Rechnungstyp 

BT‑3 

In Mews, this field comes from the invoice type. It maps directly to XRechnung codes, for example, 380 for an invoice, 381 for a credit note which you create when you cancel an invoice and 384 for a corrected invoice. 

 

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