To submit supporting documents or attachments with your invoice, they must be embedded in the invoice data file and should not be sent separately as an email attachment. Documents of the following file types may be embedded: PDF documents (PDF), Images (PNG, JPEG, JPG), Excel spreadsheets (XLSX), Support and OpenDocument spreadsheets (ODS) and Text files (CSV) as well as XML when using an extension.
You have various options for embedding documents depending on the way you create your invoices and which transmission method you use to submit them to the Online Access Act-compliant Invoice Submission Portal (OZG-RE). Please note that the embedding of supporting documents differs depending on whether the attachments are larger or smaller than 15 MB.
Create new invoice (via web submission)
If you create your electronic invoice manually (using the web submission form), you can manually add supporting documents of the accepted file types to the invoice. In the “Attachments” tab of the Web Entry, you can upload attachments up to 15 MB in size using drag & drop or manual selection. Once the invoice is submitted, the documents are directly embedded in the invoice.
To attach files larger than 15 MB to the invoice, please switch to the “References/Large Attachments” tab. There you can add attachments by reference with a total size of up to 200 MB.
Upload invoice file
You can submit your completed invoice in the XML format using the function “ Upload invoice file”. To attach supporting documents, you must embed them in the XML file encoded in Base64 before uploading your invoice. If you have questions, please contact your software provider regarding the options for embedding documents in electronic invoices.
In the “Large Attachments” administration menu of the OZG-RE, you also have the option to upload attachments with a total size of up to 200 MB and generate a corresponding link. This link can then generally be inserted into the invoice as a reference. Please note that when using the “Submit externally created invoice” function, the total size of all large attachments must not exceed 200 MB.
Transmit via email
You can submit your completed invoice using email. To attach supporting documents, you must embed them in the XML file encoded in Base64 before submitting your invoice.
For more information, contact your software provider to ask about options for embedding documents in electronic invoices.
In the “Large Attachments” administration menu of the OZG-RE, you also have the option to upload attachments with a total size of up to 200 MB and generate a corresponding link. This link can then generally be inserted into the invoice as a reference.
Transmit via Peppol
You can submit your completed invoice using Peppol. To attach supporting documents smaller than 100 MB, they must be Base64-encoded and embedded into the XML before transmitting the invoice.
For more information, contact your software provider to ask about options for embedding documents in electronic invoices.
In the “Large Attachments” administration menu of the OZG-RE, you also have the option to upload attachments with a total size of up to 200 MB and generate a corresponding link. This link can then generally be inserted into the invoice as a reference.
To the terms of use of the OZG-RE.
