In some countries, e-invoicing must be used instead of traditional invoicing in every transaction. In other countries, it is only mandatory to use e-invoicing for transactions with government agencies.
Rentman supports both manual export and automatic generation of e-invoice files in multiple formats.
E-invoices must use a structured data format—typically XML based on standards like UBL—to meet regulatory and interoperability requirements. Unstructured formats such as PDF or Word documents do not qualify as valid e-invoices, unless they embed structured data (as in formats like ZUGFeRD or Factur-X).
This article outlines the basic settings required to set up e-invoicing.
Supported formats
In Rentman, you can export every invoice in an e-invoice format.
In addition to the existing UBL 2.3 format, we have re-enabled support for UBL 2.1 alongside it. This allows you to select the appropriate format for ledgers and export purposes, depending on regional requirements.
We've added support for the ZUGFeRD format as an alternative to XRechnung to comply with German e-invoicing regulations. Because ZUGFeRD is fully compatible with the Factur-X standard, it can also be used for e-invoicing in France.
This hybrid format embeds the structured XML data directly into the PDF file, so there's no need to generate or send a separate XML file. When this format is enabled for automatic delivery, the XML is always included in the PDF, making it easy to email or download a single, compliant file for your clients.
For Italian customers, the Fattura is also available in XML format.
Set up your VAT scheme
- Go to settings Configuration module > Financial > VAT schemes.
- Double-click on a VAT scheme to open it.
- Enter the right Tax category for each rate. Look here for the different rates: EDIFACT code (5305 Norm)
- Click Confirm
- Repeat for each VAT scheme.
Configure your e-invoicing settings
Go to settings Configuration module > Financial > Electronic invoicing, and fill in the fields from the table below.
| Available XML formats | Check the support formats here. |
| Attach XML automatically |
You can now automatically generate and send UBL e-invoices in Rentman by enabling the Automatic XML generation option. When activated, the structured e-invoice file is automatically attached to outgoing invoices. For ZUGFeRD / Factur-X, the XML data is embedded directly into the PDF, so there’s no need to send a separate XML file. The correct XML format is selected automatically based on your country. FatturaPA (Italy) is not supported at this time. |
| Identification number |
The unique number that identifies a business, based on the country's identification scheme. For many European countries, this scheme is the VAT. Take a look at the European Business Identifier here to find your ID number (Germany and Austria only). For German customers: If your business mostly works in the EU, UST-ID is the best option (Code 9917). It is also possible via DUNS-Nummer (Code 0002). Please find the one that works for you. |
| Identification scheme |
The code that identifies your country and business. Check this list if you do not know your country's identification scheme. |
| Currency code |
Select your currency code if it is not already set by default. Check this article out on your currency code. |
| Bank account number | The unique account identifier where payments should be sent - for example, an IBAN or other bank account number. |
Note: Due to their uniqueness, Rentman does not offer support for locating or identifying your business ID number, scheme or currency code. Please consult your financial advisor and review this code list from Peppol.
Configure your contacts' e-invoicing settings
Fill in your contacts' data to generate e-invoices.
- Go to contact_phone Contacts.
- Double-click on a contact to open it.
- Go to the Electronic invoicing tab.
- Fill in the identification number and identification scheme.
If you do not know the identification number of a contact, request it to them or check in your country's identification scheme database.
Export an e-invoice
After creating an e-invoice, you can download e-invoices directly from the Invoice overview module.
- Both the PDF and XML files are downloadable in one place.
- XML and PDF filenames are now aligned for better clarity and consistency.
- In the monetization_on Financial module, go to Invoices submodule.
- Create an invoice or select an existing one from the list.
- When editing the invoice, click on the download
button to 'Download PDF files'.
- Or choose
'Export for accounting software and e-invoices'.