FAQ

Here you will find answers to frequently asked questions about portinvoice.

Questions Concerning Purchase and Upgrade Options

1. How soon after purchase can I start using portinvoice?

You will provide your customer data, password, and the information required to set up your personal e-invoicing mailbox during the purchase process. Therefore, portinvoice is ready to use and available immediately after the purchase is completed.

2. What payment options are available?

When you purchase portinvoice, you will receive an invoice from us after completing your order. Please transfer the total outstanding amount to the account specified therein within 14 days.

3. What payment intervals are available?

portinvoice is available exclusively on an annual subscription basis. This means that the price of 10 EUR/month for the Mail Edition or 25 EUR/month for the Embedded Edition (plus VAT) will be invoiced once a year as a recurring total amount. ou will therefore pay once a year for twelve months of portinvoice usage.

4. I only need to process electronic invoices occasionally – is there a more affordable option?

"If you only receive electronic invoices occasionally, with portinvoice, you can manually validate up to 10 electronic invoices per day for free and download a copy of the embedded XML file. A cost-effective solution for receiving invoices, including a personal e-invoice inbox, automatic email validation, an ad-free visual copy, a validation report in PDF and XML format, a receipt journal with your complete entry history, and legally compliant archiving of all process documents, is available with the portinvoice Mail Edition for just 10 EUR/month plus VAT on an annual subscription."

5. Is there a trial version?

A trial version of portinvoice is not available. However, if you'd like to experience the functionality of portinvoice, you can easily try out the manual validation and visualization of e-invoices: You can validate up to 10 e-invoices daily and generate visual copies without the need to create a customer account beforehand. A detailed overview of the Mail Edition's features can be found in the video above.

6. What does the system client name mean in the purchasing process and what should I consider when assigning it?

A client is the highest data-related structure level within the system. The associated client name is set once and cannot be changed afterward. It may only contain the characters 0-9 and a-z. The client name also generates the email address for your personal e-invoice inbox. This address is made up of the client name, the extension .validation, and the domain @portinvoice.com. We recommend using a short designation (such as a concise abbreviation) for the client name to ensure a compact and user-friendly inbox address.

7. What do I get when I purchase an extension license for portinvoice?

With the purchase of a Mail extension license, the invoicing volume of the portinvoice Mail Edition increases by an additional 600 e-invoices that can be validated annually. Additionally, one more gigabyte of archive capacity is added, along with an additional user access, so that multiple people can work with portinvoice simultaneously. The price per extension license is 10 EUR/month plus VAT in an annual subscription. An Embedded extension license includes all the features mentioned above, as well as an additional 100 calls per hour for the portinvoice Embedded Edition, and costs 25 EUR/month plus VAT in an annual subscription.

8. I want to purchase an extension license for my portinvoice edition. Will this change the contract duration?

Yes, purchasing an extension license results in an adjustment of the contract duration. Since extension licenses are only offered in an annual subscription, the purchase date of the new license becomes the new reference date for the entire contract duration. This means that the duration of your base product will also be adjusted and extended accordingly.

9. Can I upgrade my portinvoice Mail Edition to the Embedded Edition?

Yes, upgrading from the portinvoice Mail Edition to the Embedded Edition is easily possible. Similar to purchasing an extension license, the contract duration will also be adjusted: Since the Embedded Edition is only available as an annual subscription, the purchase date of the new license becomes the new reference date. As a result, the duration of your base product will be extended accordingly.

10. I am looking for software that also allows me to create and edit e-invoices. Do you offer a solution for this?

portinvoice is specifically designed for receiving and validating e-invoices. However, if you are looking for a solution that also enables you to create electronic invoices, we recommend obwyse Intro — our all-in-one solution for small and medium-sized businesses. With obwyse Intro, you not only comply with the mandatory reception and processing requirements for electronic inbound invoices in B2B transactions starting in 2025, but you can also create and send tax-compliant e-invoices with just a few clicks. Additionally, the solution allows you to securely archive all business documents, keep track of your finances, manage business partners, and transfer documents directly to your tax advisor. If you are already using portinvoice and would like to switch to obwyse Intro, upgrading is easily possible. Feel free to contact us. Just get in touch with us.

Questions Concerning Your Cusomer Account

1. Can I change the email address of my e-invoicing mailbox (system-client.validation@portinvoice.com)?

Unfortunately, it is not possible to change the receiving address of your e-invoicing mailbox after it has been created. This address is automatically generated based on the system client name you selected when setting up your user license. The email address consists of the client name, the .validation extension, and the @portinvoice.com domain. We therefore recommend choosing a concise abbreviation as the client name to ensure a compact and user-friendly receiving address.

2. Can I change the email address for result delivery?

You can change your receiving address for result delivery (validation reports and preview copies) at any time in the settings section. Simply log in to www.portinvoice.com with your username and password and update the email address there.

3. Can I share my e-invoicing mailbox address (system-client.validation@portinvoice.com) directly with suppliers?

Whether you share your e-invoicing mailbox address with third parties, such as suppliers, is entirely up to you. If you do, original documents sent to this address will be received, validated, visualized, and archived directly in portinvoice. You will only receive the corresponding validation report in PDF and XML format, along with a PDF preview copy of the structured original invoice, at your designated receiving address. However, please keep in mind that sharing your receiving address with third parties may reduce your control over your inbox. This increases the risk of receiving unwanted messages such as spam or irrelevant documents. These messages will still be processed by the system as incoming invoices and archived in portinvoice—along with all associated process records (incoming email, validation report, and preview copy)—at the expense of your archive capacity.

4. Can I disable result delivery?

No, it is currently not possible to disable result delivery. If you would like to keep validation result emails separate from your regular email traffic, we recommend setting up a dedicated email address for receiving these reports. You can then configure this address in portinvoice as your receiving address to keep your primary inbox uncluttered.

5. How can my tax advisor access my data?

The easiest way is to forward the validation result emails to your tax advisor. Alternatively, you can purchase an additional license and create a separate portinvoice account for your tax advisor. However, please note that this account will have the same permissions as your own, meaning your tax advisor will also be able to make changes. If you want to prevent this, forwarding the emails remains the better option.

Questions Concerning the Features of portinvoice

1. What is special about the portinvoice Mail Edition?

The portinvoice Mail Edition enables the automatic validation and archiving of incoming e-invoices. You will receive a personal e-invoicing mailbox with a unique email address. You can simply forward your electronic invoices to this address by email without the need to log in to portinvoice or visit the website. The incoming invoices are automatically validated in the background and archived along with all associated process documents in a legally compliant manner. Once the validation process is complete, the system sends you an email with the original invoice, and, if applicable, the embedded XML invoice (for ZUGFeRD invoices), the corresponding validation report with usage recommendations in both PDF and XML formats, as well as a human-readable visual copy of the original XML invoice in PDF format. Additionally, you can log in to your user profile at www.portinvoice.com at any time. Here, you will find an inbox journal with your complete receipt history and your online archive, where all incoming e-invoices and associated documents (incoming email, validation report, preview copy) are stored in compliance with legal and tax regulations. The Mail Edition includes one user account, the processing of up to 600 e-invoices per year, and 1 GB of archive capacity. As your needs grow, the service can be expanded flexibly: With an additional license, you will receive another access point, the processing volume for 600 additional e-invoices per year, and 1 GB of additional archive storage.

2. What do "valid" and "invalid" mean?

Die Begriffe "valide" und "nicht valide" beziehen sich auf die Semantik und Syntax der Rechnungsdaten. Das heißt, eine E-Rechnung wird während der Validierung sowohl auf inhaltliche, als auch technische Korrektheit überprüft.
Die europäische Norm EN 16931, der ab 1. Januar 2025 alle E-Rechnungen entsprechen müssen, schreibt die Datenstruktur elektronischer Rechnungen vor. Dabei werden zwei Komponenten unterschieden: Semantik und Syntax. Erstere legt fest, welche Informationen die E-Rechnung enthalten muss und was diese Informationen bedeuten. Diese Standardisierung stellt sicher, dass alle E-Rechnungen die wesentlichen Rechnungselemente in einheitlicher und nachvollziehbarer Form enthalten, so dass die Rechnung von jedem Empfänger maschinell ausgelesen werden kann. Letztere definiert die technische Darstellung der verwendeten Daten. Besagt das semantische Datenmodell beispielsweise, dass die E-Rechnung eine Rechnungsnummer enthalten muss, welche den Beleg eindeutig kennzeichnet, legt die Syntax fest, wie und wo innerhalb der Datenstruktur diese zu hinterlegen ist.
Eine "valide" E-Rechnung entspricht demnach sowohl den inhaltlichen Anforderungen (Semantik) als auch den technischen Formatvorgaben (Syntax). Das bedeutet, die enthaltenen Informationen müssen den gesetzlichen Anforderungen entsprechen und die Struktur der Daten muss korrekt sein. Eine "nicht valide" Rechnung weist Fehler auf, die entweder den Inhalt oder die Struktur betreffen, und kann daher nicht verarbeitet werden.
Im Validierungsbericht können Sie detailliert einsehen, welche der integrierten Prüfwerkzeuge (Mustang, Valitool oder bei XRechnungen der KoSIT Validator) an welcher Stelle Unstimmigkeiten festgestellt hat.

3. What can I do if an invoice is invalid?

If an e-invoice is identified as ""invalid,"" we recommend contacting the invoicing party and, if necessary, presenting the validation report to resolve the issue and possibly request the issuance of a valid e-invoice. The report will show in detail which of the integrated validation tools (Mustang, Valitool, or KoSIT Validator) detected technical or content-related discrepancies. In some cases, an invoice may be marked as ""invalid"" even though it meets the VAT requirements. This may occur if mandatory information that is not VAT-related is missing. For example, a valid XRechnung requires the inclusion of an email address in the contact details of the invoicing party. If this field is empty or missing, the invoice will be marked as invalid, although it is tax-compliant. It is at your discretion whether you accept such an invoice or initiate a clearing process.

4. How can I find my archived data in portinvoice?

At www.portinvoice.com, you can log in to your user account using your login credentials (username or email address and password). You will be directed to the dashboard of the reception portal, from which you can access your electronic archive through the "Archive Search" tile. The integrated search function allows you to find archived documents based on criteria such as "Document Type," "Invoice Issuer," "Document Date," "Data Source," "Document Number," and "Reception Date." Your archive contains all incoming e-invoices as well as the associated process documents (incoming email, validation report in PDF and XML format, embedded XML file for ZUGFeRD invoices, and the visual copy generated from it). Archiving is legally compliant and in accordance with the German Directive on Electronic Bookkeeping and Accounting (GoBD).

5. Can I download the documents archived in portinvoice?

Portinvoice features a legally compliant archive with a data volume of 1 GB per user, where all incoming e-invoices and associated process documents (incoming email, validation report in PDF and XML format, embedded XML file for ZUGFeRD invoices, and the generated preview copy) are stored in a revision-proof and tax-compliant manner. It is not possible to download documents from the archive. However, you can access your archived documents at any time through the "Archive Search" option in your user account at www.portinvoice.com.

6. What is a visual copy?

A visual copy is a human-readable version of an electronic invoice. Starting January 1, 2025, e-invoices must be presented as machine-readable structured XML files in accordance with the EN 16931 standard — simple PDF files will no longer meet these requirements. Portinvoice creates a visual copy in PDF format from the invoice data contained in the XML file, displaying the content of the invoice in an understandable format. Important: Please note that the visual copy is intended solely for viewing and complements the machine-readable original document, but does not replace it.

7. What does it mean if there are warnings in the validation report?

Warnings in the validation report indicate rule violations that do not necessarily violate the EN 16931 standard but should still be reviewed. An example is an empty XML element: While this is considered an error for XRechnung, it is permissible for ZUGFeRD invoices. Inconsistent data dependencies can also trigger a warning. Invoices with warnings can generally be accepted. However, it is advisable to read the exact cause in the validation report and, if necessary, consult with the invoicing party.

8. Why might the validation engines (Mustang, Valitool, KoSIT Validator) provide different results, and how should I handle this?

Since this engine also checks content-related aspects that may not always affect the validity of the invoice according to EN 16931, Valitool has the lowest priority. An example would be an incorrect IBAN.
For this reason, portinvoice has established a hierarchy:

KoSIT Validator: For XRechnung, the result of this engine is decisive.
Mustang: For ZUGFeRD invoices, Mustang takes priority.
Valitool: Because the integrated validation engines each have their own checking mechanisms and priorities, it is possible that they produce different validation results.

portinvoice compiles the results from the validation engines, considering this prioritization, and provides you with a clear recommendation on how to proceed with the e-invoice. However, we recommend reviewing the validation report in more detail if there are conflicting results. There, you can see which engine (KoSIT Validator, Mustang, or Valitool) detected deviations and where. If you are uncertain, you can decide whether to accept the invoice or contact the invoicing party to initiate a clearing process.

9. In the detailed view of my e-invoice, I see a "Qualified Data Type." What is that?

When you open the detailed view of a document in your inbox or archive in portinvoice, you will see relevant metadata displayed on the right-hand side. One of these is the "Qualified Data Type": This refers to a number defined in the XML structure of the invoice that precisely specifies the document type and contributes to the uniform machine processing of the invoice data.

Questions Concerning Cancellation

1. How can I cancel portinvoice?

If you wish to cancel your portinvoice subscription, the cancellation must be submitted in writing. Please send your cancellation letter to the following address:

OXSEED logistics GmbH
Office Management
Sudbrackstraße 17
33611 Bielefeld
Germany

Please include your full name, customer number, and relevant contract details in your cancellation letter to ensure that your request is processed quickly and accurately.

2. What is the cancellation period for portinvoice?

The cancellation period is three months before the end of the current contract term. The key factor is the timely receipt of your cancellation by us. To ensure that your cancellation arrives on time, we recommend sending it via registered mail so that the postal process can be tracked if necessary. If your cancellation letter is not received in time, the contract will automatically renew for the originally agreed term. Please allow enough time for mailing to ensure timely cancellation.

3. What happens to my data after I cancel?

As the service provider, we are not required to retain customer data, so your data will be deleted starting on the 30th day after the end of your contract term. However, we will gladly make your data available for download within 30 days after the contract ends, if you explicitly request this at the time of your cancellation.

4. Can I still access my data after the contract ends?

If you explicitly request it at the time of cancellation, we will make your customer data available for download within 30 days after the contract term ends. As we are not obligated to retain customer data, your data will be deleted after this period, starting on the 30th day. Alternatively, upon request and separate instruction, we can retain your data for the duration of the statutory commercial and tax retention periods. During this time, we will grant you access to the data in a read-only format. Additionally, we offer individual services for data migration upon separate request. These services will be charged according to the current price list. If you have any further questions, feel free to contact us.

Legal Aspects and E-Invoicing Obligation

1. What is considered an e-invoice according to the legal requirements from January 2025 – and what is not?

From 2025, electronic invoices must comply with the European standard EN 16931, meaning they must be issued, transmitted, and received in a structured electronic format that allows for electronic processing. This means that the actual e-invoice consists of a machine-readable XML file, which contains the invoice data in a structured form. The two established electronic invoicing standards XRechnung and ZUGFeRD meet these requirements. XRechnung is a pure XML format that is exclusively machine-readable. In contrast, the ZUGFeRD format combines the structured XML file with a human-readable PDF version of the invoice, providing a flexible solution for different requirements.

Important: A simple PDF file sent by email will no longer be considered an electronic invoice from 2025, as it does not meet the requirements for structure and processing.

2. Where are the servers located, on which my data is archived?

portinvoice is "Software made and hosted in Germany": Our reception solution is developed exclusively in Germany and operated in highly available, certified data centers in Berlin, Bielefeld, and Karlsruhe in full accordance with German law. This ensures the highest level of protection and security for your business and customer data.

3. Does the archiving of my documents in portinvoice comply with all legal requirements?

Both the Mail Edition and the Embedded Edition of portinvoice offer legally compliant archiving of all transmitted E-invoices, including associated validation reports and visual copies as well as the incoming email. The archiving solution included in portinvoice ensures audit-proof, tax-compliant storage of your electronic documents in accordance with the requirements of the German Directive on Electronic Bookkeeping and Accounting (GoBD).

4. Why do I need an archiving solution? Can't I just store my e-invoices on my computer?

It is important to know that e-invoices must be archived in the same form in which they were received (meaning: electronically), and in an unalterable manner. While storing e-invoices on a local storage device, such as your computer's hard drive, is legally permissible, this solution often does not provide an adequate level of security and may not always meet the legal requirements for retention. This could lead to legal or financial risks. An archiving solution is the better choice here. It ensures audit-proof archiving and protects your data from loss due to hardware failures or cyberattacks. Additionally, it allows structured access to invoices, facilitates tax audits, and ensures reliable compliance with legal retention periods.

5. Is an invoice still applicable even if it is not considered valid?

Provided that all VAT-relevant information is present, an e-invoice may still be applicable even if it is marked 'not valid.' This is the case if the invoice is missing a mandatory piece of information that does not have tax relevance. For example, in an XRechnung, the email field must not be empty or missing: From XRechnung Version 3.0 onwards, a valid email address has to be entered for both the invoicing party and the recipient. Previously, only the sender's email address was a mandatory field. If this requirement is not met, the invoice is not valid according to EN 16931. However, the presence of an email address is irrelevant for the validity of the invoice in terms of VAT law. In the validation report, you can see in detail which of the integrated validation tools (Mustang, Valitool, or KoSIT Validator for XRechnung) detected discrepancies in the invoice. We recommend thoroughly reviewing the report in the case of an invalid invoice and, if in doubt, contacting the invoice issuer to initiate a clearing process.

6. From 2025, the obligation to receive e-invoices will apply. What further steps regarding the introduction of e-invoicing should I expect?

With the introduction of the e-invoicing obligation on January 1, 2025, all domestic entrepreneurs (including self-employed individuals) will be required to accept invoices in electronic form. For companies with annual revenue exceeding EUR 800,000 in 2026, the obligation to issue e-invoices for national B2B transactions will apply starting in 2027. Companies with revenue below this threshold in 2026 will only be required to issue e-invoices starting in 2028. Small businesses that are exempt from VAT collection under § 19 UStG are only subject to the obligation to receive e-invoices; they are exempt from the obligation to issue electronic invoices.

7. Are validation reports subject to the legal retention period?

No, validation reports and visual copies of e-invoices are not subject to the legal retention obligations. These documents are relevant for the internal verification process and troubleshooting but are not part of the documents that must be retained according to tax and commercial law regulations. For the sake of a comprehensive process documentation, portinvoice automatically archives all created reports and viewable copies together with the corresponding original invoice anyway.

8. Do I need to retain the documents sent to me by portinvoice with the result emails (validation reports, visual copies, etc.)?

The documents you receive with the result emails from portinvoice only serve as aids and proof for your internal verification process. They can be deleted once you no longer need them, as there is no legal obligation to retain them. Since portinvoice also automatically archives all created reports and viewable copies together with the respective e-invoice for the sake of a complete process documentation, you can still access all documents at any time via the archive search in your user account at www.portinvoice.com.

Receive, validate, and store e-invoices in full compliance with the law.

Transform the e-invoicing obligation into a performance boost for your invoicing workflows.

Secure Receipt

EN-Compliant Validation

Visual Copy

Tax-Compliant Archiving

portinvoice - A Safe Harbor for Your Incoming E-Invoices

Despite transitional provisions, the obligation to receive e-invoices takes effect from 2025.

Save time and money with the legally compliant receipt of your incoming e-invoices.

Flexible Process Integration

Intuitive Operation

Legally Compliant Validation

GoBD-specific Archiving

Powerful API

High Performance

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Longstanding Experience

Software Made & Hosted in Germany

Choose the best way to integrate our service.

Directly via email or conveniently via API. portinvoice grows with your needs.

FAQ