Solution types compared

Creating an e-invoice: Excel template, accounting software or invoice generator?

This page puts three classes of solutions side by side and shows who each class generally suits. Neutral overviews of individual programs follow below.

Author: Solobuch Team

This page describes German law (Deutsches Recht / German law). Details may differ in other countries.

In short

An ordinary PDF, Word or Excel document is not an e-invoice under EN 16931. An e-invoice is a structured data set such as XRechnung or ZUGFeRD (version 2.0.1 or later, EN 16931 profile).
Since 1 January 2025, domestic German businesses must be able to receive e-invoices. Transitional periods apply to issuing them until 31 December 2026 and 2027 (prior-year turnover up to €800,000); from 1 January 2028 the obligation applies to everyone (§ 27 para. 38 UStG).
Which class fits depends on invoice volume, bookkeeping needs and the onboarding effort you are willing to accept.
Solobuch belongs to the class of lean invoice generators. Current plans and limits are listed on the Pricing page.

The three solution classes

Excel or Word template

Generally suited for

Self-employed people with very few invoices who do not have to issue structured e-invoices, or whose recipient has agreed to another format.

Advantages

Familiar tools if Excel or Word is already in use.
Layout and structure can be designed freely.

Limits

The result is not an e-invoice under EN 16931, not even as a PDF export.
Mandatory details under § 14 para. 4 UStG, invoice numbers, calculations and archiving are entirely your responsibility.

All-in-one accounting software

Generally suited for

Businesses that want to combine invoices, receipts and further accounting tasks in one system.

Advantages

Broad range of functions beyond writing invoices.
Several tasks in one system instead of several tools.

Limits

Scope, prices and supported e-invoice formats differ by provider and plan; check them on the provider’s own pricing page.
A larger range of functions can mean more setup and onboarding effort.

Lean invoice generator (Solobuch)

Generally suited for

Freelancers, small business owners and self-employed people who mainly write invoices and want to output them as XRechnung or ZUGFeRD.

Advantages

Output as XRechnung and ZUGFeRD.
Free plan with a monthly limit to try it out; depending on the plan, DATEV export and receipt storage.

Limits

Scope focuses on invoices, expenses, clients and exports; it is not a full accounting suite.
The free plan has a monthly limit and a watermark on the PDF.

Criteria at a glance

Criterion	Excel/Word template	All-in-one accounting	Lean invoice generator (Solobuch)
E-invoice formats (EN 16931)	No. PDF, Word and Excel are not e-invoices.	Depends on provider and plan; please check before buying.	XRechnung and ZUGFeRD.
Archive / DATEV export	Filing and archiving are manual; no DATEV export.	Depends on provider and plan.	DATEV export and cloud receipt storage, depending on the plan.
Scope	Only what you build into the template yourself.	Broad; further modules besides invoicing are possible.	Invoices, expenses, clients and exports; no payroll.
Learning curve	Familiar interface; you need to know and maintain mandatory details and formulas yourself.	Depends on the scope; trial access helps with the assessment.	Manageable scope; can be tried out in the free plan.

General statements about the classes; individual providers may differ. Details on Solobuch: Solobuch plans and pricing

Overviews of individual programs

Looking for an alternative to a specific program? Here you will find factual overviews without ratings.

Received or created an invoice file and want to know whether it is built as a valid e-invoice?

Check XRechnung for free

Frequently asked questions

Is an invoice made in Excel or Word an e-invoice?

No. An e-invoice is a structured data set under EN 16931, such as XRechnung or ZUGFeRD. An ordinary PDF, Word or Excel document does not meet this requirement.

Since when must businesses receive and issue e-invoices?

Domestic German businesses have had to be able to receive e-invoices since 1 January 2025. For issuing, § 27 para. 38 UStG sets transitional periods: until the end of 2026 paper and other formats are allowed (electronic ones with the recipient’s consent), until the end of 2027 for a prior-year turnover of up to €800,000. From 1 January 2028 the obligation applies to everyone.

Do small business owners (Kleinunternehmer) have to issue e-invoices?

Under § 34a UStDV, small business owners within the meaning of § 19 UStG may transmit their invoices as other invoices. They must still be able to receive an e-invoice. Your tax adviser can clarify individual cases.

Which e-invoice formats does Solobuch output?

Solobuch outputs invoices as XRechnung and ZUGFeRD. Which functions are included in which plan is listed on the Pricing page.

Further information

Want to output an invoice as XRechnung or ZUGFeRD? You can try it in the generator on the free plan.

Create an e-invoice in the generator

Sources

All information on this page is current only as of 13 Oct 2026. The linked pages may change afterwards.

This article is for general information and does not replace tax or legal advice in individual cases. Deutsches Recht / German law.

In short

An ordinary PDF, Word or Excel document is not an e-invoice under EN 16931. An e-invoice is a structured data set such as XRechnung or ZUGFeRD (version 2.0.1 or later, EN 16931 profile).

Since 1 January 2025, domestic German businesses must be able to receive e-invoices. Transitional periods apply to issuing them until 31 December 2026 and 2027 (prior-year turnover up to €800,000); from 1 January 2028 the obligation applies to everyone (§ 27 para. 38 UStG).

Which class fits depends on invoice volume, bookkeeping needs and the onboarding effort you are willing to accept.

Solobuch belongs to the class of lean invoice generators. Current plans and limits are listed on the Pricing page.

The three solution classes

Excel or Word template

Generally suited for

Self-employed people with very few invoices who do not have to issue structured e-invoices, or whose recipient has agreed to another format.

Advantages

Familiar tools if Excel or Word is already in use.
Layout and structure can be designed freely.

Limits

The result is not an e-invoice under EN 16931, not even as a PDF export.
Mandatory details under § 14 para. 4 UStG, invoice numbers, calculations and archiving are entirely your responsibility.

All-in-one accounting software

Generally suited for

Businesses that want to combine invoices, receipts and further accounting tasks in one system.

Advantages

Broad range of functions beyond writing invoices.
Several tasks in one system instead of several tools.

Limits

Scope, prices and supported e-invoice formats differ by provider and plan; check them on the provider’s own pricing page.
A larger range of functions can mean more setup and onboarding effort.

Lean invoice generator (Solobuch)

Generally suited for

Freelancers, small business owners and self-employed people who mainly write invoices and want to output them as XRechnung or ZUGFeRD.

Advantages

Output as XRechnung and ZUGFeRD.
Free plan with a monthly limit to try it out; depending on the plan, DATEV export and receipt storage.

Limits

Scope focuses on invoices, expenses, clients and exports; it is not a full accounting suite.
The free plan has a monthly limit and a watermark on the PDF.

Criteria at a glance

Criterion	Excel/Word template	All-in-one accounting	Lean invoice generator (Solobuch)
E-invoice formats (EN 16931)	No. PDF, Word and Excel are not e-invoices.	Depends on provider and plan; please check before buying.	XRechnung and ZUGFeRD.
Archive / DATEV export	Filing and archiving are manual; no DATEV export.	Depends on provider and plan.	DATEV export and cloud receipt storage, depending on the plan.
Scope	Only what you build into the template yourself.	Broad; further modules besides invoicing are possible.	Invoices, expenses, clients and exports; no payroll.
Learning curve	Familiar interface; you need to know and maintain mandatory details and formulas yourself.	Depends on the scope; trial access helps with the assessment.	Manageable scope; can be tried out in the free plan.

General statements about the classes; individual providers may differ. Details on Solobuch: Solobuch plans and pricing

Frequently asked questions

Is an invoice made in Excel or Word an e-invoice?

No. An e-invoice is a structured data set under EN 16931, such as XRechnung or ZUGFeRD. An ordinary PDF, Word or Excel document does not meet this requirement.

Since when must businesses receive and issue e-invoices?

Do small business owners (Kleinunternehmer) have to issue e-invoices?

Which e-invoice formats does Solobuch output?

Solobuch outputs invoices as XRechnung and ZUGFeRD. Which functions are included in which plan is listed on the Pricing page.