Electronic invoice processing

Registration for sending invoices to our email inboxes

By submitting your invoice as an e-invoice, you are helping to ensure the faster, more structured, and automated processing of your invoice data. Approved e-invoice formats include, in particular, XRechnung and ZUGFeRD. In the future, a PDF invoice sent by email will be considered only a sundry invoice and will not replace a structured e-invoice.

The quality of your invoice is key to our invoice processing procedure and is particularly important for ensuring payment of the invoice amount in accordance with the agreed terms.

Requirements on the e-invoice process

• We are required by law to archive the invoices that are submitted to us.
• Use only a permitted invoice format.
  • E-invoice in the XRechnung format.
  • E-invoice in ZUGFeRD format.
  • PDF invoice sent by email only as sundry invoice.
• Specify the contact person for e-invoice processes at your company.
• Specify one or more email addresses (preferably central and not personal) from which you will send invoices to us (invoices that are sent via other email addresses cannot be processed further).
• The correct Phoenix Contact order number must be indicated on the submitted invoice.
• Within the framework of the e-invoicing process, we do not accept any invoices that include general sales tax or other transaction-related taxes that do not constitute German sales tax.
• Compliance with the national legal framework for sending electronic invoices.

Requirements on sundry invoices sent as PDFs

In addition to the general quality standards, the following requirements apply in the exceptional instance that a sundry invoice is sent via email as a PDF file.

Document creation
Please do not send scanned documents. The PDF file must be created directly from the source program (ERP, Excel, Word, etc.) using the print function.

File conventions

• File type: Only unencrypted documents with the .pdf file extension will be accepted and processed.
• File name: No special characters (\ / : * ? „ < > |).
• File size: maximum 50 MB per PDF file.

Email conventions for sundry invoices as PDFs

• If invoices / invoice corrections are not sent to the applicable invoice recipient address (see attachment below), your invoice will be marked as not received and will not be processed.
• Please only send invoices / invoice corrections to the Phoenix Contact invoice recipient addresses provided for this purpose.
• Only the companies named in the Phoenix Contact invoice recipient file can receive invoices electronically.
• A maximum of 50 PDF documents with different file names can be processed per email.

Below you will find the addresses of the invoice recipients at Phoenix Contact, as well as additional information regarding the submission of sundry invoices via PDF.

Next steps

1. Send us an email to purchase@phoenixcontact.com with the following information:
   • Your contact person for e-invoicing as well as the respective department
   • Company name and address of your place of business
   • Your supplier number (if available)
   • Specify one or more email addresses (preferably central and not personal) from which you will send invoices to us (invoice sender addresses)
   • Subject of the email: “Participation in the e-invoicing process – supplier name/number”
2. Download the Phoenix Contact invoice recipient addresses
3. Download and archive the Phoenix Contact approval letter
4. 24 hours after sending your email to us, you can submit your invoices by email to the Phoenix Contact invoice recipient addresses (see download documents).

Important: You will not receive a separate email following activation. Please just go ahead and submit your invoices.

Yes, I would like to send invoices by email to your invoice inbox