Electronic invoice processing

Electronic invoice processing

E-billing – Electronic invoice addresses

Help us optimize the processing of your invoices.

E-Billing registration

Sending your invoice to us in PDF format not only saves costs, but also enables faster data transmission. Furthermore, this helps us optimize the processing of your invoices.

Phoenix Contact process for invoices in PDF format  

Phoenix Contact process for invoices in PDF format

Quality standards for invoices

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 for the e-billing process

  • We are required by law to archive the invoices that are submitted to us.
  • Exclusive use of the permissible invoice format.
    • PDF document as an e-mail attachment.
    • Only one invoice may be included per PDF document.
  • Specification of the contact person for e-billing processes at your company.
  • Specification of one or more e-mail addresses (ideally central and not personal) from which you will send invoices to us (invoices that are sent via other e-mail addresses cannot be processed further).
  • The correct Phoenix Contact order number must be indicated on the submitted invoice.
  • We do not accept any invoices by e-billing where general sales tax and other transaction-related taxes, other than German sales tax, are charged.
  • Compliance with national legal conditions for the submission of electronic invoices.

Requirements for PDF submission

In addition to the general quality standards, the following requirements for the creation and submission of PDF files apply.

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

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

Invoice submission:

  • If an invoice or invoice correction is not sent to the correct invoice recipient address (see attachment below), your invoice will be flagged as "not received" and will not be processed.
  • Please send invoices/corrections to invoices to the appropriate Phoenix Contact invoice addresses exclusively.
  • Only the companies listed in the “Phoenix Contact Invoice addresses” file can receive invoices electronically.
  • A maximum of 50 PDF documents with different file names can be processed per e-mail.

The Phoenix Contact invoice addresses and the approval letter for PDF submission can be found below.

Description Language Updated
Phoenix Contact Invoice addresses [PDF, 20 KB] German 02.02.2021
Phoenix Contact Invoice addresses [PDF, 20 KB] English 02.02.2021
Approval letter for PDF dispatch [PDF, 25 KB] German 22.08.2018
Approval letter for PDF dispatch [PDF, 25 KB] English 22.08.2018

Next steps

  1. Send an e-mail to purchase@phoenixcontact.com along with the following information:
    - Your contact person for e-billing and the appropriate department
    - Company name and address of your registered office
    - Your supplier number, if available
    - Specification of one or more e-mail addresses (ideally central and not personal) from which you will send invoices to us (invoice sender addresses)
    - E-mail subject line: “Participation in e-billing process – Supplier name/number”
  2. Download the relevant Phoenix Contact invoice addresses
  3. Download and archive the Phoenix Contact approval letter
  4. 24 hours after sending your e-mail to us, you can submit your invoices by e-mail to the Phoenix Contact invoice addresses (see download document).

GmbH & Co. KG

Flachsmarktstraße 8
32825 Blomberg, Germany
+49 5235 3-00

More Information

Referrer: https://www.phoenixcontact.com/online/portal/pc?1dmy&urile=wcm%3apath%3a/pcen/web/corporate/corporate_purchase/entry_page/entry_page