What to Do When an E-Invoice Is Rejected
An e-invoice rejection is not the end of the process: it is a message with a specific cause. The structured formats that German e-invoicing mandates (XRechnung and ZUGFeRD) validate against a schema, and errors point at the field or rule that failed.
Why structured formats produce validation errors
Unlike a PDF invoice, XRechnung and ZUGFeRD are machine-readable XML formats validated against a published schema. Every field has a data type, format rule and sometimes a restricted list of allowed values. An error means the submitted file violated one of those rules, which the receiving system or portal detected automatically.
Reading the error message
Most portals and PEPPOL access points return the error as a code or reference to the violated rule. Common patterns include: BR-xx (business rule number from EN 16931), BT-xx (business term number for the field that failed) and schematron error messages naming the XPath location. Note the BR or BT number: it maps to a specific field or calculation.
The most common rejection causes
- Missing required fields: BT-1 (invoice number), BT-2 (invoice date), BT-5 (currency), BT-31 (seller VAT number) are all required and must not be blank.
- Wrong date format: EN 16931 requires dates in YYYY-MM-DD format. Other formats cause a schema error.
- Incorrect VAT category code: the code in BT-151 (S, Z, E, AE, K, G, O, L, M) must match the actual VAT rate in BT-152. A mismatch triggers a business rule error.
- Rounding issues: line totals and the document total must match to the cent. A rounding method inconsistent with the schema causes BR-12 or similar.
How to resubmit
Correct the field identified in the error. If the rejection was from the buyer's portal (rather than a routing error), issue the corrected invoice with the same invoice number if allowed, or with a new number if the portal requires it. In Germany, a resubmitted invoice typically carries the same Leitweg-ID as the original attempt.
This article is general information, not legal or tax advice. Consult a qualified professional for guidance on your specific situation. For a reference on the required fields themselves, see the complete required-fields guide.
Common questions
- Why was my e-invoice rejected?
- Rejection means the invoice failed a schema or business-rule validation check. The error message will cite a BR (business rule) or BT (business term) number identifying the specific field or rule. Correct that field and resubmit.
- Can I resubmit a rejected e-invoice with the same invoice number?
- It depends on the portal and whether the original was ever formally received. Some portals treat a rejected submission as not received and allow the same number; others require a new invoice number. Check your portal's documentation or contact the buyer's accounts payable team.
- What does a BR error code mean in an e-invoice?
- BR stands for Business Rule and references a numbered rule from the EN 16931 standard. Each BR number maps to a specific validation rule, such as BR-12 (document total consistency) or BR-CO-14 (VAT amount calculation). The EN 16931 standard document lists all rules with their descriptions.