How to Send an XRechnung to German Public Authorities (Leitweg-ID, Portals, Peppol)

If you supply goods or services to a German public authority, you will usually be asked to send your invoice as an XRechnung – a structured XML e-invoice – instead of a PDF or paper invoice. This guide explains which authorities require it, what the Leitweg-ID is, how to submit your invoice through the federal portal or Peppol, and how to avoid the most common reasons for rejection. It applies to German suppliers and to suppliers based in other countries.

Which public authorities require XRechnung?

Since 27 November 2020, suppliers must send invoices to the German federal administration in electronic form. The legal basis is the E-Rechnungsverordnung (ERechV, the federal e-invoicing regulation). According to it:

• The standard to use is XRechnung. Another standard is accepted if it complies with the European e-invoicing standard EN 16931.
• Invoices are submitted through a federal administration portal, and you need a registered user account to do so.
• Invoices for direct orders (Direktaufträge) up to €1,000 net are exempt and may still be sent on paper. Further exceptions exist, for example for certain confidential procurements.

The federal states (Länder) and municipalities have their own e-invoicing rules. Deadlines, thresholds and portals differ from state to state, and some states also accept invoices through the federal portal. Always check the requirements stated in your contract or purchase order, or ask the contracting authority.

Not sure how XRechnung differs from ZUGFeRD? Read our guide XRechnung vs ZUGFeRD. For the separate B2B rules, see Germany's e-invoicing mandate.

What is the Leitweg-ID?

The Leitweg-ID (routing ID) tells the portal which authority, and which office within it, should receive your invoice. For federal authorities it is mandatory: the ERechV lists it among the details every e-invoice must contain, together with bank details, payment terms and the e-mail address of the invoice issuer. If the authority gave you a supplier number and an order number when placing the order, these must also appear on the invoice.

How a Leitweg-ID is structured

• Coarse addressing (mandatory): 8, 9 or 12 digits derived from the German regional key, identifying the state, district and municipality or the federal level.
• Fine addressing (optional): up to 30 letters and digits that identify a specific office or department.
• Check digits (mandatory): two digits calculated with the Modulo 97-10 method, the same method used for IBANs.

The parts are separated by hyphens, for example in the format 992-0148201900-73. A single wrong character usually means the portal cannot route your invoice.

Where you get it

You do not create a Leitweg-ID yourself. The contracting authority gives it to you, normally in the purchase order or contract. If it is missing, ask your contact at the authority before you issue the invoice. Some states do not use Leitweg-IDs but other identifiers; in that case, ask which value to enter.

Where it goes in the invoice

The Leitweg-ID goes in the field Buyer reference (BT-10 in EN 16931). For delivery via Peppol it is also used as the recipient's electronic address. You can see where BT-10 sits in a real file in our German e-invoice example.

The federal portal: OZG-RE

Since the end of September 2025, the OZG-RE (OZG-konforme Rechnungseingangsplattform) is the only invoice reception platform for the direct federal administration. The older ZRE platform has been shut down. Indirect federal bodies and some states also use the OZG-RE.

Registration

You must register once before you can send invoices, whichever submission channel you use. Registration is free. You enter your details, accept the terms and confirm an activation link sent by e-mail. A production account also gives you access to a test environment, so you can try a submission first.

Submission channels

• Upload: you upload an XRechnung file you created in your own software.
• E-mail: after registration you receive an individual e-mail address. Send one e-invoice per e-mail; if an e-mail contains more than one invoice, all attachments are discarded.
• Peppol: machine-to-machine delivery through a Peppol access point.
• Web form: you type the invoice directly into the portal – useful for occasional invoices, but slow for regular billing.

The portal checks every invoice against the XRechnung rules (or another accepted EN 16931 standard). Invoices that pass are forwarded to the authority automatically; invoices with formal errors are rejected and you are informed. You can follow the processing status in the portal and switch on e-mail notifications.

Peppol in brief

Peppol is a European network for exchanging e-documents. If your company already sends e-invoices through a Peppol access point – common in other EU countries – you can reach the OZG-RE this way. For federal recipients, the Peppol participant ID is made of the prefix 0204 followed by the Leitweg-ID. You still need to register on the OZG-RE first.

Step by step: from purchase order to paid invoice

1. Collect the details from the order: Leitweg-ID, order number and, if given, your supplier number.
2. Register once on the portal the authority uses (for the federal government: OZG-RE).
3. Create the invoice as an XRechnung in UBL or CII syntax, with the Leitweg-ID as buyer reference, your bank details, payment terms and your e-mail address.
4. Validate the file before sending it, for example with our free XRechnung validator.
5. Submit the file via upload, e-mail or Peppol and check the status in the portal.
6. Keep the XML file as your record. Invoices must be kept in their original format; see how long to keep invoices in Germany.

Common reasons for rejection

• Missing or wrong Leitweg-ID in the buyer reference (BT-10).
• A PDF or image file instead of a structured XML invoice.
• Wrong or outdated specification identifier (BT-24), for example a file created for an old XRechnung version.
• Missing seller contact details or payment information required by the German XRechnung rules (BR-DE rules).
• Totals or VAT amounts that do not add up.
• Several invoices in one e-mail, or invoices sent from an e-mail account not linked to your portal account.

Our guide to common XRechnung validation errors explains each rule ID and how to fix it.

Notes for suppliers based outside Germany

The ERechV rules are tied to the public contract, not to where the supplier is based. If you win a contract with a German federal authority, you should therefore expect to invoice electronically as well. In practice:

• Check the invoicing instructions in your contract – they often name the portal, the Leitweg-ID and any extra references.
• Make sure your invoice shows the VAT details that apply to your supply (for example your VAT identification number and, where relevant, a reverse-charge note). If you are unsure, ask a tax adviser.
• If you already use Peppol in your home country, this is often the simplest channel.

General invoicing rules in Germany are explained in our guide how to write an invoice in Germany.

How XRechnungs.de helps

XRechnungs.de is a web application for creating e-invoices. For public sector invoices you can:

• enter the Leitweg-ID of your public customer on the invoice;
• create the XRechnung in UBL or CII syntax, or a ZUGFeRD/Factur-X invoice for business customers;
• download the XML file or send the invoice by e-mail.

XRechnungs.de does not submit invoices to OZG-RE or other public portals on your behalf. You download the XML file and upload it to the portal, or send it through one of the portal's accepted channels. Data is hosted in the EU. You can try it for 14 days free of charge with up to 50 documents and no credit card: start your free trial or compare the plans.

Frequently asked questions

Do I have to send an XRechnung to every German public authority?

For federal authorities, e-invoices have been mandatory since 27 November 2020, except for direct orders up to €1,000 net and a few other cases. States and municipalities have their own rules, so check your contract or ask the authority.

Where do I find the Leitweg-ID?

The contracting authority provides it, usually in the purchase order or contract. If you do not have it, ask the authority before issuing the invoice. You cannot create it yourself.

Is the ZRE portal still available?

No. The ZRE was shut down at the end of September 2025. Since then the OZG-RE is the only invoice reception platform for the direct federal administration.

Can I send a ZUGFeRD invoice to a federal authority?

The OZG-RE accepts XRechnung and other standards that comply with EN 16931, such as suitable ZUGFeRD profiles. XRechnung is the standard named in the regulation, so it is the safest choice.

Do I need to register to send invoices by e-mail?

Yes. You must register on the OZG-RE for every channel. After registration you receive an individual e-mail address for submitting invoices. Send one invoice per e-mail.

Does XRechnungs.de submit invoices to the portal for me?

No. XRechnungs.de creates the XRechnung with the Leitweg-ID in UBL or CII syntax. You download the file and upload it to the portal or send it through another accepted channel.

Conclusion

Invoicing German public authorities comes down to a few steps: get the Leitweg-ID from your customer, register on the right portal, create a valid XRechnung, check it before sending and submit it through an accepted channel. If an invoice is rejected, the error report usually tells you exactly which field to correct.