Invoices and CSV Export | Keyline Knowledge Base

🚨 In this article, you’ll find all important details regarding e-invoices (XRechnung) and ZUGFeRD! 🚨

As soon as an order is in production, it can be invoiced. Regardless of the current status of the product, you always start the billing process from the billing area.

Within Accounting/Billing, you can search directly for orders, products, or keywords and create the post-calculation right away.

Invoices can be marked as paid either manually in the user interface or automatically via the API.

For example, your accounting system can pass payment information directly to Keyline and update invoices automatically.

For more details, please refer to our Knowledgebase article on the API.

Invoices are sent to the general email address by default.

If an additional contact person is specified, the invoice will be sent directly to that contact, with a copy sent to the general email address.

You can manage these email addresses under “Organizations.”

Via Accounting / Outgoing Invoices, you will find not only all invoiced documents, but you can also perform a CSV export for your accounting.

Keyline always exports all currently filtered records.

This means you can apply filters—for example by time period or by customer—and export exactly the selected data.

If you need a completely custom date range, you can also manually adjust it directly in the URL at the top.

You can create invoices in Keyline at any time, even without an associated order.

Simply go to Accounting / Outgoing Invoices and create a new invoice or credit note.

All data, parameters, and invoice line items—including descriptions and booking categories—can be entered manually.

All invoices generated in Keyline comply with the XRechnung and ZUGFeRD standards.

You can download the XML file directly via the user interface, as well as the PDF, which already includes the embedded XML.

To enable XML generation, certain information must be configured in the admin area, such as VAT ID, managing director, and other required company details.

You can also retrieve the XML via the API:

ttps://app.keyline-mis.com/api/v2/accounting/customer_invoices/{invoice_ID}

Header:

Accept application/xml

The complete recipient address is part of the XML. Make sure that the correct billing address is stored.

In addition, only one reference per product and per order is supported. Keyline includes the first reference in the XML.

Remove Girocode from Invoices

By default, the girocode is automatically displayed on invoices.

If you do not want the girocode to appear, you can easily remove it in the corresponding document template:

👉 Open the invoice document template and delete the following code block.

{% if invoice.has_bank_account? %}
    <table>
      <tr>
        <td colspan="2"><hr></td>
      </tr>
      <tr>
        <td colspan="2"><strong>GiroCode</strong> - Zahlen via Banking-App</td>
      </tr>
      <tr>
        <td rowspan="2">
          {{ invoice | girocode_tag: 4 }}
        </td>
        <td>
          <strong>Konto / Zahlbar an</strong><br>
          {{ invoice.business_unit_name }}
          <br>
          {{ invoice.bank_name }}
          <br>
          {{ invoice.iban }}
          <br><br>
          <strong>Referenz</strong><br>
          {{ invoice.number }}
        </td>
      </tr>
      <tr>
        <td>

        </td>
      </tr>
      <tr>
        <td>
          <table>
            <tr>
              <td>
                <strong>Betrag:</strong>
                {{ invoice.gross_total }}
                <br>
                <strong>Währung:</strong>
                {{ invoice.currency }}
              </td>
            </tr>
          </table>
        </td>
        <td></td>
      </tr>
    </table>
  {% endif %}

After saving, the girocode will no longer be displayed on newly generated invoices.

🚨 Special notes for e-invoices / ZUGFeRD:

For each organization, you can store the electronic invoice address.

This field is also referred to as BT-10 or routing ID (Leitweg-ID).

You can add references on the order level, which will then be automatically included in the XML.

These references can also optionally be entered directly on the invoice.

BuyerReference is populated based on the following priority:

If a routing ID (electronic invoice address on the organization) is available → this is used
If not, the first entry from custom_references is used
If neither is available, the customer number is used

BT-13 – Purchase Order Reference

Definition:

This field contains the purchase order number provided by the buyer.

Usage:

It is used to clearly assign the invoice to a prior order or purchase.

In the XML, it appears under IssuerAssignedID.

Mandatory:

If the customer provides a purchase order number, it must be included in the e-invoice under BT-13.

BT-19 – Buyer Accounting Reference

Definition:

This field specifies how the invoice should be recorded in the buyer’s accounting system.

Usage:

It allows the buyer to internally assign the invoice correctly, for example to a cost center or project.

In the XML, it appears under ReceivableSpecifiedTradeAccountingAccount.

Mandatory:

BT-19 is optional and only used if the buyer provides specific accounting information.

✅ Valid Examples

key = "BT13" # no hyphen, number 13

key = "BT-13" # with hyphen

key = "bt13" # lowercase (case-insensitive)

key = "Bt-13" # mixed case

key = "BT19" # no hyphen, number 19

key = "bt-19" # lowercase with hyphen

key = "Bt19" # mixed case, no hyphen

key = "BT-19" # standard format

❌ Invalid Examples

key = "BT-20" # 20 is not allowed

key = "BT1319" # invalid combination

key = "XBT-13" # must start exactly with BT

key = "13BT" # wrong order

key = "BT-13abc" # must end exactly after the number

key = " BT-13" # leading space

key = "BT--13" # double hyphen

XML Validation

We validate our XML files using several publicly available portals provided by federal and regional authorities.

As the entire system is still evolving, multiple versions and profiles of the XML are currently in circulation.

We always use the latest available version and strive to keep it up to date.

The currently used profile version can be found in the XML under:

<GuidelineSpecifiedDocumentContextParameter>

Validation Portals

You can validate your XML files using the following tools:

Here you will find a detailed description of the individual fields:

Field	Description
Invoice Number	Sequential invoice number according to Keyline
Invoice Date	Date of the invoice
Creditor/Debtor	D = Debtor / K = Creditor (not used in Keyline)
Order Number	Related order number
Booking Text	Product description
Booking Category	Name of tax-related revenue account
Booking Account	Number of tax-related revenue account
Account	Customer account number
Amount	Total invoice amount (gross)
Currency	Currency of the invoice amount
VAT	Tax rate
VAT Amount	Amount of VAT included
VAT Currency	Currency of the VAT amount
VAT ID	VAT identification number of recipient
Cash Discount Due Date	Calculated from invoice date + discount days
Net Due Date	Calculated from invoice date + net days
Recipient	Name of invoice recipient
Address	Full recipient address details
Contact Person	Recipient contact person
Cash Discount %	Discount percentage
Cash Discount Days	Days for discount eligibility
Payment Terms	Payment conditions text
Invoice Type	Automatically “CustomerInvoice”
Service Date	Date of service
Address Checksum	Internal validation value