Minimum requirements for sending invoices by e-mail and invoice quality

Sep 11, 2026

This document outlines the essential requirements for submitting invoices electronically and ensuring the quality of these invoices, specifically for transactions with Bertelsmann companies. For invoice quality, it mandates adherence to local tax regulations, such as German § 14 UStG, and requires the inclusion of VAT ID or tax numbers for both the sender and the Bertelsmann entity. Essential bank account details, currency specification in ISO code, and clear breakdowns of gross, net, and tax amounts are mandatory. Invoices must be presented without handwritten entries, preferably on a white background, and include the correct P.O. box address for billing. If an invoice is linked to a purchase order, the PO number must be listed correctly, and each invoice should correspond to a single PO. For invoices without a PO, the purchaser's email address or cost center/project/order number is required. Regarding electronic submission, a one-time registration at www.invoice.bertelsmann.com is necessary. Users must utilize the specific e-mail invoice addresses for each Bertelsmann company, accessible via downloads at the provided website. Each invoice must be sent as a single PDF file, with any attachments included within the same PDF or as separate files. These email addresses are strictly for invoices or credit notes, not for reminders or other accounting inquiries. Invoices must be in PDF format, with filenames free of special characters and adhering to technical requirements: a real PDF attachment (not embedded), a maximum size of 20 MB per PDF, and no encryption for the email or file. Sending paper forms alongside electronic invoices is disallowed.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages1

AccessFree to download

Minimum requirements for invoice quality

Minimum requirements for sending invoices by e-mail

FAQs

What are the minimum quality requirements for invoices sent to Bertelsmann companies?

Invoices must comply with local tax laws (e.g., German § 14 UStG), include VAT IDs/tax numbers, specify bank details and currency in ISO code, show gross, net, and tax amounts, be free of handwritten information, preferably on a white background, and use the correct P.O. box address. For PO-related invoices, the correct PO number must be listed, and each invoice should refer to only one PO.

What are the requirements for sending invoices via email to Bertelsmann companies?

A one-time registration is required at www.invoice.bertelsmann.com. Use the designated email addresses for each company, send only one invoice per email as a PDF attachment (max 20 MB), ensure no special characters in the filename, and do not encrypt the email or PDF. These addresses are strictly for invoices and credit notes.

What information is needed for invoices without a purchase order number?

For invoices submitted without a purchase order number, the purchaser's email address is preferred. Alternatively, the purchaser's cost center or a project/order number must be provided.

Sep 11, 2026

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