Considering the legal regulations and the structured form of electronic invoicing according to the WtChancenG

The introduction of a document management system: The first step toward the digital enterprise– Interview with Bodo Zipffel, Managing Director of ZS Computer Service GmbH in Gießen

The Growth Opportunities Act aims to strengthen economic competitiveness, facilitate investments, reduce bureaucratic hurdles, and improve the framework conditions for companies. This can be achieved, for example, through tax relief, funding programs for innovation and technology, incentives for creating new jobs, or measures to reduce the administrative burden on companies.

In our conversation with Bodo Zipffel today, we will discuss such legal regulations and the associated structured form of electronic invoicing, which should be integrated into the process and presented in such a way that the operational file plan for a project can provide optimal information about all data and documents.

We will also gain insights into the innovative software solutions from dataglobal that support digital transformation and enable legally compliant archiving across the business. These applications offer smart content services that facilitate and accelerate mobile and distributed work.

Particular attention is paid to flexible access to all company data and storage media, as well as the question of how the introduction of a document management system (DMS) serves as a good starting point for business digitalization.

DIGITAL FUTUREmag: Mr. Zipffel, could you please give us an overview of the Growth Opportunities Act and its objectives?

Bodo Zipffel: Although exact details are not yet finalized, one thing is clear: for B2B companies, electronic invoicing will become mandatory. While not a new topic, companies have long sought a uniform solution for invoice exchange. This initiative now culminates in a process that all parties must implement promptly due to legal requirements. This brings not only advantages but also new challenges. According to the German federal government, the Growth Opportunities Act is intended to strengthen Germany’s competitiveness. One legislative outcome is the obligation to transmit structured invoices (EN16931), which, through standardization as an EU objective, aims to eliminate competitive disadvantages. A mandatory B2B invoice system in Germany, as envisaged by the Growth Opportunities Act, should align with EU initiatives. Overall, the government seeks to simplify and modernize the tax system through key changes.

DIGITAL FUTUREmag: How can companies benefit from the measures outlined in the Growth Opportunities Act, particularly regarding investment incentives and the reduction of bureaucratic hurdles?

Bodo Zipffel: The main challenge for most companies lies in the first step: the mandatory acceptance of incoming invoices in this structured format. Since the obligation to transmit XRechnung in accordance with EN 16931 has existed in the eGovernment sector for years, the technology is already established and companies are experienced in its use. Many can already draw on existing solutions and processes, which greatly simplifies the transition.

The advantages of receiving structured invoices include the fact that the predefined format replaces numerous processes previously required for transmitting paper or unstructured electronic documents. This eliminates many complex and costly recognition solutions.

In the long term, the goal is to enable near real-time exchange of tax data with the tax authorities, leading to automated processes within invoice processing and thus optimizing communication with this authority.

DIGITAL FUTUREmag: Can you explain the role of structured electronic invoices within the Growth Opportunities Act and how they help optimize a company’s project filing system?

Bodo Zipffel: The technology is comparatively easy to implement. For example, the approved ZUGFeRD format also enables further documents in the B2B sector to be standardized. Order documents and delivery notes have already been implemented and are only mentioned as examples. However, the standard does not eliminate the challenge of reviewing processes, visualizing them, storing them in accordance with the relevant retention periods (for example, in an electronic archive), and granting access to data and information in accordance with compliance requirements. However, this can be implemented by introducing our Content Services. Mapping reproduces the company's internal file plan, and all relevant data and documents are stored there. The XML structure of the documents mentioned above avoids interpretation errors, which can occur, among other things, after a media break due to OCR. For example, an e-invoicing solution automatically transfers all relevant information from the e-invoice to the downstream processing system as soon as it is received. This eliminates further manual review and verification steps – while complying with the general invoice verification obligation. This data forms the basis for automated posting, approval, and electronic archiving.

By using validation tools focused on the existing standard, it is easy to check invoices to be sent and received. This not only checks whether the document contains all the mandatory information, but also whether it is structurally valid. Based on this foundation, conversions to the format that meets the recipient's requirements (own processes, customer systems, government platform) can be easily implemented. Thus, an automated e-invoicing solution relieves employees and gives them more time for value-adding activities.  

DIGITAL FUTUREmag: What insights can you give us into the innovative software solutions from dataglobal and how do they support digital transformation and company-wide, audit-proof archiving?

Bodo Zipffel: Our projects are partially supported by software solutions tailored to the situation. dataglobal provides smart Content Services that simplify and accelerate the mobile and distributed collaboration of staff. Whether web-based, mobile, desktop, as an Office add-in, or portal: maximum functionality, straightforward operation, and intuitive user interfaces characterize the clients. This makes it easy to integrate, manage, and share data—even manually via drag-and-drop and from paper via scanner. Settings for permissions, retention periods, and other legal requirements or company-specific features can be centrally managed with included modules.

DIGITAL FUTUREmag: Why is it important to have flexible access to all company data and applications, and how can dataglobal help?

Bodo Zipffel: Employees are typically highly specialized and need targeted information for administrative processes. The clients provide access to all company data and applications for seamless Content Services. With just a few clicks, you can integrate your various systems, such as intranets, employee, customer, and supplier portals, model cross-system workflows, and consolidate them in web applications and portals.

An additional benefit is the ability to deeply integrate such components into your own solutions, as the web interface can be embedded in many applications, greatly simplifying access to information.

DIGITAL FUTUREmag: Why is the introduction of a DMS the guarantee for effective company digitalization, and what advantages does it offer?

Bodo Zipffel: By now, every company should have developed a plan for extensive digitalization. Based on our project experience, we can recommend initial steps that will quickly yield results during implementation and also receive positive feedback from employees. This generates interest in joint further development as the project progresses. The implementation will then enjoy particularly strong acceptance. In addition, new technologies always reveal potential for improvement, which can be directly demonstrated and aligned with the planned objectives. The ongoing project thus takes place in the spirit of optimal optimization.

The use of electronic documents has been a key component in all projects carried out to date on the path to efficient digitalization. Being able to access required documents at any time across all areas of the company—even remotely from home offices or during business trips—offers significant benefits. In most cases, the short access times enable far-reaching improvements in a company’s processes.

DIGITAL FUTUREmag: What special challenges can arise during DMS implementations, and how can these best be overcome?

Bodo Zipffel: In a company, heterogeneous environments mean a wide range of requirements for a central system. Open interfaces, systems that can reliably exchange and display data and documents, and monitoring systems that control processes in the background are essential. The entrepreneur must be able to rely on their DMS. With standard applications, we support these requirements during the project. At the same time, we offer training and coaching for every solution.

Another challenge is creating a storage and authorization concept that defines whether data is managed within the company, in the cloud, or in a hybrid system, and who can access the relevant data. Cloud systems, in particular, have the advantage of allowing external process participants to be integrated into the concept.

DIGITAL FUTUREmag: What long-term effects can the introduction of a document management system have on business efficiency, productivity, and competitiveness?

Bodo Zipffel: There is no place where digital transformation is not felt. New technologies, modern working methods, and growing volumes of data are making document and information management increasingly complex. The Digital Workplace combines digital processes with the right working environment. It provides a unified platform for companies where electronic workflows and data can be clearly and transparently displayed. The impact on businesses includes: increased efficiency and productivity. Complete transparency over all data, error-free workflows, and the ability to work anytime, anywhere.

DIGITAL FUTUREmag: Many thanks for these exciting insights into DMS potential.