Invoicing & E-Invoice Format
Invoice Lifecycle
Here we explain the details of each field and what information Conrad accepts:
E-Invoice Validations
Once you have implemented the technical requirements and rules, it is advisable to test an example. Various online validation tools will indicate whether the result is correct. Use at your own risk, for example:
Invoice recipients: All invoices need to be addressed to Conrad Electronic, and not to the end customers. Conrad are the designated contractual partner who buy the goods and sell them to the customers under their company name.
Invoice creation: Invoices must be created and sent immediately after the goods have been dispatched.
Invoice date: The invoice date must not precede the dispatch/delivery date.
Separate invoicing: Each order must be invoiced separately, quoting the respective order reference number. Issuing collective invoices for multiple orders is not permitted.
Partial shipments (exception): Each partial shipment must be invoiced separately, and must be explicitly indicated as such on the invoice.
Currency: All invoices must be issued in Euros (€).
Net order value < €85:
A flat rate shipping fee of €3 may be charged.
Net order value > €85:
Free Conrad shipping applies. No shipping charges allowed on invoices.
⚠️ Important – No supplier-issued credit notes allowed: Suppliers must not issue credit notes addressed to Conrad. As our system cannot process these credit notes they will be auto-rejected.
Changes to invoices via debit notes only: Any necessary corrections to invoices (in the event of item returns, transport-related damage, out-of-stock products, tax rate changes etc) and their subsequent processing will be handled by Conrad issuing a debit note.
Country | Subject | VAT rate | VAT category | Comment |
Germany (DE) | Standard rate | 19% | Standard (S) | Generally applied to Electronics |
Germany (DE) | Reduced rate | 7% | Standard (S) | Discounted goods only |
Netherlands(NL) | Standard rate | 21% | Standard (S) | Generally applied to Electronics |
Netherlands (NL) | Reduced rate | 9% | Standard (S) | Discounted goods only |
DE / NL | Reverse Charge | 0% | Reverse Charge (AE) | Mandatory: VAT Reg No of buyer |
Invalid categories: "R" category does not apply to e-invoicing standards and will result in invoice rejection. "E" category (tax-free) does not apply to commercial transactions.
Besides the mandatory details related to input tax deduction, invoices must provide the following information:
Conrad supplier number
Order reference number and date the order was placed
date of your delivery note being issued
Supplier’s product code and supplied quantity
Shipping method (e.g. parcel delivery service, haulier etc)
Tracking ID / Delivery Note (DESADV) reference
Manufacturer’s serial numbers (and IMEI number, if applicable)
Private copying levies that apply to devices or storage media, clearly stating both the amount charged and the association processing the levy (e.g. ZPÜ).
All invoices must be submitted in a structured machine-readable format (e-invoice). Simple unstructured non-readable formats such as PDFs are not permitted and will be rejected.
Email addresses for invoice submission:
Germany: Invoice.byfile@conrad.de
Netherlands: Invoice.byfile@conrad.nl
For detailed information about XML formats including ZUGFeRD/Factur-X/XRechnung, and Peppol network configuration, please refer to our:
Invoice from Conrad - One Creditor Model
Any questions? Get in touch: