Invoices

Workist XML

File extension: .xml
File name: <UUID>.xml

The default format for invoices. Header data sits directly below invoice, followed by payment (payment details), summary (amounts) and line_items (line items).

Unlike orders and requests for quotation, Workist writes every configured header, payment, summary and line item field, even when it is empty (e.g. <contract_number />). The payment, summary and line_items blocks are always present. Address and supplier blocks only contain filled fields.

Dates have the format YYYY-MM-DD. Decimal numbers use a decimal comma without trailing zeros by default (1487,5), see Date and number formats. The options Include reference to the analyzed file, Include link to the Workbench, Include email sender information and Use short external file name have no effect for invoices.

Full example

<?xml version="1.0" encoding="utf-8"?>
<invoice>
  <invoice_number>INV-2025-0042</invoice_number>
  <order_number>PO-2025-0001</order_number>
  <contract_number />
  <delivery_note_number>DN-2025-300</delivery_note_number>
  <invoice_date>2025-03-20</invoice_date>
  <invoice_due_date>2025-04-19</invoice_due_date>
  <delivery_date>2025-03-15</delivery_date>
  <document_type>Invoice</document_type>
  <recipient_address>
    <Code>RCPT-001</Code>
    <name>Accounts Payable</name>
    <street_and_nr>Hauptstrasse 42</street_and_nr>
    <misc>Building A</misc>
    <company_name>Acme Corp GmbH</company_name>
    <postcode>80331</postcode>
    <city>Munich</city>
    <country>DE</country>
    <country_subdivision>BY</country_subdivision>
    <email>invoices@acme.de</email>
    <phone>+49 89 12345678</phone>
  </recipient_address>
  <sender_supplier>
    <address>
      <name>Best Supplier GmbH</name>
      <street_and_nr>Lieferantenweg 10</street_and_nr>
      <postcode>20095</postcode>
      <city>Hamburg</city>
      <country>DE</country>
      <email>info@bestsupplier.de</email>
      <phone>+49 40 99999999</phone>
    </address>
    <name>Best Supplier GmbH</name>
    <misc>Werk Nord</misc>
    <customer_number>SUP-500</customer_number>
    <customer_type>preferred</customer_type>
    <contact_person>Hans Mueller</contact_person>
    <vat_id>DE987654321</vat_id>
    <internal_note>Pay only after goods receipt</internal_note>
  </sender_supplier>
  <sender_vat_id>DE987654321</sender_vat_id>
  <sender_tax_number>143/123/45678</sender_tax_number>
  <sender_contact>
    <contact_id>SC-001</contact_id>
    <name>Hans Mueller</name>
    <email>hans@bestsupplier.de</email>
    <phone>+49 40 88888888</phone>
  </sender_contact>
  <Info_Text>Payment due within 30 days.</Info_Text>
  <payment>
    <payment_bank>Deutsche Bank AG</payment_bank>
    <payment_bic>DEUTDEFF</payment_bic>
    <payment_iban>DE89370400440532013000</payment_iban>
    <payment_method>SEPA credit transfer</payment_method>
    <payment_reference>INV-2025-0042</payment_reference>
    <payment_swift>DEUTDEFF</payment_swift>
    <payment_terms_discount>2% within 10 days</payment_terms_discount>
    <payment_terms_due_days>30</payment_terms_due_days>
    <payment_terms_type>net</payment_terms_type>
    <payment_terms>Net 30 days</payment_terms>
  </payment>
  <summary>
    <currency>EUR</currency>
    <net_amount>1250</net_amount>
    <tax_rate>19</tax_rate>
    <tax_amount>237,5</tax_amount>
    <total_amount>1487,5</total_amount>
    <total_due>1487,5</total_due>
  </summary>
  <line_items>
    <line_item>
      <pos>10</pos>
      <article_id1>ART-001-A</article_id1>
      <article_id2>ART-001-A-ALT</article_id2>
      <article_id3>4006381333931</article_id3>
      <article_partition_specific_number>SUP-ART-777</article_partition_specific_number>
      <article_description>Industrial Sensor Module Type A</article_description>
      <quantity>100</quantity>
      <unit>PCE</unit>
      <unit_price>12,5</unit_price>
      <total_price>1250</total_price>
      <gross_price />
      <price_unit>1</price_unit>
      <tax_rate>19</tax_rate>
      <tax_amount>237,5</tax_amount>
    </line_item>
  </line_items>
</invoice>

Header fields

Element	Type	Description
invoice_number	Text	Invoice number
order_number	Text	Order number the invoice refers to
contract_number	Text	Contract number
delivery_note_number	Text	Delivery note number
invoice_date	Date	Invoice date
invoice_due_date	Date	Due date
delivery_date	Date	Delivery or service date
document_type	Text	Document type as free text, as recognised. For e-invoices (ZUGFeRD, XRechnung) Invoice or Credit Note
recipient_address	Block	Invoice recipient; fields see Address fields
sender_supplier	Block	Invoicing party, filled from your supplier master data
sender_supplier/address	Block	Supplier address; fields see Address fields
sender_supplier/name	Text	Supplier name
sender_supplier/misc	Text	Additional information from the supplier master data (misc)
sender_supplier/customer_number	Text	Supplier number
sender_supplier/customer_type	Text	Type from the master data
sender_supplier/contact_person	Text	Contact person from the master data
sender_supplier/vat_id	Text	VAT ID from the master data
sender_supplier/internal_note	Text	Internal note from your master data (internal_note)
sender_vat_id	Text	Supplier's VAT ID as stated on the invoice
sender_tax_number	Text	Supplier's tax number
sender_contact	Block	Contact person at the supplier
sender_contact/contact_id	Text	Number of the contact person
sender_contact/name	Text	Name of the contact person
sender_contact/email	Text	Contact person's email address
sender_contact/phone	Text	Contact person's phone number
Info_Text	Text	Free text. Workist splits it into chunks of 70 characters, one element per chunk, at most 5 elements; anything beyond is dropped

Address fields

recipient_address and sender_supplier/address share this structure. Workist only writes filled fields.

Element	Type	Description
Code	Text	Address number from your master data
name	Text	Name
street_and_nr	Text	Street and house number
misc	Text	Additional address line
company_name	Text	Company name
postcode	Text	Postcode
city	Text	City
country	Text	Country code (e.g. DE)
country_subdivision	Text	State or region code
email	Text	Email address
phone	Text	Phone number

Payment fields (payment)

Element	Type	Description
payment_bank	Text	Bank name
payment_bic	Text	BIC
payment_iban	Text	IBAN
payment_method	Text	Payment method as free text; for e-invoices the label of the payment means code (e.g. SEPA credit transfer)
payment_reference	Text	Payment reference
payment_swift	Text	SWIFT code
payment_terms_discount	Text	Early payment discount terms
payment_terms_due_days	Text	Payment term in days
payment_terms_type	Text	Type of payment terms
payment_terms	Text	Payment terms as written

Summary fields (summary)

Element	Type	Description
currency	Text	Currency code (e.g. EUR)
net_amount	Decimal	Net amount
tax_rate	Decimal	Tax rate in percent
tax_amount	Decimal	Tax amount
total_amount	Decimal	Gross amount
total_due	Decimal	Amount due

Line item fields (line_items/line_item)

Workist writes one line_item per line item, provided at least one line item field is configured.

Element	Type	Description
pos	Text	Line number
article_id1	Text	Your article number (article_id1 from your article master data)
article_id2	Text	Second article number (article_id2)
article_id3	Text	Third article number (article_id3, e.g. EAN)
article_partition_specific_number	Text	The supplier's article number
article_description	Text	Article description
quantity	Decimal	Quantity
unit	Text	Unit of measure
unit_price	Decimal	Unit price
total_price	Decimal	Line total
gross_price	Decimal	Gross price from your article master data (gross_price)
price_unit	Text	Price unit (e.g. 1 or 100)
tax_rate	Decimal	Tax rate of the line
tax_amount	Decimal	Tax amount of the line