Submission of your invoices

Your invoices/credit notes may be submitted digitally either in an electronic format or as a PDF file by email. Provided this is still legally permissible, we also accept invoices submitted in paper form. An invoice/credit note submitted digitally must not be submitted again in paper form under any circumstances.

Electronic Format via the Peppol Network

At present, invoices can be submitted via the Peppol network to the following SWIETELSKY companies: 

Company: Swietelsky Rail Benelux B.V.
Country of residence: Netherlands
VAT-No: BE0848581734
Peppol-ID: 9925:BE0848581734

The following electronic formats are supported/accepted:

• Peppol BIS Billing: Version 3.0 or later
• SI-UBL: Version 2.0 or later
• NLCIUS: Dutch national standard

If you have any questions, please contact us by email at finanzprozesse@swietelsky.at.

Electronic Format via Email

You are welcome to send your invoices to us in an electronic format by email to invoice@swietelsky.at, invoice@swietelsky.de or invoice@swietelsky.nl.

The following electronic formats are supported/accepted:

• Peppol BIS Billing: Version 3.0 or later
• SI-UBL: Version 2.0 or later
• XRechnung: UBL 2.0 or later
• ZUGFeRD: Version 2.0.1 or later
• ebInterface: Version 5.0 or later

The following requirements are mandatory for processing:

• Only one file attachment may be included per email.
• If documents supporting the invoice, such as quantity calculations, price conversions, countersigned delivery notes or timesheets, are submitted at the same time, they must be embedded in the electronic format. Alternatively, these supporting documents may be sent directly to your contact person/order contact.

If you have any questions, please contact us by email at finanzprozesse@swietelsky.at.

PDF File via Email

You are welcome to send your invoices to us as PDF files by email to invoice@swietelsky.at, invoice@swietelsky.de or invoice@swietelsky.nl. 

The following requirements are mandatory for processing:

• The invoice or credit note must be attached to the email as a PDF file. The file must be unencrypted, must not be password-protected and must not be compressed, for example as a ZIP or RAR file.
• The PDF file must be a digitally generated printout. Printing the document on paper and subsequently scanning it results in a loss of quality that may interfere with electronic processing.
• Only one file attachment may be included per email. If documents supporting the invoice, such as quantity calculations, price conversions, countersigned delivery notes or timesheets, are submitted at the same time, they must be included in the same PDF document. The invoice or credit note must be the first document in the PDF.

Postal Submission in Paper Form

We prefer to receive your invoices in digital form. If you nevertheless wish to submit your invoice/credit note in paper form, the purchaser/contact person will provide you with the relevant billing and shipping addresses.

Reference code on every invoice

A reference code — the allocation number for the construction project and/or purchase order — is mandatory on every individual invoice/credit note in order for it to be processed. Invoices/credit notes without a reference code will be rejected without exception.

The reference code must follow one of the following formats:

• „RC-“ + a 10-character alphanumeric reference number, e.g. RC-X00101MC01
• „RC-“ + an 8-digit numerical reference number, e.g. RC-10011234 or RC-91234567
• Until 30 April 2027, the following format will continue to be used in parallel: “RC-KST-XX-123-12345678”, e.g. RC-KST-AT-101-12345678

The following requirements are mandatory for processing:

• The reference code must be printed on the invoice exactly in the specified format.
• It must begin with “RC-”, contain no spaces and use uppercase letters.
• It must be machine-printed on a single line and must not be in bold or italics.
• Only one reference code may be stated per invoice.

If the reference code was not provided to you with the purchase order or in the contract, please contact your designated contact person before issuing the invoice.

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