Your Digital Invoice Archive
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Whether PDF or e-invoice: with the Candis invoice archive, transactions remain traceable for queries and audits – even long after the invoices have been processed.
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Store invoices securely – with Candis
Archive Invoices Automatically
For a tax audit, invoices must still be complete and unaltered years later. Simple digital storage is not enough. That's why Candis provides an audit-proof invoice archive as an integral part of invoice processing.
No extra filing: Candis automatically archives invoices together with their invoice data after export – without any intermediate steps.
Complete e-invoices: XRechnung and ZUGFeRD invoices are kept in their original format including the XML data, so they remain machine-readable.
Unalterable documents: Exported invoices are locked in Candis and can neither be changed nor deleted.
Secure process documentation: Approvals, changes and comments are automatically logged on the document and remain traceable later on.
Candis Document Management
For Invoices, Contracts and Delivery Notes.
Archive Invoices in Compliance with GoBD
An archive must protect data against loss and unauthorized access and treat personal information confidentially. For this, Candis offers a GoBD-certified invoice archive and always processes invoice data in compliance with the GDPR.
Backed up multiple times: Invoices are stored on servers in Germany, and daily encrypted backups provide additional protection against data loss.
Kept for longer: Candis archives invoices for ten years – beyond the standard statutory retention period of eight years.
Protected processing: Invoice data is transmitted in encrypted form so that unauthorized parties cannot read the contents.
Regularly tested: Candis commissions external penetration tests and uses automated scans to uncover technical vulnerabilities.
The Candis info package
Find out for yourself whether Candis suits you.
Frequently Asked Questions About the Digital Invoice Archive
In Germany, invoices are generally subject to a retention period of eight years. It begins at the end of the calendar year in which the document was created. If the documents are still relevant for tax proceedings, the period can be extended. Special regulations may provide for longer periods.
No. File storage like Google Drive is not automatically audit-proof. For GoBD-compliant archiving, invoices must remain complete, traceable and protected against unnoticed changes. Without additional technical and organizational measures, plain file storage generally does not meet these requirements.
For e-invoices, at least the structured part of the invoice must be preserved intact in its original form. For XRechnung, this is the XML file; for ZUGFeRD, the XML data is embedded in the PDF. A printout or a plain PDF rendering does not replace this data.
Access depends on the assigned role. Approvers see the invoices assigned to them; requesters, accountants and administrators can view the entire invoice archive. Roles are assigned by administrators.
After the regular end of the contract, the data is retained within the ten-year retention period unless deletion is requested. A user account remains active so that archived invoices can be viewed and exported. A copy of all stored data can be arranged with Candis Support. If you cancel within the 30-day money-back guarantee, however, the account and data are deleted on the same day; any documents you need must be exported beforehand.