What is the XML Number
The XML Number is a legally required identifier that dental practices in Germany need for electronic billing with the statutory health insurance fund. Dental practices must submit their billing paperlessly — for that, the practice needs invoice data from you as the lab, in addition to the paper invoice, as a machine-readable XML file.
Note: The format of the XML Number isn't set by Crownbeam, but by law. Crownbeam checks the number you enter against this format — if it doesn't match the requirement, it isn't saved.
How it works
The XML Number field only appears for orders for practices with an address in Germany. If the practice address is outside Germany, the field isn't shown.
As a rule, the practice enters the XML Number directly when placing the order.
If the number is missing, you as the lab can add it yourself at any time.
As soon as a valid XML Number is saved, the XML Invoice field appears automatically.
There, as the lab, you upload the corresponding XML Invoice file — it's saved directly in the order.
Once you've uploaded the file, the practice can download it directly in the order, instead of getting it separately by email.
Important: If the XML Number doesn't contain all the required components (for example, the marker for in-house or outsourced lab), it's rejected as invalid and not accepted. If in doubt, ask the practice whether the number is complete.
How to add the XML Number as a lab
Usually the practice enters the XML Number itself when placing the order. If it's missing from the order, you can add it as the lab:
Open the relevant order.
Enter the number you got from the practice into the XML Number field.
Once the number is recognized as valid, the XML Invoice field appears next to it.
Drag the XML Invoice file into this field via drag & drop, or upload it via the file picker.
Once the file is uploaded, the practice can download it directly in the order.
Tip: If Crownbeam is connected to your billing software, the XML Invoice can also be read in automatically — a manual connection isn't strictly required for this.
FAQs
Why don't I see the XML Number field in my order?
The XML Number field only appears for orders for practices with an address in Germany. If the practice address is outside Germany, the field isn't shown, since the legal basis only applies within Germany.
Can I also enter the XML Number myself as a lab?
Yes. Usually the practice enters the XML Number directly when placing the order. If it's missing from the order, you as the lab can add it yourself at any time.
Why isn't my XML Number being saved?
Your XML Number probably doesn't match the legally required format. Check whether all components are included, such as the marker for in-house or outsourced lab, and ask the practice if any details are missing.