The world is now seeing a rise in e-invoicing as tax authorities seek to close their national VAT gaps.
In Europe, Italy brought the system to the continent in 2014 following Chile’s step of becoming the first country worldwide to implement e-invoicing back in 2001. However, many countries have introduced them only for B2G transactions and not for other business types involving private companies.
A number of countries are now pushing for e-invoicing to be made mandatory for B2B transactions meaning that every order between two businesses that are registered for VAT will have to be done electronically, exchanged online and sent through the computer network.
What is E-invoicing?
An electronic invoice involves generating and retaining an invoice on a computer instead of using traditional papers. But as we shall see shortly, it is more than just digital conversion of invoices. Making use of a more formalized method that could also involve technicalities is employed by numerous nations.
Presently, EU states such as France, Germany and Spain together with USA and UK all insist on requiring e-invoices whenever they transact with government institutions so that taxpayer money can be saved and organization effectiveness increased. Private entities still benefit from faster billing processes even though quick recovery of VAT is the main goal here since it helps revenue agencies work better.
What are the advantages of e-invoicing?
E-invoicing provides an overview and insight into how to minimize costs and increase profit margins that PDF and paper-based solutions cannot offer. Here are some of the benefits of e-invoicing that add up to a strong ROI, long-term savings, and improved results overall:
Time Savings
Automation of the invoicing process saves time by eliminating the need for human data entry and processing. This enables organizations to focus on more strategic operations.
Accuracy and Efficiency
Using digital solutions decreases the likelihood of errors and inaccuracies associated with manual invoicing processes, such as data input errors and misplaced invoices. It also allows for speedier invoice processing and approval, which improves efficiency.
Improved cash flow management
E-invoicing enables firms to receive payments faster, which improves cash flow management and reduces DSO. Electronic invoicing also provides more information about invoice status and payment history, making it easier to track and manage payments.
Secure Document and Data Exchange
There is also no chance of invoices getting lost in the mail or ending up in the junk mail folder.
Environmentally Friendly
E-invoicing not only reduces paper use and CO2 emissions, but it also reduces operational expenses and contributes to a transparent, trustworthy brand reputation.
Fulfill legal requirements
With the proper service provider, e-invoicing keeps you up-to-date and compliant with local and international invoicing, tax, and archiving rules.
Real-time distribution and processing
A solid e-invoicing solution will provide a real-time view of document delivery and processing status through cloud-based platforms or straight from your ERP.
High-quality data
Going digital allows you to access and analyze line-level data, which supports business growth by improving financial and procurement decisions.
Tracking and traceability
E-invoicing maintains transaction history and the whole document route electronically, eliminating the need for human entry.
Remote work-compatible
Using cloud-based invoicing solutions allows chores to be accomplished from anywhere, eliminating the need for additional resources such as printers, scanners, and the postal service.
Countries with Mandatory E-invoicing
| Country | System |
| Austria | E-Rechnung |
| Belgium | Mercurius |
| Denmark | NemHandel |
| France | Chorus Pro |
| Hungary | Online Számla |
| Italy | Sistema di Interscambio (SdI) |
| Latvia | Electronic Declaration System (EDS) |
| Poland | KSeF (Krajowy System E-Faktur) |
| Brazil | Nota Fiscal Eletrônica (NF-e) |
| Chile | Servicio de Impuestos Internos (SII) |
| Colombia | DIAN e-Invoicing |
| Ecuador | SRI e-invoicing |
| Mexico | Comprobante Fiscal Digital por Internet (CFDI) |
| India | Goods and Services Tax Network (GSTN) |
| South Korea | National Tax Service (NTS) E-Invoicing |
| Thailand | Revenue Department E-Invoicing |
| Turkey | e-Fatura |
| Indonesia | e-Faktur |
Austria (planned for 2024)
System: E-Rechnung.
Austria intends to make e-invoicing mandatory for all B2B transactions by 2024. The e-Rechnung system will standardize electronic invoicing, enhancing tax compliance and streamlining business operations. Its goal is to develop a centralized platform for secure and efficient invoice exchange between organizations.
Benefits:
- Standardized electronic invoicing helps to improve tax compliance.
- Streamlined business operations by implementing a centralized invoice exchange platform.
Challenges:
- Initial setup charges for organizations switching to the new system.
- Ensure that all firms are appropriately prepared for the implementation deadline.
Belgium (B2G only)
System: Mercurius.
Belgium has mandated e-invoicing for B2G (Business-to-Government) transactions using the Mercurius technology. This system allows for the electronic submission of bills to government agencies, increasing efficiency and transparency in public sector transactions.
Benefits:
- Increased efficiency in government procurement operations.
- Increased transparency in public-sector transactions.
Challenges:
- There are no benefits for B2B and B2C sectors though it’s important to note that this scope is only limited to B2G transactions.
- The problems of integration with the current business systems.
Denmark (B2G only)
System: NemHandel.
Denmark requires all business-to-government transactions to be invoiced electronically through NemHandel. The adoption of this technology guarantees that invoices delivered to public sector companies are electronic thus, improving the efficiency and reducing the cost in government transactions.
Benefits:
- There are no benefits for B2B and B2C sectors though it’s important to note that this scope is only limited to B2G transactions.
- The problems of integration with the current business systems.
Challenges:
- The limited application to B2G transactions necessitates extra safeguards for broader use.
- Smaller government vendors must comply with specific standards.
France
System: Chorus Pro.
In 2017, France mandated e-invoicing for B2G transactions and plans to expand it to cover B2B transactions by 2024. Chorus Pro is a platform that is used to submit and process electronic invoices thereby allowing smooth interactions between businesses and government organizations.
Benefits:
- Increased tax compliance and transparency in commercial activities.
- Streamlined invoicing processes across sectors to improve efficiency.
Challenges:
- Adoption problems for organizations moving to e-invoicing for B2B transactions.
- Continuous updates and system enhancements to satisfy changing regulatory requirements.
Hungary
System: Online Számla
Hungary introduced mandatory real-time invoice reporting for B2B transactions via the Online Számla system in 2018. This means that any invoice must be reported at once through electronic means for taxation purposes, leading to enhanced corporate tax compliance and transparency.
Benefits:
- Real-time reporting significantly reduces tax fraud and evasion.
- Tax authorities benefit from increased transaction transparency and visibility.
Challenges:
- Businesses, particularly SMEs, have technological challenges in implementing real-time reporting solutions.
- Compliance burden and costs connected with switching to electronic invoicing platforms.
Italy
System: Sistema di Interscambio (SdI)
Italy took an early lead in mandating e-invoicing across all its areas. Starting from January 2019, every B2B or B2C deal made should pass through the SdI platform. Secure digital invoicing (SDI) has the potential to enhance accountability for taxes and efficient transactional processes.
Benefits:
- Enhanced tax compliance and reduced VAT fraud through computerized invoicing.
- Administrative processes become more efficient and cost-effective.
Challenges:
- SMEs first expressed resistance owing to implementation costs and technological challenges.
- To meet changing regulatory standards, system updates and improvements are required on an ongoing basis.
Latvia
System: Electronic Declaration System (EDS).
Latvia requires e-invoicing for B2G transactions and is working to expand it to B2B transactions using the EDS platform. This technology enables electronic invoice submission and processing, hence increasing efficiency and transparency in public procurement.
Benefits:
- Increased transparency and efficiency in public procurement processes.
- Improved tax compliance and invoice accuracy.
Challenges:
- Ensure company readiness and compliance with the introduction of e-invoicing to B2B transactions.
- Integration issues with current corporate systems and processes.
Poland
System: KSeF (Krajowy System E-Faktur).
Poland established required e-invoicing for B2G transactions in 2021 and intends to expand it to B2B transactions via the KSeF platform. This solution makes it easier to submit and validate invoices electronically, which improves tax compliance and business transaction efficiency.
Benefits:
- Improved tax compliance and transparency in the invoicing process.
- Businesses and government institutions benefit from streamlined invoicing and payment processes.
Challenges:
- Transition problems for organizations adjusting to new e-invoicing standards and technologies.
- Ensure complete readiness and compliance across all sectors for full deployment.
Brazil
System: Nota Fiscal Eletrônica (NF-e)
Since 2005, all enterprises in Brazil must use the NF-e e-invoicing system. NF-e is integrated with the Brazilian tax authorities (SEFAZ), allowing for real-time invoice validation and approval. It improves tax compliance and transparency in commercial dealings.
Benefits:
- Significant decrease in tax evasion and increased revenue collection.
- Businesses can benefit from more efficient logistics and inventory management.
Challenges:
- The complexity of the rules requires a periodic update of operating systems.
- Business enterprises have to incur high set-up expenses in order to comply.
Chile
System: Servicio de Impuestos Internos (SII).
Since 2014, organizations have been required to use an e-invoicing system in Chile while all entities from 2018. By enabling the tax authority to log and check invoices instantly, the system improves tax compliance and makes business operations efficient.
Benefits:
- This has considerably minimized tax evasion, thereby boosting revenue collection.
- The company’s streamlined processes reduce administrative expenditure.
Challenges:
- Compliance is costly for firms, specifically SMEs.
- System enhancements are continuously offered to react to regulatory changes.
Colombia
System: DIAN e-Invoicing
In 2019, all companies were obliged by the Columbia government to use e-invoicing. The DIAN platform enables electronic invoice submission and validation which enhances tax compliance and transparency in commercial transactions.
Benefits:
- Tax evasion is reduced through their electronic invoicing enhancing tax compliance.
- Faster payments can be beneficial to businesses as well as simplified invoice processing.
Challenges:
- Initial setup expenses and technological obstacles for organizations implementing e-invoicing.
- Ensure compliance and readiness among all enterprises for effective deployment.
Ecuador
System: SRI e-Invoicing.
This step ensured that invoices were produced, authenticated and maintained electronically as a way of improving tax compliance and transparency in economic transactions.
Benefits:
- Digital invoicing is helpful for reducing tax avoidance.
- Smoother business operations, greater financial openness.
Challenges:
- Organizations significantly SMEs are hampered by the cost of complying with regulations and technological difficulties.
- Regular upgrades and improvements should be made to ensure that they fulfill regulatory requirements.
Mexico
System: Comprobante Fiscal Digital por Internet (CFDI).
Mexico enforced its mandatory e-invoicing via CFDI in 2011. Through this system all invoices produced need to be electronic, verified and archived which increases fiscal conformity and transparency in economic operations.
Benefits:
- Increased tax compliance and openness in financial activities.
- Businesses can save money on paper invoicing and storage.
Challenges:
- Small firms face technological obstacles when using e-invoicing systems.
- Continuous upgrades and enhancements to meet changing regulatory needs.
India
System: Goods and Services Tax Network (GSTN).
In 2020, India implemented required e-invoicing for enterprises with a turnover above a particular threshold. This system is integrated with the GSTN and allows for seamless reporting and compliance with GST requirements, improving tax transparency and efficiency in commercial operations.
Benefits:
- Electronic invoicing facilitated GST compliance and minimized tax avoidance.
- Businesses may now handle and report invoices more efficiently.
Challenges:
- Adoption hurdles for SMEs are related to technology limits and compliance requirements.
- Continuous upgrades and revisions to satisfy evolving regulatory requirements.
South Korea
System: National Tax Service (NTS) E-Invoicing.
In 2011, South Korea implemented e-invoicing for all enterprises using the National Tax Service (NTS) platform. This technology allows for real-time electronic invoice submission and confirmation, which promotes tax compliance and efficiency in commercial operations.
Benefits:
- Real-time reporting promotes tax compliance and reduces tax evasion.
- Businesses benefit from increased efficiency and accuracy in their financial operations.
Challenges:
- Initial setup expenses and technological obstacles for organizations implementing e-invoicing systems.
- Continuous upgrades and enhancements to suit changing regulatory needs.
Thailand
System: Revenue Department E-Invoicing.
Thailand mandated e-invoicing for significant enterprises and intends to expand it to all businesses. The system allows the tax authority to electronically submit and validate invoices, boosting tax compliance and efficiency in business operations.
Benefits:
- Increased tax compliance and openness in financial activities.
- Streamlined company processes and decreased administrative expenditures.
Challenges:
- Compliance expenses and technology impediments affect organizations, particularly SMEs.
- Ensure that all firms are ready and compliant for effective deployment.
Turkey
System: e-Fatura.
In 2014, Turkey enforced e-invoicing for all firms above a specific level using the e-Fatura system. This system allows the tax authority to electronically submit and validate invoices, boosting tax compliance and efficiency in business operations.
Benefits:
- Electronic invoicing promotes tax compliance and reduces tax avoidance.
- Streamlined business operations and increased financial transparency.
Challenges:
- Startup expenses and technology impediments for enterprises, particularly SMEs.
- Ensure regular upgrades and improvements to fulfill regulatory requirements.
Indonesia
System: e-Faktur.
Indonesia has introduced the e-Faktur system for VAT-registered enterprises, which requires e-invoicing in B2B transactions. The solution is intended to shorten the invoicing process, improve tax compliance, and increase business productivity.
Find all about Indonesian Tax world on CaptainBiz Indonesia
Benefits
- Increased tax compliance and openness in financial transactions
- The automation of invoicing procedures lowers manual data entry, inaccuracies, and speeds up invoice processing and payment.
Challenges
- Implementing e-invoicing necessitates investments in the relevant software and equipment, which can be costly, particularly for small and medium-sized businesses (SMEs).
- To guarantee a successful implementation, all firms must be fully prepared and compliant with the new system.
E-Invoice Requirements: What Conditions Must Be Met?
The e-invoice responsibility includes not only the creation of the e-invoice, but also additional requirements that specify the features it must contain. To achieve these objectives, firms must consider a variety of factors:
Format
The e-invoice must be in a standard format, such as ZUGFeRD or Factur-X, fully documented, and machine-readable. Factur-X represents an XML format that is applicable throughout the EU. The format is the standard for electronic invoicing, implementing Directive 2014/55/EU and so based on the European standard EN16931.
Signature
An electronic signature is required to verify the authenticity and integrity of the e-invoice. It is critical to ensure that the invoice is not altered during transmission and is sent by the authorized party.
Transmission
To ensure a smooth flow, the e-invoice has to be transmitted to where the receiver specifies. It is, therefore, upon enterprises to take note of the recipient’s specific transmission requirements.
Archiving
E-invoices must be preserved in such a way that they can stand up to an audit. Therefore, data saved ought to be non-changeable and time bound accessible.
What are B2B, B2C, and B2G e-invoices?
B2B
B2B (Business-to-Business) e-invoicing implies firms exchanging invoices via computers. In this case, sellers send electronic invoices based on goods or services supplied to other companies. This makes invoicing less complicated in terms of complexity, more accurate and reduces time it takes for one company to pay another.
B2C
B2C (Business-to-Consumer) E-invoicing represents invoice issuing electronically that occurs between one corporation and a single purchaser. Businesses send digital invoices for purchases which reduces its simplicity by decreasing paperwork while also offering the customers an online copy of these transactions.
B2G
When businesses engage with public sector institutions through invoicing electronically, it becomes known as B2G (business-to-government) e-invoicing. With this arrangement, businesses’ electronic invoices are transmitted to government agencies in accordance with established government standards and compliance requirements. By doing so, financial transactions involving the public become more efficient, transparent and accurate regarding their public sector.
What factors to consider when using e-invoicing?
Starting the e-invoicing journey is an exciting step ahead. Whether you’re responding to client requests or attempting to completely automate your invoicing procedures, the first step is to clearly define your organizational goals.
Starting with a small but adaptable solution can often be an excellent place to start, allowing for incremental expansion in line with your goals. This strategy promotes productive and fulfilling growth adapted to your company’s specific objectives and goals. Here are some crucial points to keep in mind.
Commitment from your firm
The successful deployment of e-invoicing demands commitment from all levels of your organization. Top management must support the initiative in order to allocate enough resources, time, and effort. Communicate the benefits of e-invoicing to all stakeholders in order to garner their support.
Selecting the appropriate e-invoicing solution
There are many solutions for electronic invoicing, ranging from essential invoice software to more sophisticated ones that can be integrated with your enterprise resource planning (ERP) system. Select a solution that would be suitable for your business.
Integration into current systems
When done well, the new solutions should blend smoothly with the old ones such as accounting software, enterprise resource planning (ERP) systems and other financial tools. This is important because it ensures smooth data flow between multiple systems and reduces disruptions during installation.
Network Reach
You must take into account how far your supplier’s network stretches. By selecting a supplier who connects to huge amounts of businesses, you will enable your firm to easily exchange e-invoices with countless clients and vendors.
Ensure conformity with the legal requirements
To avoid future penalties or legal issues ensure that your provider and solution can assist you in addressing the dynamically changing e-invoicing regulations.
Outgoing, inbound, or both?
Another big thing is now determining the scope of your project; are you wanting to digitize Supplier Invoice Flow (AP Automation), Customer Invoice Flow (AR Automation), or both? Make sure you find a supplier who can meet all of your invoicing demands.
Onboarding Business Partners
To realize the benefits of e-invoicing, you must first get the support of your business partners, such as suppliers and customers. Look for a vendor who can assist you with supplier onboarding, delivering value to your business partners, and preparing your e-invoicing project for success.
How does e-invoicing help to close the VAT gap?
Businesses can only ensure correct VAT calculations by using technology, which eliminates the danger of human error.
The implementation of e-invoicing will push more organizations throughout the world to invest in and rely on current solutions for extracting data from source systems and populating and submitting e-invoices and other reports.
Tax authorities will be able to acquire VAT data more efficiently and correctly, as well as use their own solutions to audit it. This enables authorities to detect anomalies, errors, and fraud at an early stage.
With errors corrected and fraud more likely to be caught and penalized, tax authorities will have the insight and power they need to maximize tax revenue and close the VAT gap.
Wrapping It Up
Mandatory e-invoicing is changing the way businesses and governments handle financial transactions and tax compliance. While the advantages are numerous, including increased tax income, decreased fraud, and increased efficiency, the obstacles, particularly for SMEs, are significant.
As organizations adjust to these developments, keeping up with the specific laws and upgrades in their individual nations will be critical for smooth compliance and operational efficiency.
FAQs
- What is an e-invoice?
An e-invoice is an electronic document used for billing that is sent and received in a structured data format, allowing automated processing.
- Which countries have required e-invoicing?
Brazil, Italy, Turkey, and India have all made e-invoicing mandatory, and more countries are following suit.
- Why are countries implementing obligatory e-invoicing?
Mandatory e-invoicing is intended to improve tax compliance, prevent fraud, streamline processes, and promote efficiency in financial transactions.
- How does mandated e-invoicing help businesses?
Businesses gain from minimized paperwork, faster invoice processing, fewer errors, better cash flow management, and greater transparency.
- Is complying with e-invoicing laws difficult?
Initially, compliance may be complex owing to system integration and comprehending new requirements, but with adequate preparation and resources, firms can adapt quickly.
- What are the penalties for failing to comply with the e-invoicing requirements?
Penalties for noncompliance vary by jurisdiction, but may include fines, penalties, or legal consequences, underlining the significance of following regulations.
- How does e-invoicing affect the environment?
E-invoicing dramatically reduces paper usage, resulting in less environmental effects from deforestation, energy consumption, and carbon emissions.
- Can firms continue to utilize traditional paper invoices with e-invoices?
In many cases, firms can issue both paper and electronic invoices, while governments may encourage or compel e-invoicing for particular transactions in order to promote digitization.
- What technical infrastructure is required for e-invoicing compliance?
Businesses require software or systems that can generate, transmit, and receive structured electronic invoices in forms that meet regulatory criteria.
- How should firms prepare for obligatory e-invoicing?
To ensure seamless compliance, prepare by knowing local rules, updating systems and processes, training people, and coordinating with service providers.
