Raise the bill once, and let the invoice reference number and QR code come back onto it.
Where a tax authority requires electronic invoices, this prepares your invoice data in the format the authority expects and sends it through a service provider. The reference number and any signed QR code come back onto the printed bill. Nothing is keyed twice. Whether your business must do this at all, and whether what is reported is right, stays between you and your accountant. The configuration reflects your accountant’s instructions for each country, not a one-size-fits-all rule.
Two systems handle one bill. It is raised in the billing software, typed again into a portal or a bulk tool, and the reference number is copied back by hand. On a busy despatch day a few bills never make the trip.
Here the bill is raised once. The data goes to an e-invoice service provider and comes back with its reference number and QR code, printed on the copy that leaves your office. A bill that fails validation shows as failed, with the authority’s own reason, on a list somebody clears before evening. The software records and prepares data but gives no tax or legal advice, and it files nothing without your approval.
What your team uses today.
The module takes over these, one at a time, so nothing has to stop while it is set up.
- Retyping invoices into a government portal
- A sheet of reference numbers pasted from emails
- A chat message to the accountant for each rejection
The problems this is meant to ease.
What e-invoicing does.
What this looks like in a working week.
Illustrative scenarios, written to show the shape of the work. They are not accounts of client systems.
The people who open this every day.
From first conversation to daily use.
Confirm the requirement
Your accountant states which invoices must be reported and under what rules. You get a written note of the settings we will use. Rules come from them, not us.
Choose a provider
You select a provider and sign with them in your own name. You pass the credentials for a test environment.
Send test invoices
Sample invoices go through the provider’s test side. You see the returned numbers and error messages on screen.
Handle failures
The clerk and the accountant try a rejection and a cancellation. You agree who corrects what.
Switch to live
Live credentials are entered by your team. Billing staff are walked through the daily routine and the failure list.
How you would know it is working.
Record where you stand before it goes live, so the change is measured against your own figures.
- Invoices carrying a reference number
- Invoices on the failure list, by reason
- Rejected invoices corrected and resent
- Cancellations and credit notes raised
- Invoices marked as outside the requirement
It is one part of a system, not an island.
A module earns its place by what it passes to the next one. These are the connections we set up most often.
- Invoice management
- An e-invoice service provider
- Transport documents
- Tax management
- Accounting software
How we would put it in.
Questions owners ask about e-invoicing.
Do we have to issue e-invoices?
That depends on the rules where you trade, and those rules change from time to time. Ask your accountant to confirm the position for your own registration before you build anything.
Does this file our tax returns?
No. It reports invoices and stores what came back. Returns are filed separately, by you or by your accountant, and the responsibility for what is filed does not move to the software.
What happens if the authority’s system is down when we despatch?
The bill is raised and queued, then reported when the system answers. Whether stock may travel while it stays silent is your accountant’s call. It is a rule and not a setting.
Is this needed if we already bill from our accounting software?
Probably not. Many accounting packages already report e-invoices through a provider. This is for businesses billing from a counter, a site or an operations system. Share how your bills are raised today and we will say where the e-invoice belongs.
What affects the cost of e-invoicing setup?
The number of invoice types, entities and countries drives it. The provider you pick and the accounting software linked add effort. Charges from the e-invoice provider sit outside our quotation, which lists our own work line by line.
How long before invoices can be sent?
That depends on your provider agreement and on how clean your customer tax data is. A release for standard invoices can come before special cases. You supply your accountant’s rules and credentials, and dates go into the proposal. Provider approval sets the pace.
Businesses that ask for this.
Modules that work with it.
Tell us how you handle e-invoicing today.
A spreadsheet, a register or another system: say which, and we will tell you plainly what is worth changing.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements