Scanning an invoice is not e-invoicing
With the e-invoicing reform coming in, many businesses wrongly believe that scanning a paper invoice or creating a PDF and emailing it is enough to be compliant. That is not the case at all. E-invoicing comes with precise requirements that go far beyond simply digitizing a document.
In this article, we clarify the difference between a PDF invoice and e-invoicing, explain why this distinction matters for legal compliance, and detail exactly what the reform requires of businesses.
The real difference between scanning an invoice and e-invoicing
Scanning an invoice or converting it to PDF may look like a convenient way to digitize a paper invoice. But this process is far from meeting the legal requirements of e-invoicing.
PDF invoice
- A PDF is an “image” of the original document, and is not structured to be processed automatically by accounting or tax systems.
- The file is just an electronic communication medium, not part of an automated data management process.
E-invoicing
- An e-invoice, on the other hand, must follow a structured format such as Factur-X or UBL, which allows automatic reading of the information by software and tax systems.
- It must be sent through certified, secure platforms, and archived in a defined format to guarantee its authenticity and integrity.
- It is not just an image of the document, but data that can be automatically integrated, verified and stored in line with legal requirements.
Why does it matter for compliance?
With the e-invoicing reform, legal compliance has become a major issue for every business. Creating PDF invoices, even if it reduces paper use, does not make you compliant with the law.
What does the reform require?
The e-invoicing reform sets a number of strict rules and requirements:
- Structured format: the invoice must be sent in a structured electronic format (such as Factur-X or UBL), not as a PDF or scanned image.
- Dematerialization platforms: invoices must be sent through approved platforms, not directly between supplier and customer.
- Secure archiving: e-invoices must be archived securely, in line with tax rules. They must be accessible at any time throughout the legal retention period.
Will PDF invoices disappear?
No. The Factur-X e-invoice format is made of a readable PDF with the structured data embedded in it. For the other formats (UBL and CII), a “readable PDF” can be generated from the structured data. This service is included in what ABCinvoice.eu offers.
But where ABCinvoice.eu goes further is that it lets you generate a Factur-X document from a PDF. In other words: you don’t have to change your habits, except that PDFs are sent to ABCinvoice.eu instead of the customer. The customer, of course, receives the compliant e-invoice.
Send your PDFs as usual: ABCinvoice.eu makes them compliant.
Create my account →Conclusion
Emailing an invoice as a PDF is therefore not enough to comply with the new e-invoicing rules. It is crucial to understand the difference between a simple digitized document and a true e-invoice. By using certified platforms, structured formats and secure processes, your business can meet the new legal requirements and enjoy the many benefits of digitalization, such as lower costs, automation and better traceability.
The reform imposes strict rules, but with the right support, the switch to e-invoicing can be simple and beneficial in the long run. If you have doubts or questions, ABCinvoice.eu is here to help you understand and set up this new way of managing your invoices.