Einvoicing

Einvoicing, also known as electronic invoicing or e-invoicing, is the electronic exchange of invoice documents between suppliers and buyers in a structured data format that enables automated, end-to-end processing. Invoices are generated as machine-readable data rather than as paper or scanned PDFs, allowing enterprise resource planning and accounting systems to validate, post, and reconcile entries with minimal human intervention.

Common formats and standards include XML-based schemas such as UBL and ISO 20022, as well as EDIFACT or JSON representations. European practice is guided by EN 16931, and many systems use the PEPPOL network with its Billing 3.0 standard to enable cross-border interoperability. In practice, e-invoicing may be implemented through direct ERP integration or via an e-invoicing network that connects suppliers and buyers, sometimes with digital signatures or certificates to support authentication and auditability.

How it works in business processes: a supplier issues a structured invoice and transmits it to the buyer through an e-invoicing channel. The recipient’s systems extract the data automatically, post it to accounts payable, perform validation and tax checks, and trigger payment workflows. The approach reduces manual data entry, shortens payment cycles, lowers errors, improves tax compliance and audit trails, and provides better visibility into cash flow.

Regulatory context and global adoption vary by region. Some governments mandate e-invoicing for public procurement, and continental frameworks such as the EU encourage standardized formats and networked delivery. Widespread adoption is observed in Europe, Latin America, and parts of Asia-Pacific, with ongoing efforts to harmonize data models and interoperability. Challenges include initial integration costs, data mapping, and ensuring security and privacy of transmitted documents.