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E-invoicing is the fully electronic transfer of invoices from one system to another. The sender sends an e-invoice from his software to a recipient and the recipient’s software can immediately book and process the invoice.
The e-invoice itself has a file format that can be directly processed by the receiving software. A PDF, for example, is not an e-invoice. A PDF is a human-readable file, but accounting or ERP software cannot read it. Various file formats are possible, but in the Netherlands the UBL is used the most.
That depends on who you want to invoice. The central government has made e-invoicing mandatory as of 1 January 2017. Municipalities, provinces and water boards have been obliged to receive e-invoices since April 2019. So you can deliver an e-invoice if you want, but there is no obligation from the government.
E-invoicing may also be mandatory if your customer has included it in their procurement terms and conditions. If you agree to this, you are also accepting the obligation of e-invoicing. The number of organisations making e-invoicing mandatory in this way is not yet very large, but it will grow in the coming years. E-invoicing will eventually become more and more standard for both sender and recipient.
Any organisation can e-invoice. There are different ways to e-invoice. Which way suits best depends, for example, on how an organisation currently invoices and how many invoices are involved.
Click on the situation that applies to your organisation below and find out how you can best e-invoice.