Electronic Invoicing

Electronic Invoicing in Benelux

Electronic Invoicing Belgium, Netherlands and Luxembourg

Benelux made up of Belgium, Netherlands and Luxembourg continues its electronic invoice adoption process. Currently, it has developed e-invoicing for public administrations as indicated by European directives. To increase its adoption Belgium and the Netherlands have begun to mandate that supplier to public administrations use electronic invoices. However, the exchange of electronic invoices between private companies is voluntary and is contingent on acceptance by the recipient.

The electronic invoice in Belgium advances at various speeds

The electronic invoice in Belgium is developing at different speeds depending on the region. Flanders is the most advances region, but all the federal and regional administrations are obligated to receive electronic invoices.

The Electronic invoice mandate for the Federal government was established in January 2020, through a decision made by the council of ministers. The first phase of adoption only included suppliers with tender contracts worth more than 135,000 Euros. Electronic invoicing has been mandatory for all public administration suppliers in Flanders since January 2017 and in the Brussels region since November 2017.

The Federal Government’s platform is called Mercurius, and it is connected to the PEPPOL network in the PEPPOL BIS 3.0 format. All government organisms have access to the Mercurius platform to receive invoices. Public administrations can also connect through their own  Peppol ID or another connection method.

The digital signature is not mandatory and invoices must be archived for 7 years.

The use of electronic invoices for B2B transactions is voluntary.

The Netherlands is the most advanced country regarding electronic invoicing in Benelux

The Netherlands made it mandatory to electronically invoice public administrations in 2017.

Currently, central public administrations and consolidating authorities are both mandated to be able to receive and process electronic invoices. Suppliers with contracts dating after 2021 must issue electronic invoices, those with contracts from before can voluntarily comply.

Central public administrations are connected to the central platform called Digipoort which is also connected to the PEPPOL network. Currently, electronic invoices can be sent in PEPPOL BIS 3.0 format.

Like the public administrations i Belgium the local public administrations tend to connect through their own Peppol ID.

Since January 2021 the PEPPOL authority (Nederlandse Peppol Autoriteit) belonging to the ministry of internal affairs has stated that the digital signature is not mandatory and that invoices must be stored for 7 years.

Private companies can user electronic invoices as long as their clients accept the invoice and it meets the legal requirements.

Luxembourg, voluntary electronic invoicing

The use of electronic invoices when B2G electronic invoicing public administrations is voluntary for suppliers, but the reception and processing of electronic invoices is mandatory for central authorities and local ones.

Electronic invoices must be sent through the PEPPOL network using the PEPPOL-BIS 3.0 standard.

The development of the electronic invoicing model is under the Ministry of Digitalization and Government IT Center (Centre des technologies de l’information de l’Etat - CTIE). The government intends to make the issuance of electronic invoices manually through a website and a web form that will facilitate its use for companies with a low invoice volume.

Regarding digital reporting compliance, the Luxembourg tax authority can demand that companies send the FAIA electronic file with a company’s accounting information in case of an audit.

Global Electronic Invoicing Platform

Electronic invoicing provides an advantage to any company that looks to compete for public contracts. Therefore, working with an International electronic invoicing solution opens the door to the Benelux countries: Netherlands, Luxembourg, and Belgium.

EDICOM’s electronic invoicing platform has connections with more than 70 public administrations around the world.

Amongst the many services it offers it guarantees a connection to the PEPPOL network as a certified PEPPOL Access Point. Making it the perfect solution to transact with public administrations in Benelux. EDICOM’s solution also enables any other kind of connection (AS2, Webservices, SFTP…) that other local public administrations may choose as is allowed in Belgium.

On the other hand, EDICOM guarantees the continuous evolution of the platform to new legal and technical requirements imposed by governments and tax authorities. This is an essential service since national electronic invoicing systems are in a state of constant evolution.

 

GOVEIN 19 EDICOM

*The contents of this publication belong solely to EDICOMGROUP and do not necessarily reflect the opinion of the European Union.

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