What does a company actually need to change for e-invoicing?

In previous blogs, we explained what a real e-invoice is and how its delivery works. Now comes the most practical question:
👉 What needs to change directly within the company?

Electronic invoicing is not just a new format. It is a change in the way a company operates in daily practice.

🔄 It’s not just about the invoice. It’s about the process

Currently, many companies operate on the following model:

issuing an invoice ➔ sending via email ➔ manual processing on the recipient's side

However, from 2027 onwards, all steps must be automated and interconnected

In practice, this means the entire process is changing:

issuance ➔ sending ➔ reception ➔ booking ➔ archiving

🧾 1. Accounting and document processing

The biggest change is that invoices are no longer manually transcribed.

The system must be able to:

• import electronic invoices in XML format
• automatically book them
• trigger the approval workflow

💡 Accounting is thus shifting from manual labor to control management and exception handling.

💻 2. ERP and accounting system

Your system must be able to:

• generate electronic invoices (XML in compliance with the standard)
• receive electronic invoices
• automatically process them
• communicate with external services

👉 Older systems often cannot meet these requirements without necessary modifications or extensions.

🔗 3. Infrastructure connection

The company must be connected to:

• a digital "postman" (Access Point)
• the PEPPOL network
• relevant external systems

In practice, this includes:

• correctly setting up partner identifiers
• invoice routing
• securing technical communication between systems

🧠 4. Internal processes and approval

Internal rules and responsibilities must also change:

• who approves invoices
• how the control process works
• who handles potential errors and exceptions

👉 Since the entire process is significantly faster, it is essential to have clearly defined rules set up in advance.

🗂️ 5. Archiving

A fundamental change is that archiving just PDF documents is no longer enough.

The company needs to ensure:

• archiving electronic invoices in XML format
• their readability for 10 years after the end of the accounting period
• integrity and immutability of the stored data

⚠️ Where do companies make mistakes most often?

When preparing for electronic invoicing, companies often:

• underestimate data quality (ID numbers, VAT IDs, addresses)
• focus only on technology, not on processes
• do not start testing well enough in advance
• rely on a "solve it later" approach

👉 The result is unnecessary stress just before the implementation deadline.

🚀 How to handle it without chaos?

The good news is that the company doesn't have to handle all aspects alone. Solutions from Asseco help cover key areas within a single system:

👉 Result: the company doesn't have to change everything from scratch – it just needs to effectively connect to a functional and ready solution.

Solve electronic invoicing without chaos with Asseco Solutions

💡 What does this mean in practice?

• Without a suitable solution: IT department handles integrations, accounting handles errors, management handles the resulting chaos.
• With a solution like QASIDA: the system processes invoices automatically, individual processes are interconnected, and the company runs smoothly and efficiently.

👉 What’s next?

Now you know what needs to change in the company. In the next part, we will look at:
👉 How to prepare step by step – a concrete implementation plan

If you don’t want to deal with electronic invoicing under time pressure, it’s best to start early – ideally with a solution that covers both technology and processes in one.