The most common mistakes in electronic invoicing and how to avoid them

Electronic invoicing may seem simple at first glance: XML, send, done. The reality, however, is quite different. Most problems do not arise from legislation, but from practice – in data, systems, and processes. Let’s take a look at the most common mistakes and how to avoid them.

❌ 1. Outdated or poor-quality data

This is the most common problem.
What are the typical mistakes?

• incorrect company ID, tax ID or VAT ID
• outdated addresses
• duplicate partners
• missing identifiers

👉 What are the consequences?

• the invoice is not delivered
• the system rejects it
• or it ends up with the wrong recipient

✅ How to avoid this?

• perform a master data audit
• remove duplicates
• regularly update data
• verify partner identifiers before going live

❌ 2. Incorrect network identifiers

In e-invoicing, it is not enough to know the company – the system needs its identifier in the network (PEPPOL).

👉 If set incorrectly, it may result in:

• the invoice not being delivered
• or getting “lost” in the process

✅ How to avoid this?

• verify PEPPOL identifiers of partners
• set correct mapping in the system
• test delivery in advance

❌ 3. Outdated or unprepared system

Many companies assume their existing system will be sufficient.

Typical problems:

• cannot generate XML
• does not support the EN 16931 standard
• cannot process received invoices
• lacks connection to infrastructure

✅ How to avoid this?

• perform a technical system audit
• identify its limitations
• prepare an upgrade or complementary solution
• or choose a system that covers the entire e-invoicing process end-to-end

❌ 4. Insufficient testing

“We tested one invoice – it works.”

👉 In practice, this is not enough.

What are the risks?

• format errors
• incorrect VAT
• delivery issues
• accounting errors

✅ How to avoid this?

• test the entire process (end-to-end)
• verify different scenarios
• involve real partners
• run a pilot operation

❌ 5. Ignoring internal processes

Companies often focus only on technology.

👉 Consequence:

• unclear approval processes
• ambiguous responsibilities
• delays in the process

✅ How to avoid this?

• set clear workflows
• define responsibilities
• adjust internal guidelines
• train employees

❌ 6. Last-minute implementation

👉 “We’ll handle it just before the deadline.”

Reality:

• lack of time
• integration issues
• increased stress
• higher risk of errors

✅ How to avoid this:

• start at least 3–6 months in advance
• follow an implementation plan
• test continuously

❌ 7. Trying to handle everything internally

Some companies try to build the entire solution on their own.

👉 This means:

• development
• integrations
• monitoring legislation
• testing

👉 Consequence:

• high costs
• long implementation time
• increased risk of errors

✅ How to avoid this?

• consider using a ready-made solution
• focus on your core business, not infrastructure

Don’t struggle on your own. Entrust the transition to electronic invoicing to experts

🚀 How to avoid most mistakes

Most problems arise because companies address individual areas separately:

• data
• infrastructure
• integrations
• validation

Solutions from Asseco help significantly reduce these risks:

🔧 Data control

• invoice validation before sending
• minimization of errors

🔗 Infrastructure

• connection to PEPPOL and a digital “postman”
• secure delivery

⚙️ Automation

• sending and receiving invoices
• processing within the ERP system

👉 Result: fewer errors, less stress, and a faster transition to electronic invoicing.

💡 Final thoughts

The most common mistakes in electronic invoicing are not technical. They are the result of insufficient preparation.

If you clean up your data, prepare your systems, set up processes, and start early, the transition to electronic invoicing will be smooth and without complications.

We wish you the best of luck. But more than that, we offer a helping hand if needed. Contact us at info@assecosolutions.sk and get ready for electronic invoicing without stress and with sufficient lead time.