E-invoicing: the 5 most frequently asked questions

E-facturatie wordt steeds belangrijker voor organisaties in het mkb. Bedrijven willen processen automatiseren, efficiënter werken en de foutgevoeligheid van handmatige verwerking verminderen. Het ultieme doel van e-facturatie is om het proces automatisch te laten verlopen. Daardoor werk je efficiënter en veiliger. Maar wat is e-facturatie precies? En hoe begin je ermee? In dit blog beantwoorden we de vijf meest gestelde vragen over e-facturatie.

1. What is the relationship between XML and e-invoicing?

An e-invoice is a systematically constructed digital file that can be processed electronically from one automated system into another. An e-invoice is often sent in the form of an XML file. This is a digital file that contains all the data, such as the invoice number, invoice date, amounts and more. Because this data is very clearly and conveniently structured, software programs can automatically read and process the file. There are different standards for XML files, such as UBL or DICO. Depending on the standard used, the file contains the necessary fields and information you need to process your invoice.

The ideal image of e-invoicing is an automatic exchange and processing of delivery notes, orders and invoices through the ERP systems of the supplier and the recipient. The main advantage of this is that you have fewer manual tasks to perform.

Those who receive a pure XML file can skip certain steps. After all, with a pure digital document, the recognition is already good. But this is by no means always the case. And even when it does, there are bottlenecks to consider. What are they? You can read about them here.

2. Is e-invoicing mandatory?

If you want to do business with the government, electronic invoicing is mandatory in the Netherlands. They are only allowed to send and receive electronic invoices via networks such as Peppol. For SMEs, there is no legal obligation yet, but more and more (large) customers are demanding e-invoices. In the construction industry, DICO ; this is a standard for e-invoicing that allows companies to collaborate efficiently and in a structured way.

In Belgium, from January 1, 2026, e-invoicing via the Peppol network will become mandatory for all B2B transactions. This means that as a Belgian company, you must be able to send and receive structured electronic invoices according to this international standard.

By investing in e-invoicing now, you will prevent backlogs and make your organization future-proof.

3. What if most of your suppliers are still sending PDF invoices?

Whether you receive a PDF, XML or a combination of these. With a ‘no hands’ cloud solution, PDF invoices are processed as automatically and reliably as e-invoices. Thanks to smart AI and powerful algorithms, these invoices also arrive directly in your accounting system and signal deviating (e-)invoices. The XML data from your supplier is supplemented with recognized OCR data from the attached PDF. So you enjoy all the benefits of e-invoicing, without your suppliers having to adjust anything. Read all the ins and outs surrounding this topic here.

4. How do you get started with e-invoicing?

To work efficiently in finance, you want to get all incoming invoices into your processing process in a uniform way. This will always be relevant, even if it ever gets to the point where electronic invoices take one form. Because then you will still need to process and approve them according to a process specific to your organization.

Moving to e-invoicing starts with insight. Look at your current invoicing process: d or unnecessary manual work? Based on that, choose an e-invoicing solution that suits your organization. Important: choose software that connects to your ERP package and that can link to networks like Peppol (without you having to do anything for it). It does not matter what type of document you receive and in what form the document arrives. Good IDP software ensures correct interpretation and processing. Want to dive even deeper into this topic? Then download this white paper with 7 tips!

5. What about security and compliance?

E-invoicing is secure and meets legal requirements. Especially if you use the Peppol network. Peppol is a secure network used by governments and businesses across Europe to exchange e-invoices. This prevents fraud and ensures that invoices always reach the correct recipient correctly and securely.

E-invoicing doesn’t have to be a big step. Start with a few suppliers or customers and expand it slowly. That way you keep a grip on the process and see results quickly.