Why e-invoicing will no longer be an option in 2026

E-invoicing has been a topic of discussion for years. However, the issue will take on greater urgency in 2026. While many organizations initially viewed it primarily as a way to process invoices more quickly, it is now increasingly becoming a prerequisite for operating in a compliant, scalable, and future-proof manner.

This is due to European regulations, VAT digitization, and technological standardization. The direction is clear: financial processes are becoming increasingly digital, and invoice data is becoming increasingly important. As a result, waiting to see what happens is no longer a smart strategy.

From PDF to process data

An e-invoice is more than just a PDF in an email inbox. It is a structured invoice that is exchanged directly between software systems, for example via Peppol. The data can be automatically read, verified, and processed.

As a result, the invoice is not only available digitally, but also immediately usable for administrative purposes, auditing, and reporting. And that is precisely where the value lies: less manual work, fewer errors, and greater control over the process.

Europe sets the tone

With ViDA, VAT in the Digital Age, the European Union aims to modernize the VAT system. The goal is to further digitize VAT processes, reduce VAT fraud, and make cross-border transactions more transparent. E-invoicing is thus increasingly becoming the norm in Europe. The implementation will take place in phases. For cross-border B2B transactions within the EU, July 1, 2030, will be a key date, as digital reporting will then be more closely linked to e-invoicing.

Implementation varies by country. Belgium is an important example close to home for Dutch organizations. Belgium has made structured B2B e-invoicing mandatory since January 1, 2026, for transactions between Belgian VAT-registered businesses.

In the Netherlands, there is not yet a general B2B requirement, but the trend is clear. If you supply goods or services to the national government, e-invoicing is already mandatory, and a PDF does not qualify as an e-invoice. For international organizations, companies with a Belgian branch, or suppliers working with customers who require e-invoicing, e-invoicing is already relevant.

Outside the EU, too, the market is moving in the same direction. In the United Kingdom, it has been announced that e-invoicing will become mandatory for VAT invoices starting in 2029. The UK is not part of ViDA, but this development follows the same trend: invoice data must become increasingly structured, more verifiable, and easier to exchange. A PDF sent by email is simply not sufficient for this purpose.

More oversight, higher standards

A key development is the emergence of Continuous Transaction Controls, also known as CTC. This approach provides governments with faster and more structured insight into transactions. This can be achieved through digital reporting, e-invoicing, or a combination of the two.

For finance, this means that the quality of invoice data is becoming increasingly important. Think of VAT numbers, order references, supplier information, amounts, VAT codes, and required fields. Errors that were previously resolved manually may soon lead more quickly to rejection, delays, or additional verification. As a result, e-invoicing affects more than just the technology; it impacts the way organizations set up, monitor, and improve their administrative processes.

What does this mean for finance and IT?

In finance, the focus is shifting from manual processing to process control. Less data entry, less searching, and fewer exceptions free up more time for analysis, cash flow management, and supplier management.

For IT, the main challenge lies in integration. E-invoicing must integrate seamlessly with ERP software, accounting systems, document processing, authorization workflows, and reporting environments. Security and availability also play an important role, especially when invoices are sent and received via networks such as Peppol.

The greatest value is created when finance and IT work together to analyze the process. Which invoices are coming in? What information is often missing? Where do delays occur? And what manual steps are still required?

Preparations begin now

Mandatory e-invoicing is not a standalone compliance project. It is part of a broader shift toward digital, data-driven administration.

For organizations that still rely heavily on PDF invoices, email inboxes, and manual checks, 2026 is the time to get their foundations in order. Not because everything will become mandatory in the Netherlands tomorrow, but because the direction has been set.

E-invoicing makes administrative processes faster, more reliable, and easier to monitor. Those who start now will avoid having to rush later and will build a financial process that is ready for the next phase of European and international digitization.

Want to know more?

Get in touch with us!

The benefits

Less manual work
Fewer errors and delays
More control over the process

Want to know more?

Want to know how to receive, process, and verify e-invoices more efficiently? With Whitevision, you can automate the processing of incoming invoices and gain better control over your financial records.

Back to overview

Invoice fraud is becoming more sophisticated thanks to AI: how can you protect your financial records?

An invoice from a well-known supplier, featuring the correct logo, familiar contact details and a professionally written email. At first glance, everything seems to be in order. But what if the account number has been altered or the invoice has been completely forged? With the rise of generative AI, it is becoming increasingly easy for fraudsters to create convincing fake invoices and messages. As a result, errors in language or formatting are becoming less and less reliable indicators. It is becoming more difficult for financial departments to spot fraud with the naked eye. Fortunately, smart software can help. By not only automatically recognising invoices, but also checking them and comparing them with existing data, suspicious discrepancies become apparent more quickly.

New Archives Act in 2027: What Will Change for Financial Administration and Procurement?

The new Archives Act is expected to take effect on January 1, 2027. This is a logical step, as documents are increasingly received and processed digitally. Examples include invoices sent via Peppol, contracts stored in a document management system, and approvals processed through digital workflows. The Archives Act primarily applies to government bodies, such as ministries, municipalities, and water boards. Other organizations may also be subject to the Act if they exercise public authority. It is therefore important for employees and managers in financial administration and procurement to take a critical look at the entire document workflow. Documents must not only be processed correctly, but also be reliable, legible, accessible, and easy to retrieve.

From AI Assistant to AI Agent: What Does Agentic AI Mean for Finance and Procurement?

AI has become an indispensable part of administrative processes. Documents are automatically recognized, data is extracted, and posting suggestions are becoming increasingly sophisticated. But the next development is already on the horizon: agentic AI. Whereas AI has primarily helped with performing individual tasks up to now, an AI agent can independently combine multiple steps within a process. Think of recognizing an invoice, verifying data, detecting discrepancies, and then determining what the next step should be. Translated with DeepL.com (free version) For finance and procurement, this means that automation is shifting away from mere recognition and increasingly focusing on verification, assessment, and action. And that is precisely what is becoming important now that generative AI is making it easier to mimic convincing documents, messages, and even identities.