In a world where everything is becoming increasingly digital, administration cannot be left behind either. Creating e-invoices – or electronic invoice – allows entrepreneurs to significantly improve their invoicing process.
But what exactly does e-invoicing mean, and how do you easily create an e-invoice yourself? In this blog, we explain.
What is an e-invoice?
An e-invoice (electronic invoice) is more than a simple PDF file you send via e-mail. It is an invoice in a structured digital format, such as UBL (Universal Business Language), that can be read, processed and booked directly by computers. This eliminates manual input and minimises errors.
A true e-invoice:
- Is automatically read into accounting software.
- Contains standardised data.
- Follows international standards (such as PEPPOL in Europe).
Why choose e-invoicing?
The benefits are great, both for small entrepreneurs and large companies:
- Faster processing: Fewer manual steps means getting paid faster.
- Fewer errors: No typos or wrong amounts when copying data.
- Cost savings: less paper, less time, less correction work.
- Legal obligations: For business with (semi-)public authorities, e-invoicing is often already mandatory.
- Sustainability: Electronic invoicing contributes to a paperless office.
How to create an e-invoice?
E-invoicing may sound complicated, but it doesn’t have to be difficult. Here are the steps:
1. Use accounting software that supports e-invoicing
Many modern software, such as TriFact365, offer the ability to create and send e-invoices as standard. You simply create an invoice as usual, and the system automatically converts it into the correct format.
2. Create an e-invoice via an online tool
There are also dedicated online tools available where you can easily create an e-invoice yourself, even without extensive accounting software. Often, all you have to do is fill in the invoice details and the tool will generate the e-invoice.
3. Creating your own UBL file (for advanced users)
Are you technically inclined? Then you can create a UBL-XML file yourself. In doing so, you put all invoice data into an established XML structure. This does require knowledge of XML formatting and the UBL standard.
4. Send your e-invoice through the right channel
Some companies and government agencies work with networks such as PEPPOL. This delivers the e-invoice directly to the recipient’s system securely and correctly.
Tips for a successful e-invoice
- Check the format: Make sure you use the standard your customer accepts (usually UBL 2.1).
- Please include all mandatory details: Such as invoice number, invoice date, VAT number, Chamber of Commerce number and payment terms.
- Use a reliable platform: This way you can be sure that your invoices are sent securely and according to the rules.
Creating e-invoices
E-invoicing is no longer the future – it is the present. More and more companies are switching to this fast, error-free and sustainable way of invoicing. By joining now, you will prepare your company for the future and save time and costs immediately.
Want to get started today? See which e-invoicing option suits your business best and make the switch easy!
