Basware, Esker, & Others [’25]

Business Payments Coalition reported that 25% of companies operating in the US have adopted e-invoicing. The biggest barriers to e-invoicing adoption are business challenges, lack of awareness, and limited knowledge on implementation.

Explore top 7 e-invoicing solutions, e-invoicing regulations by country, benefits and technologies of e-invoicing:

Comprehensive analysis of E-invoicing solutions

* Number of countries in which the tool operates in compliance

Features include:

• E-Invoicing Compliance: Governments and businesses increasingly require e-invoicing to ensure tax transparency and prevent fraud. Compliance means adhering to country-specific regulations, using approved formats (like PEPPOL, UBL, or Facturae), and ensuring secure, legally valid invoice archiving.
• Automated Tax Reporting: E-invoicing solutions simplify tax reporting by automatically generating and submitting required data to tax authorities. This reduces errors, ensures timely reporting, and helps businesses comply with VAT and GST regulations across different regions.
• Intelligent Automation: AI-driven systems streamline invoice processing by handling data extraction, validation, and matching. Automation reduces manual work, speeds up payments, and provides insights into financial performance. With machine learning, these systems continuously improve accuracy and efficiency.

ONESOURCE Pagero automates tax compliance and financial processes, reducing manual work and improving accuracy.

Key Features:

• Centralizes tax data from different regions
• Integrates with business systems for seamless invoicing and compliance reporting
• Automates invoice processing to adapt to regulatory changes
• Provides real-time monitoring and financial transparency
• Reduces costs and improves efficiency

SAP Ariba Invoice Management

SAP Ariba Invoice Management streamlines invoice processing and compliance across multiple countries.

Key Features:

• Automates reconciliation, approvals, and compliance checks
• Reduces manual tasks and invoice errors
• Ensures compliance with tax laws and purchase agreements
• Offers customizable workflows for approval processes
• Enhances cash flow management and supplier collaboration
• Integrates with a global business network

eInvoice by Sovos

Sovos eInvoice helps businesses stay compliant with global e-invoicing processes and tax rules.

Key Features:

• Automates accounts receivable and payable processes
• Ensures VAT compliance by extracting and mapping invoice data
• Provides secure connections to 60+ tax administrations
• Validates invoices and tracks payment status
• Integrates with any ERP system to reduce errors
• Ensures business continuity during system failures

Vertex e-Invoicing

Vertex e-Invoicing simplifies VAT compliance and real-time e-reporting across multiple countries.

Key Features:

• Automates invoice submission, clearance, and reporting
• Supports Continuous Transaction Controls (CTC) to reduce compliance risks
• Transmits data in standardized formats (e.g., Peppol BIS, XML)
• Provides full visibility into the invoicing process
• Supports self-billing and secure archiving for up to 15 years
• Integrates with tax authorities for faster payments

OpenText Trading Grid e-Invoicing

OpenText Trading Grid automates invoicing to reduce costs and improve cash flow.

Key Features:

• Enables 100% invoice automation, minimizing errors
• Supports various invoice formats (PDF, XML, PEPPOL, etc.)
• Uses secure delivery methods, including email and government portals
• Speeds up processing to prevent late payment penalties
• Reduces operational costs by integrating invoices across systems
• Promotes sustainability by reducing paper use

Basware e-Invoicing

Basware’s e-Invoicing solution connects organizations with trading partners in both B2B (business-to-business) and B2G (business-to-government) transactions, ensuring regulatory compliance worldwide.

Key Features:

• Integrates with existing invoicing systems for centralized data management
• Simplifies outbound e-invoice processing
• Offers global reporting and receivables analytics
• Uses AI to automate the invoice lifecycle
• Ensures full compliance with international regulations

Esker

Esker aims to ensure compliance with local and global regulations using technologies like e-signatures, EDI, and secure archiving.

Key Features:

• Supports e-signatures, EDI, and secure archiving
• Processes multiple invoice formats (PDF, XML, country-specific formats)
• Connects with platforms like PEPPOL for public administration invoicing
• Provides mobile approval and customizable KPIs for accounts payable teams
• Offers multi-lingual support for global operations

E-invoicing regulations by country

Each country has its own e-invoicing rules, and without a standard format, businesses may feel overwhelmed, but as more governments require e-invoicing, companies must comply to get paid.

We summarize some of the local e-invoicing regulations:

* Business to government e-invoicing is mandatory

Europe (EU-Wide Regulations)

• System: Post-audit
• Goal: EU aims to make e-invoicing the standard
• Directives:
  • 2014/55/EU: Allows member states to require e-invoices for public procurement
  • 2010/45/EU: Gives trading partners flexibility in ensuring invoice integrity and authenticity
• Leading countries: Nordic nations

Understanding E-Invoicing Regulations Across Countries

E-invoicing regulations vary by country, but they generally define how businesses and governments exchange invoices digitally. Here are the key aspects to understand:

1. System type (Post-audit vs. clearance)

Post-audit system: Businesses send invoices directly to recipients without prior approval from tax authorities. However, they must be stored for potential audits.

Clearance system: Invoices must be validated by tax authorities before being sent to the recipient.

2. B2G, B2B & B2C regulations

B2G (Business-to-Government): Many countries mandate e-invoicing when businesses deal with government agencies.

B2B (Business-to-Business): Some countries allow e-invoicing between businesses but do not require it, while others are gradually making it mandatory.

B2B (Business-to-Customer): Certain countries enforce e-invoicing for transactions with consumers, often for tax reporting and compliance.

3. Integrity & authenticity requirements

To ensure e-invoices are legitimate, countries require measures such as:

Digital signatures: Electronic seals verifying the authenticity of invoices.

EDI (Electronic Data Interchange): A secure system for structured data exchange.

Audit trails: Record-keeping that proves the accuracy and origin of invoices.

#Basware #Esker