E-invoicing: ready for the future of invoicing
The end of the PDF: Why e-invoicing is becoming the standard
Are you still sending your invoices as PDFs via email? If so, you might be falling behind without even realising it. In modern business operations, efficiency is the holy grail, and traditional invoicing is one of the biggest bottlenecks. Although a PDF is digital, it isn’t true e-invoicing. To a computer, a PDF is essentially just a 'dumb' image—a digital copy of a piece of paper.
Someone has to manually re-type that data, which leads to errors and delays. Real e-invoicing works differently: it is machine-to-machine communication. Invoices are delivered directly into your customer’s accounting software—flawlessly and without manual intervention. The result? Fewer errors and drastically faster payments.
They already rely on the expertise of Onguard
What are the benefits of switching toe-invoicing?
The transition to electronic invoicing is not merely an administrative 'chore', but a strategic opportunity. By digitising your invoicing process with intelligent e-invoicing software, you directly improve your financial health:
What exactly is e-invoicing and how does it differ from a PDF?
Many entrepreneurs ask themselves: What exactly is e-invoicing? and How does it differ from a PDF invoice? The answer lies in the data. A PDF is designed for the human eye; it looks like an invoice. An e-invoice is designed for systems; it is a series of codes that precisely state the invoice date, the VAT amount, and the total price. While a PDF can get stuck in a spam filter or on the desk of an absent employee, an e-invoice is delivered via secure networks (such as Peppol) directly into the customer’s accounts. As a result, the invoice is often automatically matched with the purchase order and immediately cleared for payment. This eliminates notorious 'ghost invoices' and makes email fraud (CEO fraud or invoice fraud) virtually impossible.
Regulations in Belgium and the Netherlands
Is E-invoicing mandatory?
The optional nature of digitisation is rapidly disappearing. The European Union is working hard on new legislation under the banner of 'VAT in the Digital Age' (ViDA). Every year, the European Commission loses out on billions of euros due to the so-called 'VAT Gap'. In 2021, this gap in the EU was estimated at €61 billion (source: European Commission). The goal of ViDA is to combat VAT fraud and make trade more efficient by requiring real-time reporting. This has direct consequences for companies across the Benelux. However, please note: the pace and regulations differ by country.
- Situation in Belgium (Deadline 2026): Our southern neighbours mean business. From 1 January 2026, e-invoicing is mandatory for B2B transactions. This is a firm deadline. Businesses operating in Belgium must take action now to avoid fines and disruption.
- Situation in the Netherlands: For transactions with the government (B2G), it is already mandatory. For B2B, the Netherlands is following the European ViDA plans. Although the firm deadline is still some way off, major buyers are already frequently demanding e-invoices via Peppol. Do not wait for the legislator; act now in anticipation.
The benefits and figures
Why should I use e-invoicing?
At Onguard, we look beyond the technical transmission of an invoice. We consider the entire Order-to-Cash process. "Why should I use e-invoicing?" is a logical question. The answer goes further than "because I have to".
What are the benefits of e-invoicing for businesses?
- Cost savings: Various studies, including reports from Billentis, show that a fully automated e-invoice can save between €6 and €15 per invoice compared to a manually processed paper or PDF invoice. How do I save costs with e-invoicing? Through fewer man-hours, less paper, no postage and, above all: fewer corrective tasks.
- Error reduction: Manual entry leads to mistakes. A wrong digit in an amount or reference number causes delays. E-invoicing reduces this margin of error to almost zero.
- Faster payment: This is where our expertise lies. Because systems 'talk' to each other, your invoice is booked in immediately. Nothing is left lingering on a desk. As a result, the payment term starts instantly.
- Better Cash flow management: Does e-invoicing improve my cash flow? Absolutely. Faster processing at the customer's end means quicker approval and therefore earlier payment. For finance teams, this means a more reliable liquidity forecast..
How credit management software helped our customers
Selection: Which e-invoicing software is right for me?
The market is being flooded with providers, which makes the choice difficult. The question "Which e-invoicing software is right for me?" depends on your volume and your current IT landscape. Do not simply choose a tool that just generates an XML file. Choose a solution that integrates with your entire financial ecosystem.
High-quality e-invoicing software meets the following requirements:
- Peppol connectivity: Can the software connect to the international Peppol network via a certified Access Point? This is essential for security and global reach.
- Integration capabilities: Look for e-invoicing with robust integration options. The software must communicate seamlessly with your ERP system (such as SAP, Microsoft Dynamics, or Oracle) as well as your credit management software.
- Compliance and Scalability:: Is the system capable of handling international regulations (such as the mandatory e-invoicing requirements in Belgium and future ViDA rules)?
At Onguard, we believe in the power of the chain. Our software collaborates with the leading e-invoicing providers and brokers in the market. This gives you the best of both worlds: technical transmission via a specialised broker, and intelligent follow-up, risk management, and cash flow optimisation through our platform. We ensure that the data doesn’t stop at transmission but is utilised for superior accounts receivable management.
Step-by-step plan: How do I automate my invoicing process?
Many businesses struggle with implementation. "How do I automate my invoicing process?" and "How do I implement e-invoicing in my system?" are common questions. We recommend the following steps:
- Inventory: Map out which customers are already capable of receiving e-invoices and which formats your ERP system can export (UBL, XML).
- Choose a partner (Access Point): Connect with a service provider that acts as a gateway to the Peppol network. They translate your data into the correct format for the recipient.
- Integrate with Credit Management: This is the step that is often overlooked. Ensure your e-invoicing software is linked to Onguard. Why? Once an e-invoice is sent, you want to know its status in real-time. Has it been received? Has it been approved? If payment is not forthcoming, you want your credit management software to take immediate action based on the correct data.
- Customer onboarding:Inform your customers that you are making the switch. Many customers will be pleased, as it automates their processes too.
Look for an automated e-invoicing solution that doesn’t stop at the 'send' button. Automation should continue until the funds are in your account.
Frequently asked questions about e-invoicing
We have noticed that many questions are circulating among finance professionals and IT managers. Below, we provide answers to the key questions we encounter in practice, ensuring you are well-prepared.
Collaborating for results: The role of Onguard
Hier is de vertaling in krachtig en uitnodigend Brits-Engels:
The transition to e-invoicing may seem like a technical hurdle or a bureaucratic necessity, but we invite you to view it as a strategic opportunity. It compels you to streamline your processes. Once that foundation is in place, we can help you excel. With Onguard, you don’t just have software; you have a partner who understands that an invoice only holds value once the funds have cleared in your bank account.
By combining e-invoicing software with our solutions for credit management and accounts receivable, you create a watertight process. Invoices are sent error-free, arrive instantly, and are proactively followed up. This represents the innovation and security we stand for.
Would you like to know how to future-proof your Order-to-Cash process, or how we integrate with your e-invoicing solution? We would be happy to share our expertise with you.