The European Union has decided that by 2030, e-invoicing will become mandatory for all businesses. This marks a major shift that is already taking place in several countries. In Belgium, it will be required from January 1, 2026, while in the Netherlands, only government institutions are currently using it. Eventually, however, this change will affect all businesses.
In this blog, Silvester Jansen, consultant at Eqeep, explains what e-invoicing is, the benefits it offers, and how you can prepare your organization for this digital invoice revolution.
Why e-invoicing?
Until now, there has been no standard method for creating invoices. Companies sent invoices in various formats (PDFs, Word documents) through different channels (mail, email, online portals). These invoices often had to be manually processed in accounting systems. There were hardly any rules regarding structure and content, leading to inefficiency and errors.
E-invoicing changes this fundamentally. It is a fully automated process in which invoices are created, sent, received, and processed in a standardized format (such as UBL or the European EN16931) via secure networks. The key difference between e-invoicing and traditional digital invoicing is that no manual intervention is required — invoice data is exchanged directly between systems.
How e-invoicing works in practice
- The invoice is automatically generated in your ERP or accounting system
- It is sent in a structured format via a secure network
- The system automatically validates whether the invoice meets all requirements
- The recipient imports the invoice directly into their own system, where automatic matching and approval take place
The benefits you’ll notice immediately
For governments, e-invoicing offers major advantages — everything becomes traceable, making tax audits simpler. But as a business, you’ll also benefit significantly.
E-invoicing enables much faster invoice processing. Because everything arrives in a standardized format, manual work is drastically reduced. This can save €4 to €8 per invoice, which for medium and large companies can add up to thousands of euros per year. It also improves cash flow by speeding up invoice processing and payments.
In addition to cost savings, e-invoicing provides faster financial insights, ensures instant compliance, and makes your data audit-ready. In an era where cybersecurity is increasingly important, e-invoicing also enhances security thanks to the standardization of data flows.
E-invoicing trends
The developments are ongoing. In the coming years, several trends are expected:
- More and more countries will mandate e-invoicing, especially for B2B transactions
- AI will assist in matching and fraud detection
- Blockchain will enhance transparency in the invoicing process
- API integrations will enable real-time processing
- Robotic Process Automation (RPA) will take over repetitive tasks
Challenges to keep in mind
Naturally, the transition to e-invoicing also comes with challenges. Implementation must take place via so-called third parties — external platforms that act as intermediaries between you and your suppliers or customers. This process can take six weeks to three months and involves costs.
For smaller companies with a limited number of invoices, these implementation costs may be a relatively large investment. For larger organizations, however, they are outweighed by the long-term benefits and savings. Other challenges include technical readiness and resistance to change within the organization.
Legislation and obligations
Across Europe, e-invoicing is increasingly being mandated as part of ViDA (VAT in the Digital Age) — an initiative aimed at preventing VAT fraud and reducing administrative burdens. In the Netherlands, e-invoicing is already mandatory for B2G (Business-to-Government) invoices. From 2030, it will also become compulsory for cross-border transactions within the EU, with phased implementation for domestic invoices expected.
According to Storecove, the Netherlands is likely to follow the European guidelines and implement e-invoicing gradually. It’s wise to start preparing now.
Start preparing today
Even though the Netherlands does not yet have a fixed deadline for mandatory implementation, it’s smart to take action early — especially if you have offices in countries where e-invoicing will soon be required, such as Belgium in 2026.
By starting early, you can avoid last-minute stress and ensure a smooth transition.
How Eqeep can help you transition
At Eqeep, we have the knowledge and experience to guide you through this transformation. We collaborate with several partners specializing in e-invoicing software. We’ll help you select the right partner and support you throughout the entire implementation process.
Our strength lies in bridging the gap between partners and clients. We speak both languages — technical and business — ensuring a smooth implementation without you having to worry about technical details or communication barriers.
Silvester
Take the first step today
Would you like to know more about how to prepare for e-invoicing and what it means for your organization?
Contact us for a no-obligation consultation — we’ll gladly help you develop an implementation strategy that fits your business needs.
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