What is invoice dematerialization?

Switching to electronic invoicing is one of the key elements in the dematerialization of businesses. The principle is simple: save paper and postage costs by producing and sending invoices in digital format. But it also improves payment tracking and collection, with alerts for example.
This solution, which is governed by law, offers numerous advantages. The dematerialization of invoices saves time and money, all in full compliance.

The principle of paperless invoicing

The dematerialization of invoices encompasses several aspects. First of all, it's important not to confuse dematerialization with digitization.
Digitizing invoices is one stage in dematerialization. It involves creating an electronic version of a paper invoice. Invoice dematerialization is more global. It refers to the creation of an information system enabling invoices to be generated and received natively in electronic format. Dematerialization also encompasses solutions for storing and archiving invoices.

Electronic invoicing: legal and secure

Digitizing paper invoices is not enough to make dematerialized invoicing legal. An electronic signature or a reliable audit trail is required.

As of January 1, 2020, the receipt of invoices in electronic format is mandatory for all companies invoicing the state or a local authority. To date, there is no legal obligation to issue invoices in the private sector, so companies are free to produce electronic invoices if they are accepted.

However, electronic invoicing will gradually be made compulsory for companies of all sizes.

Regarding the archiving of electronic invoices, invoices must be kept for 6 years for tax purposes, and 10 years for accounting purposes. In all cases, data integrity must be guaranteed through the implementation of a reliable and secure digital system.

Invoice dematerialization and its many advantages

Whether for customer or supplier invoices, dematerialization offers many advantages for companies.
First of all, the costs of producing, sending and archiving a paper invoice are considerable. The dematerialized invoice, on the other hand, costs nothing, unless you wish to subscribe to archiving with probative value, which in any case is not required by law...
What's more, electronic invoices can be produced automatically. This speeds up processes, considerably reduces accounting errors and ensures that deadlines are met.
Finally, once a reliable information system has been set up, the security and confidentiality of invoicing becomes optimal and far superior to what is possible with paper invoices.