What is an electronic invoice?

In a context of ever-increasing dematerialization, more and more companies are switching to electronic invoicing.
But you need to know exactly what an electronic invoice is. It's more than just a digital version of a paper invoice: electronic invoices fall within a precise legal framework, with their own specific retention rules.

The difference between paper and electronic invoices

Electronic invoices have their own status. Creating a digital version from a paper invoice is not enough to create an electronic invoice.
An electronic invoice is created directly on software, while a digital invoice is simply a scan or photo of a paper invoice. This creates major differences in terms of the document's validity vis-à-vis customers or suppliers.

Rules governing electronic invoicing

In France, electronic invoicing is governed by a number of legal requirements:

There are three ways of sending an invoice : by e-mail in PDF format, provided there is a reliable audit trail linking the invoice to the delivery note or service rendered; via an electronic imprint system; or via an EDI (electronic data interchange) platform.
Since January 1, 2020, companies have been obliged to issue invoices in electronic format if they are issued to the State. It is planned that this obligation will gradually be extended to business-to-business exchanges.

In the private sector, therefore, it is still necessary to obtain customer approval before issuing an invoice in electronic format.

Keeping electronic invoices

Whether the invoice is electronic or digital (i.e. in paper format), you can store it on an electronic medium.
However, archiving must guarantee its integrity and legibility over time. In the event of failure to do so, the company is considered liable.
The retention period for an electronic invoice secured by electronic signature is 6 years for tax purposes, and 10 years for accounting purposes.