From January 1, 2017, all central government suppliers must submit their invoices as e-invoices for new procurement agreements. This puts the Netherlands ahead of the European directive requiring this by the end of 2018.
A good development that will eventually save organizations 1.2 billion euros annually, according to research by Deloitte. The switch to e-invoices should also result in savings for the government. The millions of invoices the government receives annually are now largely processed manually, which costs time and money.
Sending e-invoices to state governments and government departments
The State specifies an e-invoice as "a structured, digital file (but not a pdf) in which all data are always in a fixed place in the file and have their own meaning. So sending an email with a pdf invoice is not an option. The State offers three options for submitting e-invoices:
E-invoice from your (accounting) software package via Simplerinvoicing
Simplerinvoicing is a network of ERP, accounting packages and e-invoicing service providers. This network makes it possible to send e-invoices to the government through your own software package. Simplerinvoicing ensures that the invoice as you send it is read directly into the financial records of the receiving government agency. Your software supplier must be affiliated with Simplerinvoicing for this to happen.
E-invoice via a connection to Digipoort
Digipoort is the ICT center of the (central) government where message traffic is handled. It can be seen as the government's digital post office for organizations. Every company that is connected can exchange standardized digital data with the government. Invoices must be delivered in UBL or HR-XML format. This connection is especially suitable for organizations that send a lot of invoices to the government.
Entering e-invoice into portal via Digipoort
Finally, the government offers a supplier portal for suppliers who send very few invoices. This portal also delivers the invoices to the government via Digipoort. The use of this portal is free of charge; however, you must manually enter the invoices into this portal. This way of sending is only suitable if you send very few invoices.
Sending e-invoices to fellow governments and other contracting authorities
Provinces, municipalities, water boards and independent administrative bodies must set up their own facilities in a timely manner. How you send invoices to these government agencies depends on the chosen facility. This can be Simplerinvoicing, Digipoort and also an e-mail with XML attachment can be considered an e-invoice by other government agencies. Logius keeps track of which government agencies are already connected.
E-invoices to government with solutions from ICreative
Sending e-invoices will benefit you. If you do not yet have a solution for sending e-invoices, now is the time to look into it and do not limit it to just sending to the government. All your incoming and outgoing invoices can be included. ICreative offers a total solution with the Basware Commerce Network. Please contact us for more information about our solution and connection to Simplerinvoicing and/or Digipoort.