Electronic invoicing 2026: an opportunity to modernize its tools and automate its exchanges
- Elise Dejour
- Aug 12
- 2 min read
Electronic invoicing, or e-invoicing, will soon become a requirement in many European countries. If this reform may seem restrictive at first glance, it actually constitutes a strategic opportunity for companies: modernization of tools, automation of exchanges, reduction of errors... provided one is well prepared for it.
In this article, we explain to you:
What e-invoicing is (and isn’t)
Why it becomes mandatory
What are the deadlines in Europe
Its advantages and risks
How to prepare yourself with Microsoft tools
And why it is crucial to surround oneself with the right partners
E-invoicing or electronic billing: what are we talking about?
Contrary to popular belief, a PDF invoice sent by email is not an electronic invoice. Electronic invoicing is based on the exchange of structured files (XML, UBL, PEPPOL BIS, etc.), automatically readable by accounting software.
It involves a completely digital process: creation, sending, receipt, processing and archiving of the invoice.
It must contain:
Well-defined metadata (VAT, IBAN, SIRET, etc.)
A format compliant with exchange standards (such as PEPPOL or Factur-X)
A guaranteed traceability
An electronic signature or a secure protocol
Why this reform? And when does it come into force?
The objective is threefold:
Fight against VAT fraud
Digitising the European economy
Standardize exchanges between companies (B2B) and with administrations (B2G)
Where is it already in place?
Italy: mandatory since 2019 for all companies
France: progressive obligation from 2026 for all companies
Poland, Spain, Belgium, Germany: planned or already implemented
Electronic invoicing in Switzerland
In Switzerland, the obligation applies only to B2G relationships, but companies with customers in Europe will need to adapt.
Even without an extended national obligation, many Swiss SMEs work with clients or partners in Europe. And in many European countries (France, Italy, Germany, Spain...), electronic invoicing will become mandatory between 2024 and 2027, according to a gradual schedule.
This means that Swiss companies will have to align themselves with European standards if they want to continue doing business smoothly with their foreign clients.
For Swiss invoices to be accepted by European platforms (such as Chorus Pro in France or the PEPPOL network), they must:
Be generated in a recognized structured format (Factur-X, XML, UBL, etc.)
Contain reliable and complete data
Be sent via a secure channel or certified platform
In other words, compliance will depend on the ability of Swiss companies to adapt their management tools, such as their ERP, their CRM or their billing solution.
What are the advantages of electronic invoicing?
✅ Time-saving: fewer manual entries, automatic shipments, and easy reminders
✅ Fewer errors: standardized formats and data validated at issuance
✅ Fewer disputes: information is clear, standardized, and traceable
✅ Faster payments: the invoice is received and processed immediately
✅ Compliance with legal obligations: conservation, traceability and VAT compliance
✅ Cost reduction: less paper, less postage and therefore printing
But beware of the pitfalls of electronic invoicing
Even if it has many benefits, electronic invoicing imposes a strong requirement on the quality of data.
A field is filled incorrectly? The invoice is rejected.
Is an identifier wrong? The tax administration may block the process.
A file is poorly formatted? The platform does not accept it.
In other words, electronic invoicing imposes zero tolerance for error. Hence the importance of a centralized, reliable and up-to-date management system.
Prepare effectively for electronic invoicing with Microsoft tools
The tools of the Microsoft Dynamics 365 ecosystem are perfectly suited to this transition.
Business Central
Allows the generation of electronic invoices in PEPPOL format
Allows connection to European platforms (via partners like Pagero)
integrates with the accounting, buying and selling modules
Tracks the sending and acceptance status of invoices
Power Automate
Automates the sending and archiving of invoices
Automatically notifies in case of error or rejection
integrates with external portals
Copilot (Microsoft AI integrated into Business Central)
Smart pre-filling of billing fields
Suggestions for correction or improvement
Analysis of frequent errors and recommendations
Why be accompanied by a software package integrator?
Such a project is not a simple technical update, but as an overhaul of your management processes.
At Almakom, we accompany you throughout the chain:
Audit of your current billing flows
Cleaning and structuring your data
Configuration of Business Central and your business tools
Team training
Interconnection with your clients or European platforms
We are both a certified Microsoft integrator and a business application editor: our approach is pragmatic, sectoral and results-oriented.
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