In today’s rapidly digitizing world, electronic invoicing, or e-invoicing software, is becoming increasingly prevalent. France has recently implemented a new e-invoicing mandate, affecting companies established in France that are subject to VAT. In this blog, we will explore what the mandate entails, why it was introduced, and what AP leaders can do to ensure compliance and maximize the benefits.

What is E-invoicing and Who does it Apply to?

E-invoicing refers to the electronic filing, transmitting, and monitoring of invoices. It applies to all purchases and sales between companies established in France and subject to VAT. Additionally, e-reporting involves transmitting relevant information related to commercial operations not covered by e-invoicing to the tax authorities.

What is new in the French E-invoicing mandate?

Under the new French e-invoicing mandate, invoices must meet specific requirements, including:

1. Respecting a standardized electronic form.

2. Including mandatory information in a given format.

3. Being transmitted via a dedicated platform.

It’s important to note that scanned paper invoices and invoice PDFs no longer comply with the regulations.

Why the French E-invoicing mandate??

The introduction of the e-invoicing mandate in France aligns with the regulatory transformation already underway in the European Union. For French enterprises, there are several benefits:

1. Improved operational compliance and accuracy.

2. Accelerated processing time through automation and efficient cash-flow collection.

3. Enhanced traceability and auditability.

4. Reduced costs by transitioning from paper-based transactions to electronic transactions.

When should enterprises implement the French E-invoicing Mandate?

Starting from July 1, 2024, enterprises established in France and subject to VAT will be required to comply with the e-invoicing mandate.

How do enterprises comply with the French E-invoicing Mandate?

To comply with the e-invoicing mandate, enterprises have several options:

1. Select Dematerialization Operators (OD) and partner dematerialization platforms (PDP) of their choice.

2. Collaborate with existing service providers who offer e-invoicing solutions.

3. Utilize the public invoicing portal (PPF) directly.

Check out our latest blog- Navigating the Complexities of Accounts Payable Compliance

What can AP leaders do to ensure compliance with the French E-invoicing mandates?

As an AP leader, it is crucial to stay informed and take proactive steps to ensure compliance with the French E-invoicing mandates. Familiarize yourself with the following points to effectively navigate the requirements and optimize your invoicing processes:

1. Understand the Requirements for Sending E-invoices:

Take note of the deadlines for sending e-invoices based on your company size. Large enterprise companies must comply by 1st July 2024, mid-sized companies by 1st January 2025, and medium to small companies and micro-companies by 1st January 2026. Being aware of these deadlines allows you to plan and implement the necessary changes in a timely manner.

2. Prepare for Receiving E-invoices:

Ensure that your AP solution can receive and process e-invoices in the mandated formats, namely UBL 2.1, UN/CEFACT CII, and Factur-X, starting from 1st July 2024. Verify compatibility and make any required adjustments to your systems or software to handle these formats effectively.

3. Embrace Invoice Lifecycle Management:

The French E-invoicing mandates also require invoice lifecycle management, which involves transmitting regular invoice status updates to the government platform PPF. Establish processes to comply with this requirement, either by integrating directly with the PPF or utilizing a partner digitalization platform (PDP). Stay informed about the mandatory and optional invoice statuses to ensure accurate reporting.

4. Familiarize Yourself with E-Reporting Requirements:

While e-invoicing is not mandatory for B2C and cross-border transactions, French companies will be required to submit e-reporting files for these transactions. Ensure you understand the specified data points and formats needed for reporting. Companies subject to the standard reporting scheme (réel normal) must submit the files four days after the end of the week, while other companies have a seven-day window after the last day of the month.

5. Explore Data Transmission Options:

The French government offers two options for data transmission: direct submission into the government platform PPF (Portail public de facturation) or using a third-party solution from an accredited service provider known as PDP (plateforme de dématérialisation partenaire). Evaluate and select the most suitable option for your organization’s needs and processes.

6. Transition to Accepted Invoice Formats:

Keep in mind that only specific e-invoice formats, such as UBL 2.1, UN/CEFACT CII, and Factur-X, will be accepted following the mandated deadlines. By the latest 2026, paper and simple PDF invoices will no longer be valid for domestic B2B e-invoicing in France. Plan accordingly to ensure you can generate and process invoices in the approved formats.

Additionally, make arrangements for electronic invoice archiving to comply with the requirement of electronically archiving invoices by 2026.

The Zycus AP automation solution to support the French e-invoicing compliance mandates:

Zycus’ Accounts Payable Automation software is designed to support the French e-invoicing compliance mandates. By leveraging Zycus’ solution, companies can:

1. Reduce average invoice processing time by 50%.

2. Achieve significant cost savings, such as $2.7 per email processed.

3. Ensure seamless compliance with the e-invoicing requirements.

The new French e-invoicing mandate brings forth a transformative change for businesses operating in France. AP leaders and CPOs have a critical role in guiding their organizations through this transition.

By understanding the requirements, leveraging Accounts payable automation solution like Zycus, and collaborating with the relevant stakeholders, companies can ensure compliance, streamline operations, and unlock the benefits of e-invoicing.

Stay ahead of regulatory and tax mandates and drive Global Compliance with Zycus.

Are you ready to embrace the future of e-invoicing? Contact our Compliance Expert today for a 30-minute product demo of Zycus AP Automation Solution.

Related Read:

1. Blog – 5 Key Benefits of Enhancing Your Business with an e-Invoice Generation Tool
2. Blog – Accounts Payable Challenges: How to efficiently process non-PO Invoices?
3. Electronic Invoice Capture Software
4. e-invoice Exchange Framework: Standardization of Business Payments
5. eBook – Top 5 Emerging E-invoicing Trends in 2023
6. White Paper – e-Invoicing Playbook : How to Plan for AP Transformation Success