Final Call: E-invoicing

This isn’t just an IT update. It’s a process rethink.

E-invoicing impacts many aspects of your organization: Finance, Accounting, Procurement, and ERP. It affects how you process invoices, manage controls, and collaborate across departments. If you delay preparation, you risk running out of time, operational headaches down the line, and unnecessary costs.

At TriFinance, we’ve supported multiple organizations through selection, integration, and implementation of e-invoicing solutions. From readiness assessments and gap analyses to system integration and change management. We’ve seen what works—and what doesn’t. Choosing the wrong tool or overlooking key process dependencies can set you back months.

Starting e-invoicing implementation now

It is very late to start implementing e-invoicing, but not too late, Preparing for mandatory e-invoicing is not something that can be finalized in a few weeks. Based on TriFinance project experience, the average lead time for a full e-invoicing track is approximately five months. Here's why that matters.

Tool selection: ± 2 months

Choosing an e-invoicing solution is not just a technical decision, it’s a joint effort between business and IT. During this phase, you need to define business requirements across your teams, shortlist tools, run the RFP process, and move to contracting.

From a business perspective, this includes:

• What invoice formats are needed (e.g. structured UBL, PDF)?
• Preferred sending and receiving methods
• Existing invoicing tools and systems
• Support for attachments
• Approval flows and audit trails 
• Invoice archiving needs
• Does the solution need to integrate with multiple business units or external partners?
• Compliance with standards (PEPPOL, FatturPA, Chorus Pro)

From an IT perspective, you’ll look at:

• Integration with one or more ERP systems
• Data security and handling
• Scalability and long-term maintainability
• Error handling

This phase aligns all internal stakeholders and ensures the selected solution fits your application landscape and operational reality. TriFinance provides full support throughout the selection process, including tool demos and vendor negotiations.

Implementation: ± 3 months

Once the right tool has been chosen, the implementation phase begins. This involves more than just configuration. It requires integration, testing, validation, redesigning processes, defining stakeholders and often change management as well. Only by allowing sufficient time for high-quality implementation can errors be avoided that would otherwise cause costly corrections or delays later on.

E-invoicing is not an IT-project

Although technology plays an important role, e-invoicing is essentially an organization-wide task. It affects finance, procurement, IT, and compliance. That is why it is essential that companies start preparing their organizations today, appointing project managers, and defining clear objectives.

How does Trifinance support?

TriFinance offers in-depth expertise in e-invoicing projects, from strategic advice to operational support. We help companies with:

• Mapping current processes to align them with the new processes involving the implementation of an e-invoicing tool
• Drawing up clear business and IT requirements
• Drawing up an RFP document
• Preparing a shortlist of providers based on previous market experience
• Communicating with the selected suppliers
• Analyzing suppliers' responses to the RFP document
• Organizing and supervising demos
• Implementation of the tool
• Change management and employee training

More on e-Invoicing

The true cost of inaction on e-invoicing compliance

The cost of inaction on e-invoicing compliance is significant. Between potential penalties, operational inefficiencies, cash flow challenges, and lost opportunities, companies that delay are risking more than they realize

Building a roadmap to e-invoicing compliance at a clean-energy provider

A multinational clean energy solutions provider active in 15 countries and headquarters in Belgium faced this challenge. As they operate in multiple countries, maintaining a clear overview of the specific regulations in each jurisdiction has become increasingly challenging. To become e-invoicing compliant, they wanted to review their processes, tooling landscape, and regulatory landscape to become e-invoicing compliant.

E-Invoicing key building blocks 

Getting compliant with e-invoicing legislation is essential, but it doesn’t have to stop there. Preparation for the various new e-invoicing legislations can be a catalyst for both process and tool improvement within Purchase-to-Pay and Order-to-Cash.

A holistic, integrated approach, can help you turn e-invoicing compliance into a chance to optimize your processes and adopt value-adding tools. Whether dealing with AP/AR invoices, managing multiple invoicing sources, or ensuring Peppol compatibility, it is crucial to streamline your processes for greater efficiency and compliance.