From e-invoicing compliance to a scalable finance architecture

From compliance requirement to scalable e-Invoicing architecture

For many European organizations, e-invoicing is still approached as a regulatory checkbox. Upcoming legislation makes action unavoidable, but the underlying question is strategic: will e-invoicing be bolted onto existing systems, or embedded as a structural component of the finance and IT landscape?

That question became increasingly relevant for a large, international IT services group with a strong Belgian footprint and operations across Europe and North America. As part of a broader transformation agenda, the organization was rolling out a new ERP core while preparing for mandatory Belgian e-invoicing from 2026. The coexistence of multiple billing systems, a global client base, and complex documentation requirements made it clear that the existing setup would not be sufficient going forward.

Strategic approach to e-Invoicing beyond regulatory compliance

Rather than replacing one tool with another, the organization chose to take a step back and reassess its e-invoicing approach from a process and architecture perspective. TriFinance was engaged to support this assessment and guide the selection of a future-proof access point solution.

Aligning Finance processes for effective e-Invoicing implementation

The starting point was process clarity. E-invoicing does not live in isolation; it sits at the intersection of Order-to-Cash, Procure-to-Pay, compliance, and IT architecture. 

Through structured workshops with process owners, the current processes were mapped and assessed against regulatory requirements and the evolving application landscape. This made it possible to distinguish structural constraints from historical workarounds and to define what “fit for purpose” would mean in the future state.

Selecting the right e-Invoicing access point tool

That analysis quickly highlighted the limits of a purely technical selection exercise. The organization required a solution with global reach, capable of handling invoices originating from both ERP and cloud-based billing platforms, while supporting attachments such as digitally signed timesheets. On the inbound side, seamless integration with document extraction tooling was a non-negotiable requirement. These needs could only be assessed meaningfully once the underlying processes and system interactions were fully understood.

Fit-Gap analysis and structured RFP for optimal tool choice

Based on this foundation, TriFinance facilitated a structured tool selection trajectory. Business and technical requirements were translated into objective selection criteria, supported by a fit-gap analysis between the AS-IS and TO-BE landscapes. A targeted RFP process with shortlisted vendors allowed for an evidence-based comparison, moving the discussion away from vendor promises toward demonstrable capabilities and architectural alignment.

Results: scalable and compliant e-Invoicing architecture

The outcome was not just the selection of an access point provider, but a clear implementation roadmap aligned with the organization’s ERP strategy and broader IT landscape. The roadmap defined scope, sequencing, and integration principles, creating a solid basis for implementation and commercial negotiations.

This case illustrates a broader point. E-invoicing becomes manageable when treated as part of a coherent finance architecture, rather than as an isolated compliance project. By starting from processes, governance, and future-state design, the organization positioned itself to meet regulatory requirements while strengthening operational control and scalability. In that sense, compliance was not the end goal, but the catalyst for a more robust and future-ready finance landscape.