If you believe that "e-invoicing" and "digital invoice (sending invoice by pdf/word)" are synonymous, you are mistaken. It is high time to thoroughly evaluate your current invoicing system to see if it is ready for e-invoicing. Symantra can help your organisation.
Mandatory B2B e-invoicing in Belgium as of January 2026
From 1 January 2026 onward, B2B e-invoicing requirement applies to both Belgian VAT-registered entities and foreign taxable persons conducting specific transactions within Belgium (transposition of EU Directive 2010/45/EU on VAT).
By 2025, all Business & Trade associations operating in Belgium and membership-based organisations must implement a robust e-invoicing software.
Symantra audits your invoicing processes, tools and implements the right digital solution to be legally compliant on time. Additionally, we implement workflows, and smart integrations with your CRM/ERP.
This represents a big step forward in terms of towards digital transformation as it offers efficiency, accuracy, and regulatory compliance.
Below we explain why you must act now and work with the right digital solutions and Tech Partner to be fully compliant.
E-invoicing vs. digital invoice (sending invoice by pdf): the key differences
A digital invoice (sending invoice by pdf/word) is a digital version of a traditional paper invoice.
Format and Structure: Often unstructured, like PDFs or images, requiring manual intervention.
No or incomplete integrations: May require manual handling and data entry.
It does not yet comply with the latest EU regulatory requirements for structured data exchange or automated processing.
Processing Efficiency: Lower efficiency due to potential manual intervention.
An E-Invoicing refers to “an invoice that has been issued, transmitted and received in a structured electronic format which allows for its automatic and electronic processing”.
Format and Structure: A fully automated process of invoicing where invoices are generated, transmitted, received,
Full integrations: It is processed digitally through a standardized format such as XML, EDI (Electronic Data Interchange), or UBL (Universal Business Language), enabling seamless integration and automation.
Full integrations: Often integrated with CRM/ERP, accounting, and procurement systems for automatic processing and reconciliation.
Transmission: Sent through secure electronic data interchange networks, e-invoicing platforms, or government-mandated portals.
Compliance: Meets specific EU regulatory and legal requirements for electronic invoicing, including digital signatures, encryption, and compliance with tax authorities' standards.
Processing Efficiency: High efficiency with automated processing, validation, and reconciliation.
How Symantra can help your organisation for e-invoicing?
We thoroughly evaluate your current invoicing system to see if it is ready for e-invoicing. This involves assessing your software, technological infrastructure, workflows and processes, and capacity to generate and send electronic invoices.
We determine if your current system can meet the new requirements, if minor updates are needed, or if you should switch to a specialized e-invoicing platform with specific integrations and workflow automation.
We help you map your transactions and determine their correct VAT treatment.
We train your staff to ensure the success of the transition to e-invoicing, both technically and in terms of VAT knowledge.
Businesses and Associations should start preparing now for this legal obligation and use it as an opportunity to evaluate part or all of their invoicing process.
Contact Symantra
Contact Symantra for your e-invoicing assessment and implementation (audit, mapping, solution set up, integrations, hyper-automation, staff training).
What you will achieve with Symantra's e-invoicing solution implementation:
Synced with CRM, just 1-click sending from the CRM
Easy management of VAT (Different Rates, Reverse charges, location specific details...)
Dashboard and financial reports
Customizable template for Invoices
Automatic Reminders and email templates (First reminder, Second reminder, …)
Possibility to manually edit invoices and add custom fields
Credit note generation
Discounts configuration (Percentage, Fixed)
Reconciliation with Bank (CODA statements)
Compliant with the regulation in time
...
Anticipating e-invoicing is not just about compliance, it is part of your digital transformation journey.
The aim of e-invoicing is to combat tax evasion and improve VAT collection across EU member states. Anticipating e-invoicing is not just about compliance but also about leveraging its benefits to enhance :
Operational Efficiencies: e-invoices reduces manual entry errors, speeding up invoice processing, and improving accuracy. You get a faster invoice reconciliation and payment cycles. E-invoices integrate seamlessly with your CRM and accounting systems, streamlining workflows and enhancing data management.
Cost Savings, lower Processing Costs
Competitive Advantage with Improved Cash Flow
Stronger Data Security, with encryption and digital signatures, ensuring the integrity and confidentiality of invoice data.
Future-proof your organisation and implement today the right e-invoicing software and integrations with your CRM.
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