E-Invoicing (EU) — User Guide

Recommended roles:

• Compliance Owner / Admin
• Configures and governs seller/company settings: Company ID, Electronic Address, scheme fields, and legal company identity values.
• Reviews readiness policy before go-live.
• Should not delegate unrestricted settings changes to broad user groups.

• Finance Lead
• Reviews invoice correctness (totals, taxes, legal/billing values) before external use.
• Validates pilot outputs and acceptance criteria.
• Should not directly maintain customer master-data fields without process ownership.

• Billing Operations
• Runs generation workflows and monitors validation outcomes.
• Coordinates corrective actions with master-data owners.
• Should not bypass validation failures.

• Customer Master-Data Owner
• Maintains customer Electronic Address and Customer Electronic Address Scheme values.
• Ensures country and billing identity correctness.
• Should not change seller-level compliance settings.

• Reviewer / Auditor
• Reviews generated XML files, invoice references, and pilot evidence packs.
• Confirms change governance and retention practice.
• Should have read/review scope rather than operational write access.

Ownership model:

• Seller settings ownership: Compliance/Admin.
• Customer addressing ownership: Master-data/Operations.
• Invoice correctness and go-live signoff: Finance + Compliance.

Use this checklist before production rollout:

1. Confirm company legal identity fields are complete.
2. Confirm company VAT is set and validated.
3. Confirm company address, city, and country code values are complete.
4. Configure seller Company ID.
5. Configure seller Electronic Address.
6. Set Company ID Scheme and Electronic Address Scheme.
7. Confirm required customer custom fields are available.
8. Populate Customer Electronic Address for pilot customers.
9. Populate Customer Electronic Address Scheme for pilot customers.
10. Validate customer country and billing identity correctness.
11. Prepare test customer set (multi-country when applicable).
12. Prepare test invoices representing real billing patterns.
13. Run generation and capture validation outcomes.
14. Review generated XML samples with finance/compliance.
15. Approve acceptance checklist before go-live expansion.

Workflow 1: Seller setup

1. Open E-Invoicing (EU) settings.
2. Verify company legal identity values.
3. Set VAT, address, city, and country code.
4. Configure seller Company ID and Electronic Address.
5. Configure Company ID Scheme and Electronic Address Scheme.
6. Validate settings with a controlled test invoice.

Workflow 2: Customer data readiness

1. Open customer profile.
2. Confirm customer exists and is active.
3. Enter Customer Electronic Address.
4. Enter Customer Electronic Address Scheme.
5. Verify customer country and billing identity fields.
6. Save and mark record as e-invoicing ready.

Workflow 3: Generate XML

1. Select a valid invoice.
2. Confirm seller and customer required fields.
3. Trigger e-invoice generation.
4. Generate XML output file.
5. Download/store the file.
6. Log invoice ID and output evidence for review.

Workflow 4: Resolve validation failures

1. Attempt generation and capture error output.
2. Identify missing seller/customer field(s).
3. Correct source records.
4. Regenerate XML output.
5. Confirm successful generation.
6. Archive corrected output and update issue log.

Workflow 5: Test by country

1. Identify target customer country.
2. Confirm supported country-specific path applies.
3. Generate representative sample invoice.
4. Validate structure + business data.
5. Capture evidence for rollout signoff.
6. Record any country-specific issue patterns.

Workflow 6: Pilot rollout and evidence capture

1. Start with pilot entities/customers.
2. Run controlled invoice set.
3. Review validation outcomes daily.
4. Store XML outputs in pilot evidence pack.
5. Hold joint finance/compliance signoff.
6. Expand scope only after stable pass results.

This module is output/evidence-oriented rather than dashboard-oriented.

• XML file outputs
• Contains: structured electronic invoice file content.
• Used by: billing operations, compliance reviewers.
• Supports: output validity review and downstream submission/archiving decisions.

• Pilot validation pack
• Contains: sample invoice IDs, timestamps, validation outcomes, and generated XML references.
• Used by: finance lead, compliance owner.
• Supports: go-live readiness signoff.

• Invoice sample pack
• Contains: selected invoices by country/customer segment with generated files.
• Used by: implementation and operations leads.
• Supports: country-path confidence and controlled rollout decisions.

• Issue/exception log (operationally maintained)
• Contains: failure type, owner, fix date, retry result.
• Used by: operations and compliance owners.
• Supports: recurring issue reduction and governance follow-up.

Invalid Invoice appears during generation

• Confirm invoice status is valid for generation.
• Re-check seller and customer required fields.
• Correct records and retry.

No client found

• Confirm invoice is linked to a valid customer record.
• Ensure customer record is active and complete.

Missing company VAT/address/city/country code

• Complete seller legal and billing fields in settings.
• Re-run generation after update.

Missing seller Company ID

• Set seller Company ID in settings.
• Confirm scheme alignment if required by your process.

Missing seller Electronic Address

• Configure seller Electronic Address.
• Confirm Electronic Address Scheme is also set.

Missing customer electronic address

• Update Customer Electronic Address on the customer record.
• Validate before generation.

Missing customer electronic address scheme

• Populate Customer Electronic Address Scheme.
• Re-run validation.

Country-specific confusion (Italy, Romania, Spain)

• Confirm customer country field is correct.
• Validate against supported path behavior and pilot examples.

Is this the same as ZATCA?

• No. ZATCA is a Saudi compliance module and must be handled separately from E-Invoicing (EU).