With the constant use of new technologies within professional structures, the dematerialization of documents has become common, particularly within companies.

Since confinement and the obligation to telework, the dematerialization of documents has almost become a norm. The relevance of the dematerialization of invoices must still be a process complete and above all secure. Today the electronic signature has reached a maturity of use which allows it to be used on a large scale and to make it a strong and reliable process.

The electronic invoice from a legal point of view

From a legal point of view, the electronic signature is governed by two legal texts :

- The first adopted in 2000 recognizing the electronic signature in the same way as handwritten signatures.

- The second legal text was adopted in 2016 which sets up legal rules for European-wide guarantees for electronic invoicing.

It is moreover this entire legal framework which today allows companies to adopt transitions to this system.

The reliability of electronic invoices

Regarding the reliability of electronic signatures, they make it possible to provide the information expected from a signature:

- Identity of the signatory
- Tamper-proof
- Irrevocability
- Integrity of the signed document

If we want more robustness in the process we can set up procedures with third parties and/or one-time use codes sent by email or SMS (this is the same system as online credit card payment confirmations).

Rules for storing electronic invoices

To adapt, the tax administration had to establish new retention rules:

– Invoices sent electronically must be kept for 3 years on computer media

– Invoices secured by electronic signature must be kept for 6 years in their original format.

– Accounting law requires retention of electronic invoices for a period of 10 years

The advantages of electronic invoice

The advantage of dematerialized invoices is based on the ease of archiving documents. It will be easy to have better visibility of your documents and avoid losses. The invoice archiving system must cover the entire life cycle as mentioned previously of 10 years.

The data written on the invoices will be directly readable by computer and integrated into your accounting software. New automation and integration processes will then be able to emerge in order to make information more reliable within companies.

To conclude, the electronic invoicing solution, following the health crisis, will become a prerequisite for all structures thanks to the flexibility and ergonomics that this brings. We can also note that a bill aims to establish the obligation of electronic invoicing by 2025 for all companies. This is article 56 of the 2020 finance bill.