Preparing for e-invoicing in 2027 doesn’t start with configuring the system. It begins with the question of what should happen to an invoice immediately after it is received. A company that currently receives documents in a shared email inbox, manually enters them into its accounting system, and approves them via email is addressing both a technical and a procedural change.
E-invoicing is changing the way invoices are received by the company. Starting January 1, 2027, electronic invoicing in a structured format is to be used for domestic transactions specified by law.
A good project, therefore, depends not only on the question of “how to send an invoice,” but also on how the company handles receiving e-invoices, approving them, posting them to the books, and handling exceptions.
1. Determine which invoices are affected by the change
First, the company needs to categorize its invoices based on who they come from and how they are currently processed. A supplier invoice accompanied by a purchase order may follow a different process than a recurring service invoice, which in turn differs from a document without a purchase order.
Instead of a general list of all invoices, it is helpful to create a map of invoicing scenarios. For each scenario, the team determines who sends the invoice, where it is received, who verifies it, whether it matches the purchase order, and which system it is recorded in.
This phase is not just a formality. It will help prevent a technical solution from being designed only for the simplest case, while other scenarios are left out of the process.
2. Identify the owner of the received invoice
Many companies know which inbox an invoice will be sent to, but they haven’t clearly defined who is responsible for it after it’s delivered. This results in delayed approvals, duplicated work, and questions like “Who’s supposed to handle this?”
The process owner does not have to be the same person for all documents. What is important is that the system or rule can determine the next step. An invoice can be routed based on the supplier, cost center, cost type, purchase order, or amount.
This is where e-invoicing meets process automation. When dealing with a large volume of documents, automating the invoice receipt process can replace the informal forwarding of emails with a clear approval workflow. This gives the company an overview of the invoice’s status before a delay turns into a payment problem.
3. Choose an approach, not just a tool
When preparing for 2027, not every company needs to start the same way. Smaller businesses may need a simple inbox for receiving and processing documents. A company with its own accounting system and complex systems, on the other hand, needs to design a way to link data, statuses, and approvals.
For companies without their own technical connection, it is advisable to explore options for receiving e-invoices without integration. If automated data transfer to an existing system is a priority, the page on API integrations is more relevant.
The choice of solution should be based on what the target process for receiving invoices should look like, not on which system is first on the list. Digital Mailroom for complex processes can integrate e-invoice reception with internal systems, approval workflows, and business processes.
4. Prepare accounting systems for real-world situations
Technical integration is more than just exporting and importing files. The system must know what data to accept, how to recognize it, and what to do with it next. Before implementation, it’s a good idea to determine which fields are key for the company: supplier, document number, line items, VAT, due date, order, cost center, or project.
If a company wants to proceed from approval to posting accounts payable after an invoice is received, it can also use automated processing of incoming invoices.
5. Test the entire process, not just the format
A company should not merely test whether a document has technically been received. A test e-invoice should go through all the steps it would normally undergo on a typical workday: receipt, assignment, approval, posting, archiving, and retrieval.
The team can find practical guides and resources in the ” Manuals and Documentation” section.
6. Don’t forget about security and trust in the process
With e-invoicing, a company handles financial data, partner identification, and documents that must be accessible to authorized individuals. Therefore, it is necessary to address access rights, audit trails, and rules governing who can modify data or approve obligations.
When selecting a solution, it is also helpful to consider the role of a certified digital mail carrier.
A safe process and an efficient process are not mutually exclusive. One supports the other.
Preparations in 2026 will determine whether there will be peace in 2027
The best way to prepare for e-invoicing isn’t a one-time project at the end of the year. It’s a gradual review of processes, systems, and responsibilities. A company that understands its invoicing scenarios today can choose the right reception model, test it, and prepare its suppliers without undue pressure. The risks of being unprepared for e-invoicing are varied, which is why preparation is important.