Why and how to use electronic invoicing

Nov 16, 2021 | Electronic invoicing

It may sound repetitive, but it is a mantra that we already have as something of our own: either you are a digital company or you are not. No matter your business, your sector, the number of employees working for you... The future is here and an organisation that does not want to embrace it is doomed to failure. The day-to-day processes that have been used in any market are still there, but in a different form; automated, simplified... in short, and in companies that prosper or want to do so, digitised. And invoicing is one of them. That is why, in this article, we are going to give you some guidelines so that, if you still do not do it, you will know how to use electronic invoicing for your company and why you should do so.

Why teach how to use electronic invoicing

Not everyone is familiar with new technologies. new technologies. Even less so if we consider that many of today's top executives and financial managers belong to what is known as the Baby Boom Generation. Baby Boom Generation. This is a very broad stratum of society, born between the 1960s and 1980s, to whom it is essential to show them how to use electronic invoicing in their company or business for the following reasons:

  • They are people who, because of their age, experience and knowledge occupy important positions. They are in charge of financial controls of large organisations or their own medium-sized, well-established businesses.
  • In many cases lack training on e-invoicing, as they are not used to digital processes.They are not used to digital processes.
  • They feel afraid to implement these technological advances in their businesses out of sheer ignorance.

Likewise, in many cases, we find that with good training on e-invoicing and the advantages it has for a business, we would save costs. Most importantly, time and money for many of these managers or finance managers. Or, better yet, encourage them to rely on the services of finance and technology specialists who know how to use e-invoicing. how to use e-invoicing and have solutions for it. Yes, solutions like easyap.

How does electronic invoicing work?

So let us get down to business. But let's first lay the groundwork and point out that the process of invoicing as a concept is very similar to that of, say, 30 years ago. In other words, any process in which the delivery of a good or the provision of a service by a company or legal entity is recorded in accordance with current legislation.

The act of invoicingat the request of the tax authorities, seeks to prevent fraud and tax and fiscal fraud by recording commercial transactions. Thus, for this invoicing (electronic or analogue), an invoice is issued - it is worth the redundancy - which reaches the recipient, which reaches the addressee registering this transaction following these phases or steps:

  1. Include in the invoice the conditions that have been agreed with the customer beforehand. In other words, the agreed price, the method of payment, the terms of payment, etc. must be added.
  2. Formalise in itself the document that accredits the provision of the service or the delivery of the good. In other words, we are talking about what we traditionally know as, for example, sales invoices or parts.
  3. A third, more technical, step that has to be carried out is to the calculation of the invoiceThe third, more technical, step is the calculation of the invoice, with an issuing period for the collection of the invoice and taking into account the first two steps.
  4. Next will be the issuing of the invoice itselfWhether through a digital solution such as easyap or, for those who are still reluctant to make the leap to digital transformation, in analogue form. In the case of paper invoices, the paper will have to be kept for taxation and taxation purposes.
  5. The only thing left to do is to sending of the invoice, which will be traced and recorded step by step in a solution like ours, which is digital, convenient and efficient.

The reality, now that we have explained these phases of the invoicing process, is that with a system such as easyap's, the steps are simplified. In fact, if you implement a digital system or if you know how to use electronic invoicing, the whole process will be simplified in the last two steps. Therefore, the savings and time optimisation are considerable. Time, moreover, that you can use for other work and financial tasks in your business.

What does it mean or what does an electronic invoice require to have fiscal value?

From what you have read so far, you will see that the ordinary invoice, which is the one we have briefly detailed above, is a very useful tool for administrations. Invoices are used to keep a fiscal control of companies' operations, as well as whether or not they comply with their tax obligations.

However, the ordinary invoice, whether digital or analogue, is not the only type of invoice. type of invoice that exists. Here are some others:

  • Electronic invoicing simplifiedmore commonly known as a receipt or tiquewhich is the classic paper that records any purchase.
  • The aforementioned delivery note, which is not valid for tax purposes and only serves as proof that the agreed good has been delivered or that the agreed service has been fulfilled and provided.
  • The proforma invoice, which also has no fiscal value as it can be issued before the delivery of the good or the execution of the service is carried out. However, it must indicate in the heading that it is a proforma invoice.
  • The recapitulative invoice, which is the one that includes several different operations but carried out for the same customer and which requires the attachment of all the simple invoices to the recapitulative invoice in order for it to be valid for tax purposes.
  • The corrective invoice, which is issued after another invoice because there has been an error. It modifies the error and specifies what this type of invoice is.

The type of invoice issued will have a great influence on how each one is stipulated in terms of whether it is valid for tax purposes or not. In this way, taxation problems can be avoided. And the best thing is that all these specifications on the tax validity of invoices, if they are tax validity of invoices, if they are digital, can be recorded quickly and easily in solutions such as easyap. in solutions such as easyap.

Therefore, please contact us contact us and forget about what an electronic invoice without fiscal validity implies or means. With our system, all your electronic invoices will meet the requirements requirements and fiscal and tax requirements and demands you need. And the best thing is that you can issue all these types of invoices digitally.

Is it really so necessary to know how to use electronic invoicing in Spain? 

To conclude, we are going to answer this question that many financiers and managers still ask themselves today in a straightforward and direct way: Yes. In Spain, as we have told you in other articles on our blog our blog, the use of electronic invoicing is compulsory for any transaction with the public administration. Since 2015, by law, all transactions with city councils, governments, organisations and public institutions require digital invoices. A good example of electronic invoicing is TicketBAIin the Basque Country.

At the same time, in line with the above, governments also encourage the use of electronic governments also encourage the use of electronic invoicing for economic reasons.. Funds and subsidies offered to many administrations for taking steps in favour of digital transformation. digital transformation. There are even cases in other countries around the world where the use of digital systems for invoicing processes in international operations is supported with financial aid, as was the case, for example, in Singapore with the PEPPOL.

Also, from easyap we recommend it for your sake and that of your business. You can feel like taking that leap towards the digitalisation of your company. However, the implementation of a solution such as easyap's is ideal. The savings and optimisation of resources, as everything is registered and automated, is enormous compared to analogue invoicing.

What we would even advise you to do is to call or visit us and come to us. Why? For the simple reason that if you implement a solution like ours in your company you won't even have to worry about how to use the electronic invoice. Everything is done by and for you, complying with the corresponding tax requirements and avoiding headaches and, above all, problems with the tax authorities.

And finally, why manage this leap to digital invoicing with easyapp? to digital invoicing with easyap? Because we are a team of financial and technological specialists who have more than 20 years of experience working in e-invoicing and many more still (albeit separately) in the finance and technology sector for large companies. We were pioneers and are now experts with incredible projects and work So much experience and knowledge still doesn't encourage you to give us your hand and join us in e-invoicing?

Increase your company's productivity and optimize your billing processes

You still have doubts? Contact us at

8 + 4 =