With mandatory electronic invoicing on the horizon, e-tailers need to adapt in order to remain compliant while optimizing their management. But what are the real challenges of this transition? And how can solutions like Shippingbo Invoice facilitate the implementation of 100% compliant, secure invoicing? Find out in this article all you need to know to navigate the new tax requirements with peace of mind, and take advantage of the automation opportunities offered by electronic invoicing.
Electronic invoicing is becoming an unavoidable requirement in the e-commerce sector, driven by regulations and the fight against VAT fraud. For e-tailers, this transition represents not only a compliance imperative, but also an opportunity tooptimize invoice management and boost productivity.
E-commerce invoicing: context and applicable regulations
Electronic invoicing is gradually gaining ground in the e-commerce sector, driven by regulatory imperatives and a desire to combat VAT fraud. Before looking at the right invoicing tools, it’s crucial to understand the current regulatory framework and the specifics of electronic invoicing.
By definition, an electronic invoice is an invoice created, issued and received in a structured electronic format, designed to guarantee its authenticity, integrity and legibility. Unlike scanned or photographed paper invoices, electronic invoices meet stringent security requirements to prevent any modification by third parties and ensure full traceability.
These regulations, initially introduced for commercial relations with the public sector, have gradually been extended to the private sector. Since 2014, companies working with public entities have been required to use electronic invoicing, as part of schemes designed to limit the risk of VAT fraud, estimated to cost several billion euros in losses per year.
In the private sector, a progressive schedule of obligations has been put in place. The regulations, initially scheduled to come into force as early as 2024, have undergone successive postponements. From now on, large and medium-sized companies will have to issue electronic invoices by 1ᵉʳ September 2026, while small and medium-sized companies will have until 1ᵉʳ September 2027. Theobligation to receive electronic invoices, meanwhile, will apply to all businesses from 1ᵉʳ September 2026.
To be compliant, electronic invoices must respect specific formats, such as PDF or EDI, which ensure their integrity. In addition, it must include certain mandatory information, in accordance with the French Commercial Code:
- Invoice number,
- Stakeholder information,
- Applicable VAT rate,
- Settlement due date,
- Amount of late penalties.
From 2026, new information, such as the SIREN number and information on the nature of services, will also be required to enhance the accuracy and tax compliance of invoices.
The transition to electronic invoicing means that e-merchants must gradually adapt their invoicing processes to meet new legal requirements and guarantee the security of commercial exchanges.
What’s at stake for e-tailers?
E-invoicing, while driven by government requirements for fiscal transparency and aimed at reducing VAT fraud, also offers a number of advantages for e-tailers. First and foremost, it boosts productivity: automating the transfer of invoices from one information system to another simplifies the process, reduces processing time, and minimizes human error. What’s more, electronic invoicing offers a significant reduction in costs: whereas a paper invoice can cost between 14 and 20 euros to process, an electronic invoice costs just 4 euros, representing a direct saving for the company.
In addition to optimizing costs, electronic invoicing enables better monitoring of due dates and late payments. It also facilitates cash flow management and strengthens relations between customers and suppliers, thanks to greater transparency.
Another important aspect of electronic invoicing is its contribution to reducing the carbon footprint. In a context where many companies are seeking to implement policies of social and environmental responsibility (SER), the adoption of dematerialized invoices makes it possible to reduce the use of paper and therefore limit environmental impact.
However, implementing electronic invoicing also entails risks. One of the major issues is cybersecurity: dematerialization requires the implementation of secure archiving systems to protect sensitive financial information from possible cyber-attacks. Another practical risk is the cost of non-compliance: each non-compliant invoice can result in a fine of 15 euros, with a ceiling of 15,000 euros. Furthermore, an e-merchant who fails to comply with archiving obligations (particularly for invoices destined for the tax authorities) risks a penalty of 250 euros per document. These penalties may not only affect the company’s finances, but also attract the attention of the tax authorities, increasing the risk of audits and the potential discovery of other non-compliances.
So, while e-invoicing may be a constraint for some, it represents an optimization opportunity for e-tailers, while underlining the importance of compliance and security.
Shippingbo Invoice: easy, compliant invoicing
Shippingbo Invoice is a stand-alone solution dedicated to electronic invoicing, designed to be used by both existing Shippingbo customers and new users. Indeed, this solution can be integrated as an add-on module for those already using Shippingbo’s logistics management services (OMS, WMS and TMS), or subscribed to independently by any e-tailer wishing to quickly comply with e-invoicing regulations. Once activated, Shippingbo Invoice generates compliant invoices in just a few simple steps.
Shippingbo Invoice features
Shippingbo Invoice’s invoicing process consists of several key steps, automating the creation and dispatch of invoices:
- Connection to sales platforms: Shippingbo Invoice connects to marketplaces and e-commerce sites to retrieve orders placed in real time. This direct integration guarantees seamless updating of sales data.
- Automatic invoice generation: As soon as an order is registered, Shippingbo Invoice automatically generates the electronic invoice, including all mandatory information. Each invoice can be customized with your brand’s logo, and there are options for editing it in different languages depending on the customer’s location. The solution also adapts addresses and logos according to sales sources.
- Customize tax rates: Shippingbo Invoice lets you define specific VAT rates according to products (goods, packaging, etc.) and countries, guaranteeing invoicing in line with local tax requirements.
- Automated invoice dispatch: The solution enables invoices to be sent directly to customers by e-mail. For marketplaces with encrypted e-mail addresses (such as Cdiscount), Shippingbo Invoice automatically deposits invoices in the marketplace back-office.
Legal compliance of Shippingbo Invoices
Invoices generated by Shippingbo Invoice are fully compliant with French and European tax regulations. They include all mandatory information:
- Incremental numbering: Each invoice has a unique incremental number, in compliance with regulations.
- Product details: Quantity, unit price excluding VAT, VAT rate applied to each product and delivery.
- Information on contracting parties: The invoice includes the names and addresses of the e-tailer and the customer (billing and delivery address).
- Legal information: The legal information of the e-tailer (SIRET, legal form, share capital, RCS number and intra-community VAT number) as well as the date of invoicing are included.
In addition, Shippingbo Invoice takes enhanced security measures to protect sensitive data. Invoices are stored for 10 years in accordance with legal requirements, in “cold” storage offering enhanced protection against cyber-risks.
Simplified accounting and data security
Shippingbo Invoice also offers sales journals in CSV format, facilitating accounting follow-up. These logs include all necessary invoicing information, ready to be used in office tools such as Excel or Google Sheets, and conform to the expectations of tax authorities during audits.
Finally, the solution ensures the authenticity of each invoice thanks to a unique electronic signature. Each invoice is protected by a forgery-proof character string, which incorporates signatures from previous invoices, making each document tamper-proof and complying with legal requirements for authenticity and integrity.
A complete, secure electronic invoicing solution
Electronic invoicing is much more than a regulatory obligation for e-tailers; it is a lever for efficiency and transparency. With Shippingbo Invoice, e-commerce companies can manage their invoices automatically and securely, while complying with French and European legal requirements. By adopting this solution, e-retailers optimize their administrative management and strengthen customer confidence, turning constraints into strategic advantages.
To find out more and see Shippingbo Invoice in action, watch our dedicated webinar :
