A guide to e-invoicing for accountants and bookkeepers

Published 11 December 2025

Table of contents

• How does e-invoicing work and why does it matter?
• The e-invoicing process
• E-invoicing requirements around the world
• 3 e-invoicing benefits for accountants and bookkeepers
• Why Xero is the best software for embracing digital invoicing
• Streamline your client’s invoicing process
• FAQs on e-invoicing for accountants

Key takeaways

• E-invoicing is growing in popularity. Many countries around the world already mandate electronic invoicing between government agencies and business.
• E-invoices are exchanged instantly between accounting systems, so there’s less invoice processing for you and your clients. This could help with faster payments.
• Even if e-invoicing isn’t mandated for your clients, they can still benefit from digitizing their invoicing process. E-invoices are sent on secure networks, provide a clear audit trail, and creating them is as simple as a traditional invoice with the right software.

How does e-invoicing work and why does it matter?

E-invoicing allows businesses and government agencies to send and receive invoices digitally – without the need for paper or emailed documents.

E-invoices are sent on digital networks, and land directly in the recipient’s accounting software, meaning less time needs to be spent on inputting transaction details. While traditional invoices need downloading from emails, uploading to software, and transaction data typed in manually, e-invoices automate these processes.

For small businesses, e-invoicing can open up international trade opportunities. Particularly for those who join the global Peppol e-invoicing network, which is used around the world – across Europe, New Zealand, Singapore, Australia, and more.

Some countries, like Brazil and Mexico, already have e-invoicing mandates, which make using this system and process a legal requirement. Other countries, like Belgium, have business to government (B2G) mandates, and will soon introduce B2B e-invoicing. Accountants and bookkeepers should be prepared to get clients set up on e-invoicing software and processes, for those who want to explore the opportunity.

Before we get into e-invoicing requirements, let’s take a closer look at how e-invoicing works.

What is e-invoicing

E-invoicing is a method of exchanging invoices between accounting systems. Instead of sending a PDF file or online invoice to a client, you can automatically send the invoice to their accounting system via a secure e-invoicing network.

Specific networks and e-invoice formats can vary by country, but the core concept remains the same. It’s an automated data transfer between accounting systems. When your client receives a supplier’s e-invoice, there’s no need to manually type the details into software or upload a copy to their accounting system. The transaction information is automatically captured in the right place.

Businesses don’t need to use the same accounting system for e-invoicing as suppliers or customers, either. As long as they’re using the same e-invoicing network (which we expand on later in this guide), they can receive e-invoices from all suppliers.

Benefits of e-invoicing include:

• Less invoicing admin and fewer errors
• International trade opportunities
• Increased security and legitimacy, since it’s harder to falsify an e-invoice on a secure network
• Better cash flow visibility, with supplier invoices automatically added as bills
• Compliance with local tax regulations where e-invoicing is mandatory

The e-invoicing process

The e-invoicing process is virtually the same, regardless of which e-invoicing software you and your clients choose, and the countries they trade in and trade with:

• Invoice creation: E-invoices are drafted as ‘structured digital data’ – this means the information on them is standardized, so that they can be submitted digitally and received by the customer or client. With special e-invoicing software, creating an e-invoice is as simple as creating a traditional one.
• Network transmission: When you or your client sends the e-invoice, it travels via a digital network. An example is Peppol, an open and secure network used to send and receive invoices. It’s trusted by businesses and governments throughout Europe, Australia, New Zealand, and Singapore.
• Automated data capture: E-invoices are exchanged using digital signatures and encryption as security mechanisms to keep data safe. Recipients get the e-invoice in their accounting system automatically, with all the transaction information filled out and no need to manually upload the invoice. In accounting software like Xero, the e-invoice appears as a draft bill to be paid.
• Better records and audit trail: E-invoicing provides a clear data trail, making it easier to trace back documents and payments, and validate them.

E-invoicing is still in its early days, with some countries mandating the use of e-invoicing processes for trade with government agencies, and other countries requiring e-invoices for trade with businesses too.

Your clients don’t need to wait until it’s mandatory, though. They can register today, and use e-invoicing processes to simplify their invoice admin.

E-invoicing requirements around the world

Different countries use different e-invoicing models, and understanding these differences can help you prepare clients for compliance.

• Network-based model: This requires businesses to use specific e-invoicing networks, like Peppol. These secure networks allow different accounting systems to communicate with each other, so your clients don’t need to use the same software as their suppliers or customers.
• Tax authority validation model: Under this model, e-invoices must be validated by tax authorities or authorized providers before or shortly after being sent. This gives tax agencies real-time visibility and helps prevent fraud.
• Direct exchange model: Businesses send e-invoices directly between parties without government approval. While this offers more flexibility, businesses must maintain accurate records for potential audits.

The following e-invoicing requirements are generally good guidance, though it’s always worth checking the specific technical requirements where you and your clients are based:

• The same information you include in a traditional invoice should be covered in the e-invoice
• The e-invoice can be formatted using traditional electronic data interchange (EDI) standards, PDF, XML, or CSV
• You must ensure data authenticity and integrity, typically through digital signatures, EDI systems, and internal controls that create a reliable audit trail

E-invoicing software enables businesses to send digital invoices that meet the standards above. This can come in the form of compatible accounting or ERP software, which acts as an access point to the e-invoicing network. Once sent, the invoice lands in the recipient’s accounting software, ready to pay and file away.

E-invoicing and tax regulations

E-invoicing can help businesses and government agencies with tax compliance. The creation and transmission of e-invoices is completely digital, and doesn’t require information to be entered manually into accounting software. This saves businesses time on manual admin, and means there’s no risk of mistyping transaction information on an invoice into software.

E-invoicing also helps many jurisdictions with better tax collection and fraud prevention. When e-invoices are submitted via tax agency portals, these agencies get quicker visibility over transactions. There’s less risk of an e-invoice being tampered with via email, and there’s a clear paper trail for the transaction.

3 e-invoicing benefits for accountants and bookkeepers

When your clients use e-invoicing, you can spend less time on invoice processing and more time helping them with their cash flow.

E-invoicing is a tax requirement in many countries worldwide, but it also benefits businesses by providing a secure, fast system for sending and receiving invoices. So whether there’s a mandate or not, there’s plenty to be gained from switching to e-invoicing.

1. Shorten the cash flow cycle

Late payments impact cash flow for small businesses on a global scale. Many Singaporean businesses are suffering cash flow issues, which are intensified by late payments. Businesses in the US are paid an average of 9.1 days late, according to Xero data. And UK small businesses are suffering the longest payment times since the pandemic.

E-invoices can be delivered to the recipient’s accounting software in a matter of seconds. This makes it easier for clients to see exactly what’s due to be paid, and could help them manage their cash flow cycles better.

E-invoices use structured data, which requires the sender to include information that can be read, processed, and captured in the recipient’s software. This means there’s less chance of a convoluted back-and-forth between clients and suppliers to confirm invoice details, and could help with faster payments.

2. Reduce admin time

There are many ways to create and send invoices to customers. You can send a PDF via email or post a paper copy in the mail. In both of these scenarios, the recipient still needs to open the invoice and enter the data into their own accounting system. This manual process takes time away from you, your clients, and their customers. If the invoice needs to be adjusted, this can lead to further payment delays.

When you use Xero’s e-invoicing software, e-invoices automatically appear as a draft bill in Xero for you or your clients to approve. This eliminates the need for manual data entry, reducing the risk of errors for both your clients and their customers. It also means you and your team spend less time on admin tasks and more time advising your clients on the strategic aspects of their business.

3. Facilitate cross border business

The global accessibility of e-invoicing means more countries around the world have started accepting it as best practice, and sometimes, a mandatory standard. Many countries use the global Peppol network for e-invoicing, including Australia, New Zealand, and Malaysia.

The UK has signed multiple digital trade agreements with Singapore, Australia, and New Zealand – all of which mention e-invoicing. One agreement of note is the UK-Singapore Digital Economy Agreement (DEA), signed in February 2022. The agreement aims to facilitate growth and collaboration in the digital economy, through systems such as paperless trading, e-payments, and secure cross-border data flows.

Why Xero is the best software for embracing digital invoicing

E-invoicing does away with tiresome data entry. Instead of updating your clients’ accounting systems manually, you can focus on advising and supporting them with their long-term financial goals.

As governments worldwide mandate e-invoicing, accountants and bookkeepers can shift their role towards that of a trusted advisor – not just compliance support.

Xero is a single piece of software you can use across practice and client accounting tasks. It’s compliance ready, and can support you and your clients with e-invoicing mandates and digital processes. Saving you time, and freeing you up to focus on advisory work.

Xero supports digital records

Xero software gives you one central place to store digital records, track your clients’ finances, and help them prepare tax returns. Because Xero is cloud-based, you can access client records from anywhere, providing you have an internet connection.

These records flow into other Xero features and connected apps, so you can use accurate client data to compile reports, prepare tax returns, and help them plan for the future. All from inside a single piece of software.

When your clients are ready to submit electronic invoices, you can do this from within Xero. There’s no need to download additional software or learn a new program.

Xero is easy to use and affordable

Xero has the tools to help you and your clients run successful businesses. Collaborating with clients in Xero is simple; you can give clients individual access so that they can see how their business is performing, and easily upload documents and data for you to review.

Easily automate admin like bank reconciliation and financial reporting, so you spend less time inputting data and more time helping clients understand the numbers. For clients who aren’t ready for e-invoicing just yet, there are features for digital invoicing and automated payment reminders, to encourage customers to pay on time.

You can see your practice and clients’ financial positions more clearly with customizable reports and forecasts. Integrate your favourite tools and apps to save yourself time working across different platforms, too.

Streamline your client’s invoicing process

Online invoicing – where you use accounting software to submit digital invoices to customers and clients – is fast, secure, and simple to track. With Xero, you can quickly view which invoices have been submitted, who has paid, and what’s outstanding. Set up automatic reminders for your practice or clients to nudge late payers to take action.

And, since digital invoices are submitted from Xero software, once payment is made it’s easy to reconcile the transaction with a copy of the invoice stored in Xero. No more searching through a lengthy email chain to find an attached invoice document.

E-invoices in Xero work a little differently, but it’s still a simple process. When you or your clients receive an e-invoice in Xero, it’s automatically drafted as a bill. This saves you time on manually entering the invoice data, which you could devote to strategic client work instead.

Get started with e-invoicing in Xero

FAQs on e-invoicing for accountants

Electronic invoicing can benefit all kinds of clients – and save your practice time on administrative tasks.

Can my clients use e-invoicing if their suppliers use different accounting software?

Yes, but both your clients and their suppliers need to be using the same e-invoicing network (like Peppol, for example). The standardized format of e-invoices means that they can still be exchanged between different accounting software systems.

How do e-invoicing networks ensure security?

E-invoicing networks use a combination of tools like digital signatures and encryption (where information is turned into secret code) to keep data secure. E-invoices also provide a much stronger audit trail, so it’s easier to trace and analyze the data. This is much more secure than traditional invoice methods, where invoices are created, downloaded, sent via email, and reuploaded to an accounting system.

How does e-invoicing improve my client’s cash flow?

E-invoices are sent instantly to accounting software. So, there are no delays from the customer’s side, where the invoice needs to be downloaded and uploaded to an accounting system. All the information the customer needs to pay the invoice is instantly available in their software. This should mean your client gets paid faster, because the customer can process the invoice faster.