E-invoicing, or electronic invoicing, is the process of issuing and exchanging invoices in a digital format, without the need for paper or manual intervention. E-invoicing can bring many benefits to businesses and governments, such as reducing costs, errors, fraud, and environmental impact, as well as improving efficiency, transparency, and compliance.
Mexico is one of the pioneers and leaders of e-invoicing in the world, having implemented a mandatory system for all types of transactions (B2B, B2C, and B2G) since 2014. In this article, we will focus on the e-invoicing rules and requirements for B2G transactions in Mexico and look at other countries’ policy regarding e-invoicing.
What are the E-invoicing Rules for B2G Transactions in Mexico?
According to the Mexican tax authority (SAT), all businesses that provide goods or services to government entities must issue electronic invoices, also known as CFDI (Comprobante Fiscal Digital por Internet), for each transaction. The CFDI must comply with a specific format and structure defined by the SAT, which includes information such as:
- The fiscal data of the issuer and the receiver
- The description and quantity of the goods or services
- The unit price and total amount
- The taxes applied and withheld
- The payment method and conditions
- A unique folio number and barcode
- A digital seal and signature
The CFDI must be generated by using an authorized software solution that validates the invoice data and assigns a digital seal and signature. The CFDI must then be sent to the SAT for verification and approval, which usually takes a few seconds. The SAT will then assign a UUID (Universally Unique Identifier) to the CFDI and return it to the issuer. The issuer must then send the CFDI to the receiver, who can verify its authenticity and validity by using the UUID on the SAT website.
The CFDI must be issued within 72 hours of the delivery of the goods or services, or within 72 hours of receiving the payment, whichever occurs first. The CFDI must also be archived by both parties for at least five years, in an electronic format that preserves its integrity and readability.
What are the Benefits of Using E-invoicing for Transactions in Mexico?
By using e-invoicing for B2G transactions, businesses and government entities can enjoy several benefits, such as:
- Saving time and money: E-invoicing eliminates the need for printing, mailing, storing, and processing paper invoices, which reduces costs and administrative tasks. E-invoicing also allows for faster payments and collections, as invoices can be sent and received instantly.
- Improving accuracy and compliance: E-invoicing reduces the risk of errors, discrepancies, duplications, or omissions in invoice data, as invoices are validated and verified by the SAT before being issued. E-invoicing also ensures compliance with tax regulations and obligations, as invoices are automatically recorded and reported to the tax authority.
- Preventing fraud and corruption: E-invoicing enhances transparency and traceability of transactions, as invoices are digitally signed and sealed by both parties and cannot be altered or tampered with. E-invoicing also prevents fraud and corruption by making it harder to evade taxes, falsify invoices, or divert funds.
E-invoicing is a modern and efficient way of doing business with government entities in Mexico. By following the e-invoicing rules and requirements established by the SAT, businesses can benefit from improved cash flow, reduced costs, increased accuracy, enhanced compliance, and greater security.
Elsewhere in Latin America
Mexico is not the only country in Latin America that has adopted a mandatory e-invoicing system for B2G transactions. Other countries, such as Brazil, Chile, Colombia, Peru, and Uruguay, have also implemented similar systems, with varying degrees of complexity and scope. These systems aim to improve tax compliance, reduce fraud and evasion, and facilitate trade and integration in the region.
Italy Leads the Way in Europe
Italy is the first country in Europe to mandate e-invoicing for B2B transactions, following the successful example of Latin America. Since 2019, all businesses in Italy must issue and receive electronic invoices through the Sistema di Interscambio (SdI), a centralized platform deployed by the tax administration. The SdI validates and approves the invoices before they are exchanged between the parties, giving the tax authority real-time visibility into VAT liabilities per invoice. This system applies to both B2B and B2G transactions, as well as B2C transactions that require an invoice.
The Rest of the World
Mexico and Italy are not the only countries that have implemented or are planning to implement mandatory e-invoicing requirements for B2B and/or B2G transactions. Several other countries around the world have adopted or are considering adopting similar systems, with different models, scopes, and timelines. Some examples of these countries are:
- France: Mandatory e-invoicing for B2G transactions since 2017, and for all transactions from July 2024.
- Poland: Mandatory e-invoicing and e-reporting for all transactions from April 2023.
- Spain: Mandatory e-invoicing for B2G transactions since 2015, and for some B2B transactions since 2017.
- Ukraine: Mandatory e-invoicing for VAT payers from January 2021.
- Brazil, Chile, Colombia, Peru, Uruguay: Mandatory e-invoicing for B2B and/or B2G transactions, with varying degrees of complexity and scope.
However, not all countries are eager or ready to make e-invoicing mandatory for all types of transactions. Some of the reasons why some countries are reluctant to do so are:
- Legal barriers: Some countries may face legal challenges or conflicts with existing regulations or international agreements when introducing mandatory e-invoicing. For example, in the EU, the VAT Directive (2010/45/EU) requires the consent of the buyer to receive e-invoices, and the freedom to choose the format of the invoice. Countries that want to deviate from this principle must request a derogation from the EU Commission.
- Technical barriers: Some countries may lack the necessary infrastructure or resources to implement a robust and reliable e-invoicing system that can handle large volumes of data and transactions. For example, in India, the e-invoicing system faced several technical glitches and delays when it was launched in October 2020.
- Cultural barriers: Some countries may encounter resistance or reluctance from businesses or consumers to adopt e-invoicing, due to habits, preferences, or concerns. For example, in Germany, many businesses still prefer paper invoices over electronic ones, due to security, privacy, or legal reasons.
UK Approach to E-Invoicing
The UK does not have a general mandate for e-invoicing for B2B or B2G transactions, except for invoicing the National Health Service (NHS). However, the UK has some legal requirements for issuing, receiving and storing e-invoices, as part of its VAT system. These requirements include:
- Obtaining the customer’s consent and acceptance to receive e-invoices
- Ensuring the authenticity of the issuer and the integrity of the contents of the e-invoice, using any method that meets these criteria
- Providing human-readability and legibility for machine-readable e-invoices
- Retaining e-invoices for six years after the end of the accounting year, in a way that guarantees their integrity, authenticity and availability
- Allowing HMRC access to the e-invoice archive or data upon request
The UK has also adopted the Peppol standards for e-invoicing, based on the European e-invoicing standard, as an acceptable format for purchase order and invoice messages. These messages must be exchanged through Peppol Access Points. The NHS requires all its suppliers to use Peppol standards for e-invoicing, as part of its paperless procurement policy.
In Summary
E-invoicing is the digital exchange of invoices without paper or manual work. It can save costs, prevent errors and fraud, and increase efficiency and compliance. It can also help to collect taxes and close the tax gap. However, e-invoicing is not simple or uniform. Different countries have different rules and requirements for e-invoicing, depending on their legal, technical, and cultural contexts. Some countries have made e-invoicing mandatory for all or some transactions, while others have not. Some countries have a clearance model, where invoices are checked by the tax authority before being sent, while others have a post-audit model, where invoices are sent directly and reported later. Businesses and governments need to know the rules and requirements of each country where they do business or trade. They also need to keep up with the changes and developments in the e-invoicing landscape, as more countries are likely to introduce or change their e-invoicing systems in the future. E-invoicing is a global trend that is here to stay, but it is also a complex and dynamic one that requires constant adaptation and innovation.
