EU VAT reform is changing the way we invoice—DocuWare helps you stay ahead.

Across Europe, a digital transformation is reshaping the way businesses handle invoicing. As part of the EU’s VAT reform, traditional paper invoices and unstructured PDFs are being phased out in favor of machine-readable e-invoices. Starting in 2030, structured electronic invoices—using formats such as XRechnung, Factur-X, or other XML-based standards—will be required for all B2B invoice exchange and reporting to tax authorities across the European Union.

To navigate this shift, organizations must not only digitize their invoicing processes but also ensure full compliance with the EU’s EN 16931 standard. Enter DocuWare—a robust, cloud-based document management and workflow automation platform that’s helping businesses future-proof their operations and adapt with confidence.

The New Era of E-Invoicing

The transition to e-invoicing isn’t just a regulatory checkbox. It’s a strategic opportunity to streamline financial processes, improve accuracy, and reduce administrative overhead.

Under the upcoming mandate, businesses will need to ensure that every invoice they issue or receive is structured in a compliant format and ready for automated transmission and archiving. Manual data entry, scanning, and emailing invoices will no longer suffice.

DocuWare is built for this shift. By offering end-to-end automation for invoice capture, validation, approval workflows, and secure archiving, DocuWare helps ensure that your organization is ready for regulatory change—while also unlocking long-term efficiency and cost savings.

How DocuWare Supports E-Invoicing Compliance

DocuWare equips businesses with the tools needed to embrace e-invoicing at every stage of the process:

• Receiving Invoices: DocuWare captures incoming structured invoices, extracts key data fields using intelligent indexing, and routes them for approval—all automatically.

• Issuing Invoices: Outgoing invoices can be generated and formatted to meet specific regional or regulatory requirements, including XML-based structures aligned with EN 16931.

• Audit-Ready Archiving: Every invoice is securely stored in a searchable digital archive, complete with audit trails and access controls to support compliance and tax audits.

• Workflow Automation: With built-in tools for creating digital approval workflows, DocuWare eliminates the need for manual routing, speeds up processing, and reduces the risk of errors.

This comprehensive approach not only ensures compliance with the upcoming EU regulations, but also enhances agility, transparency, and control across finance departments.

What’s New in DocuWare?

DocuWare continues to evolve with the needs of modern businesses. One of the latest innovations is the Beta Workflow Designer—a newly redesigned interface that simplifies the creation of automated document workflows.

This intuitive tool allows users to build, modify, and visualize document processes without complex coding or technical expertise. Whether you’re setting up invoice approvals, contract renewals, or employee onboarding workflows, the Workflow Designer makes it easy to map out steps, assign responsibilities, and set triggers based on document data.

Combined with ongoing enhancements in security, cloud integration, and mobile accessibility, DocuWare remains a trusted partner for digital transformation—whether you’re just starting your journey or optimizing mature processes.

Ready to Future-Proof Your Invoicing?

With the 2030 EU e-invoicing deadline approaching, the time to act is now. Organizations that proactively adapt to structured e-invoicing will not only meet regulatory expectations but also gain operational advantages that extend across their finance and procurement functions.

DocuWare is more than a document management system—it’s a platform that enables compliance, automation, and digital maturity.

Need help making the transition or want to explore more of what DocuWare offers?

Contact your Partner Success Manager or visit ordiginal.com to learn more.