If you are at the beginning of your entrepreneurial activity, one of the questions that arises for you is whether digital invoices and online accounting are viable alternatives to traditional forms of creation.
The previous requirements for digital invoices or “electronic invoices” were so high that small companies in particular were hardly able to meet them. Since July 1st, 2011, considerable simplifications have been made for handling digital invoices, which are also reflected in the online accounting sector. We would like to explain to you here what these are and what legal requirements you have to observe.
The digital invoice – saving time and money
Since July 1, 2011, you no longer have to prove the “authenticity of the origin” and the “integrity of the content” in a laborious and expensive manner using a so-called “qualified electronic signature”.
You can send the digital invoice in various ways. A transfer is possible in the following ways:
- as an email with or without a PDF or text attachment
- via computer fax
- via web download
- via email
- as De-Mail
- via the fax server
However, please note (also important for your online accounting!) that the invoice from a computer or standard fax to conventional fax machines is not considered a digital invoice, but rather a paper invoice, as this is important for the form of storage.
The recipient of electronic invoices must meet the legal requirements with regard to input tax deduction. He should therefore agree to the transmission of the digital invoice with regard to archiving and the readability of the electronically transmitted documents.
Approval can also take place here through the “tacit declaration of intent”, i.e. through payment. However, it is better if you get your customer’s written consent in advance.
Your advantages
There is no need to frank or envelop paper invoices. You also save significant time. Filing is no longer necessary and you can access electronically archived invoices much more quickly later. However, all of these advantages do not release you from proper invoicing, which is also important for online accounting.
The legal requirements
You still have to meet the legal requirements listed below when you create the digital invoice.
Must be given:
- The authenticity of origin
- the integrity of the invoice contents
- the readability of the invoice
Furthermore, you must fully meet all legal requirements regarding the fulfillment of sales tax regulations. In terms of legal regulations, it makes no distinction between electronic invoices and invoices in paper format.
As far as online accounting is concerned, digital invoices are posted in the same way as traditional ones. The principles of proper computer-supported online accounting also apply here.
However, due to practical considerations, we always recommend that you separate the digital invoice from the paper invoice in terms of accounts, as this makes it much easier to access the records in the registry!
With the GetMyInvoices tool you have all your invoices clearly arranged in one place.
