E-invoicing is here: What you need to know in 2025

E-invoicing is no longer just a nice-to-have: it’s fast becoming a legal requirement across Europe. For businesses that aren’t prepared, this could mean compliance headaches, fines and inefficiencies that slow down your finance team.

But there’s good news: e-invoicing isn’t just about avoiding penalties. It can help you automate invoice processing, reduce errors, improve cash flow visibility and save many hours of manual work.

Whether you’ve already downloaded The CFO’s Playbook for 2024 or are just starting to explore the topic, this guide will unpack everything you need to know about the upcoming e-invoicing regulations.

We’ll cover what e-invoicing is, why it matters, and how your business can stay compliant – country by country – so you can stay ahead of the curve.

Note: Amendments to regulations are still under discussion in several markets. This blog will be updated as new information becomes available.

Key takeaways:

• E-invoicing is becoming a legal requirement across Europe, and deadlines vary by country. Businesses need to act now to avoid compliance risks.
• Compliance brings efficiency. Beyond avoiding fines, e-invoicing helps automate processes, reduce errors and improve cash flow visibility.
• Preparation is critical. Audit your current workflows, choose compliant software, train your team and run tests before deadlines.
• Stay informed about updates in each market, and plan early so you’re ready for any deadlines relevant to your market.

What’s e-invoicing all about?

E-invoices (electronic invoices) are simply digital versions of traditional invoices – but just digitising your process isn’t enough to comply with EU regulations.

The move towards e-invoicing aims to recover more than €11 billion in VAT per year by reducing paper-based records, promoting digital signatures and preventing tax evasion and fraud.

It’s safe to say most businesses are embracing digital transformation. Yet we still hear stories of finance teams who print out and handle practical paper copies of invoices, risking data leaks, duplicate work and information bottlenecks.

E-invoicing rules are a bid to make businesses more efficient – and their data more accurate. And of course, there’s the need to be compliant with the laws already in place or shortly on the way.

Regulations are already in place across much of mainland Europe, but the exact details vary. Keep reading to find out how your business will be impacted and what steps to take to stay compliant.

Different markets, different rules

E-invoicing regulations vary from market to market. Find your country from the list below to learn how you’ll be impacted by the new regulations. For a quick overview, you can also check out the table at the bottom of this section.

UK

E-invoicing laws are not mandatory yet. However, with regulations rolling out across Europe, it’s a good idea to start future-proofing your tech stack and invoicing processes. Early adoption can help your team stay ahead and make compliance easier when rules do arrive.

For more information about invoice management – including how Pleo can help you automate the process – check out: Invoice management: The ultimate guide

France

France has moved forward with its mandatory B2B e-invoicing and e-reporting requirements. Large enterprises must be able to issue and receive e-invoices starting 1 July 2025, following approval by the Senate and pending final confirmation from the National Assembly. Medium-sized companies will follow by 1 September 2026, and smaller businesses by 1 September 2027. If the 1 July 2025 start date is enforced, large enterprises will need to act fast to comply.

Spain

The Crea y Crece Law, approved in September 2022, requires companies and self-employed workers to use e-invoicing. The rollout is phased: companies with an annual turnover of more than €8 million must comply within one year, whilst smaller companies have a two-year window.

Germany

Germany is making e-invoicing mandatory in the B2B sector starting January 2025. EN-compliant invoices will gradually become the default, with non-compliant invoices accepted temporarily. Full adoption is expected between 2026 and 2028. Businesses should ensure their systems can issue and receive EN-compliant invoices.

Denmark

E-invoicing has been mandatory in Denmark since 2022 under the new Bookkeeping Act. All companies must use Digital Bookkeeping Systems (DBS) that meet government standards. Companies should check that their accounting software is compliant.

Sweden

Whilst Sweden has not yet set a mandatory timeline for e-invoicing, the benefits are clear, and there have been formal requests to consider mandatory B2B and G2B e-invoicing. Companies should keep an eye on developments and consider early adoption to improve efficiency.

Netherlands

There are no mandatory rules for e-invoicing yet. However, the country has introduced e-orders via PEPPOL, signaling a move toward digitising procurement workflows. Businesses should stay informed in case mandatory e-invoicing is introduced in the future.

Quick reference table

Country	Status	Key deadlines	Who’s impacted
UK	Not mandatory	N/A	All businesses
France	Mandatory phased rollout	Large: 1 July 2025 Medium: 1 September 2026 Small: 1 September 2027	All businesses
Spain	Approved 2022	Phase 1: 1 year for >€8M turnover Phase 2: 2 years for others	Companies and self-employed
Germany	Mandatory B2B since January 2025	Full adoption 2026–2028	B2B companies
Denmark	Mandatory since 2022	Already in effect	All companies
Sweden	Not mandatory	N/A	All businesses
Netherlands	Not mandatory	N/A	All businesses

How to prepare your business for e-invoicing

Compliance with e-invoicing regulations doesn’t have to be overwhelming. By following these steps, your business can stay ahead of deadlines, reduce errors and take full advantage of digital invoicing benefits:

1. Audit your current invoicing process: Identify how invoices are issued, received and processed today. Note any manual steps or inefficiencies that could cause delays or errors.
2. Choose an accredited e-invoicing platform: Ensure your software is compliant with local regulations. Check that your ERP accounting system integrates smoothly with the platform.
3. Map internal workflows and responsibilities: Define who will issue, approve and archive invoices. Update policies to reflect digital processes and ensure everyone is on the same page.
4. Train your finance team: Make sure staff understand how to issue and process e-invoices correctly. Run a few test transactions before going live to catch issues early.
5. Monitor local regulations and deadlines: E-invoicing rules are evolving, so stay informed via official tax authorities or industry updates. Adjust your processes promptly if any deadlines or requirements change.
6. Start early: Don’t wait until the last minute – especially if your business is in a country with imminent deadlines. Early adoption reduces risk and gives your team time to resolve technical or operational challenges.

Pro tip: Treat e-invoicing as more than compliance – it’s an opportunity to streamline your finance operations, reduce errors and improve cash flow visibility.

Final thoughts

E-invoicing represents both a regulatory necessity and an opportunity for finance teams to modernise operations. Whilst the rules may seem complex, taking a structured approach – auditing current processes, adopting compliant technology, training teams and monitoring changes – makes compliance manageable and positions your business to benefit from faster, more accurate invoice processing.

Start early, stay informed and treat e-invoicing as more than a legal requirement. With the right preparation, your finance team can turn compliance into a strategic advantage, improving efficiency, accuracy and cash flow visibility across the business.