E-invoice - why do we still underestimate it?

Service Business

In the era of the Internet and technological development, it is very difficult to constantly run away from the developing e-banking, which is gaining importance in other European countries. Poles, despite the fact that they are more and more likely to become convinced of programs that make it easier for them to run their own business, are still skeptical about such novelties as e-invoice.

In 2013, many improvements were introduced and legal barriers that stood in the way of using tools such as e-invoice were broken. However, the legal changes did not contribute to the drastic abandonment of paper invoices in favor of electronic ones. Where is the problem?

Few companies use electronic tax returns. These are mainly large enterprises, telecommunications operators and energy sellers. Small and medium-sized businesses are lagging behind and are faithful to paper invoices. Fear? Habit? Or maybe something else affects the fact that we did not like e-accounting?

One should ask the interested parties to find out the cause of this situation. A lot of people agree that in private life e-invoice is a perfect solution. It is different in enterprises. Only about 10% of invoices are sent electronically, the rest are still in paper form.Not much, considering that even the company's capital is managed via the Internet, sending money transfers and making transactions with the help of electronic banking. Few of those who were convinced by e-invoicing realized that it is a very big convenience and can bring many benefits.

E-invoice for the uninitiated

Often, reluctance to change results from our ignorance. We are not very well informed and we do not really know what we can actually gain and how the implemented project will function. We cannot blame others for this. It is in our interest to obtain information on a given topic. It is similar with e-invoices, which for some people is a very distant topic.

An e-invoice is just as important as a paper invoice. In the event of a summons to the Tax Office, it may be presented on a data carrier, and it is in the competence of the official to accept it in this form. When sending a paper invoice by post, we are not 100% sure that it will reach a suitably competent person. It passes through many hands and thus it can get lost at any stage.

The documentation stored on the data carrier guarantees security and we can be sure that only those who have been authorized to see it. Such invoices are stored in appropriate internet systems, access to which is protected by a cipher.

You have certainly come across an offer put forward by the bank that allows you to use this type of settlement. They encourage on-line payments, making it possible to pay e-invoices without having to enter the necessary data, such as the recipient's address or account number.

Fear of progress, or the unpopular e-invoice

First of all, we must not let fear dominate us and block our way to many amenities. Many entrepreneurs are concerned that the e-invoice may be illegal. Others fear that the person who comes to us from the tax office will not be so familiar with modern technology that they will not be able to check the documentation that is in electronic form. The entrepreneur is afraid of the related problems. He thinks he will avoid trouble by sticking to the traditional accounting version.

However, it should be remembered that from the moment e-invoices enter into force, each official should be familiar with this form of the document. It is their responsibility to check both paper and electronic invoices. If it has been correctly filled in, the controller has no right to cancel it. Both invoices do not differ from each other except in the form in which they were issued.

Also the issue of security is an argument why still so few companies decide to use e-invoices. Hackers have always been on the Internet and we are exposed to danger every day. When receiving an e-mail with the title "invoice", a red light should turn on. It could be a dangerous virus in the attachment. It's best to only open attachments from sources known to us. This also applies to private individuals, who often "catch the hook" and put themselves in danger online.

E-invoicing helps you save

People who are insufficiently informed about e-invoicing certainly do not know that you can save by switching from paper to electronic invoicing. In the case of small enterprises, this is extremely important and has a large impact on development. We often do not pay attention to expenses such as postage, the purchase of paper and envelopes or the costs of operating devices, claiming that these are penny matters. Nothing could be more wrong. Yes, with one-time shipments it may not seem important and the costs are really low.

However, when we delve into the activities of our company, we will notice that within a month we are able to send several hundred, and in the case of large companies, even several thousand invoices. Let's assume that the average cost of servicing one invoice is PLN 4. How much can you save by sending 100 e-invoices?

Why e-invoice and not a paper invoice?

  • First of all, the aforementioned security. Our documents are not sent by traditional mail, so only we and authorized persons have access to them. It is not possible for them to get lost or damaged on the way. We have everything on the disk. For added security, you can also save invoices to an external drive. This way, no system failure will not affect the loss of important data.

  • We are also not limited as to where the invoice can be paid. We can make the transfer in any location with internet access.

  • We bear up to 70% of the cost less than in the case of a paper invoice. Considering the number of invoices sent within one month, this can be a huge saving. Think how much you can save all year long.

  • Posting is much easier. The e-invoice does not have to be rewritten to workflow systems, which significantly reduces the time and costs associated with them. You can implement automatic amount assignment on ledger accounts. Such a system contributes to even more efficient bookkeeping.

  • We also have easy access to invoices. They are all located in one place, in one system. We have access to them at any time, without the need to look for them in the files of our contractors.