How do you manage the transition and change management from paper to e-invoicing?

La question de la facturation électronique en France a pris un tournant en 2020 avec le projet gouvernemental de mise en oeuvre d'un portail public de facturation centralisant les échanges de factures entre professionnels (B2B) pour notamment réduire la fraude à la TVA. Depuis lors, toutes les réflexions sur la facture électronique doivent prendre en compte ce nouveau paradigme qui va normaliser les échanges, par exemple avec la norme Factur-X (un PDF avec les données de facture au format XML, verrouillé par une signature électronique ou un cachet serveur). Le récent report de la réforme en 2026 incite à la prudence avant de choisir une solution conforme.

Transitioning from paper to e-invoicing involves careful planning. Assess current processes, set clear objectives, and choose a suitable e-invoicing platform. Engage stakeholders early, communicate benefits, and provide training. Ensure audit and compliance with regulations and conduct a small-scale pilot program for feedback. Verify data accuracy for migration and seamless integration with existing systems. Establish a communication plan, address resistance through change champions, and monitor performance with defined KPIs. Emphasize continuous improvement based on feedback and evolving needs for a successful transition.

Evaluate your existing invoicing processes, including the volume of paper invoices, manual handling costs, and regulatory requirements. Identify key stakeholders and understand their needs and concerns regarding the transition to e-invoicing.

Le choix d'une PDP (Plateforme de Dématérialisation Partenaire) en France est à date prématuré. Un certain nombre d'acteurs communiquent sur le développement de leur PDP, dont plusieurs vont participer à la phase pilote avec le gouvernement. Toutefois, aucune plateforme ne sera certifiée avant 2025 voire 2026. Il est recommandé de mettre ce temps à profit pour structurer les processus internes (achats et ventes) afin d'être au clair sur son besoin au moment de choisir. Il faudra également prendre en compte des aspects techniques comme les connexions API des solutions proposées. Enfin, la question de la propriété des données et des prestations assistées ou enrichies par l'intelligence artificielle se posera également.

ERP and e-invoicing both contribute to paperless work and invoice generation, yet they serve distinct roles. ERP is a comprehensive business solution managing various functions, while e-invoicing specializes in electronic invoice processes. ERP integrates data across departments, and its finance module generates invoices. On the other hand, e-invoicing focuses solely on optimizing the invoicing workflow, offering features like real-time tracking and automated reminders. While ERP is broader in scope, e-invoicing provides a specialized, efficient solution for invoicing processes. Businesses often integrate the two for a comprehensive digital strategy.

Select a suitable e-invoicing platform that meets your business requirements, integrates with existing systems, and complies with regulatory standards. Consider factors such as scalability, ease of use, security features, and compatibility with trading partners.

Communicate the benefits of e-invoicing to stakeholders, including employees, suppliers, and customers. Address any concerns or resistance to change by providing training, support, and clear communication about the transition process and its impact on workflows and responsibilities.

Conduct pilot tests or phased rollouts of the e-invoicing system to identify any issues or challenges before full implementation. Monitor key performance indicators such as invoice processing time, error rates, and cost savings to assess the effectiveness of the transition.

Continuously evaluate the transition process and gather feedback from stakeholders to identify areas for improvement. Implement changes as needed to address any issues, optimize workflows, and enhance the user experience with the e-invoicing system.

Stay informed about the latest developments and trends in e-invoicing technology, regulatory requirements, and industry best practices. Regularly update your e-invoicing processes and systems to remain compliant, efficient, and competitive in the evolving business landscape.

By following these steps mentioned above, businesses can effectively manage the transition from paper to e-invoicing, minimize disruption, and maximize the benefits of digitizing their invoicing processes.