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VAT treatment depends on your specific circumstances, so consult a qualified tax adviser before making decisions based on the rules covered here.",{"type":129,"attrs":130,"content":132},"heading",{"level":131,"textAlign":53},2,[133],{"text":134,"type":58},"Key takeaways",{"type":136,"content":137},"bullet_list",[138,147,155,163,177,191],{"type":139,"content":140},"list_item",[141],{"type":51,"attrs":142,"content":144},{"textAlign":53,"key":143},"p-3",[145],{"text":146,"type":58},"Invoice management covers the full journey of a supplier invoice, from receipt and verification to approval and payment, followed by accounting records.",{"type":139,"content":148},[149],{"type":51,"attrs":150,"content":152},{"textAlign":53,"key":151},"p-4",[153],{"text":154,"type":58},"It sits at the core of accounts payable. Weaknesses surface as late payments and duplicate spend, while also slowing the month-end close.",{"type":139,"content":156},[157],{"type":51,"attrs":158,"content":160},{"textAlign":53,"key":159},"p-5",[161],{"text":162,"type":58},"European e-invoicing mandates are turning structured, automated invoice handling into a legal requirement rather than simply an efficiency choice.",{"type":139,"content":164},[165],{"type":51,"attrs":166,"content":168},{"textAlign":53,"key":167},"p-6",[169,175],{"text":170,"type":58,"marks":171},"Automated invoice processing",[172],{"type":116,"attrs":173},{"href":174,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/blog/automated-invoice-processing/",{"text":176,"type":58}," cuts cost per invoice, shortens cycle times, and removes whole categories of keying errors.",{"type":139,"content":178},[179],{"type":51,"attrs":180,"content":182},{"textAlign":53,"key":181},"p-7",[183,189],{"text":184,"type":58,"marks":185},"Invoice processing platforms",[186],{"type":116,"attrs":187},{"href":188,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/use-cases/invoice-processing/",{"text":190,"type":58}," differ most by geography, accounting integrations, compliance certification, and pricing model.",{"type":139,"content":192},[193],{"type":51,"attrs":194,"content":196},{"textAlign":53,"key":195},"p-8",[197],{"text":198,"type":58},"The biggest gains come when invoice work runs alongside all other company spend, including cards and budgets.",{"type":129,"attrs":200,"content":201},{"level":131,"textAlign":53},[202],{"text":203,"type":58},"What is invoice management?",{"type":51,"attrs":205,"content":207},{"textAlign":53,"key":206},"p-9",[208],{"text":209,"type":58},"Invoice management is the process of:",{"type":211,"attrs":212,"content":215},"ordered_list",{"order":213,"key":214},1,"ol-0",[216,224,232,240,254],{"type":139,"content":217},[218],{"type":51,"attrs":219,"content":221},{"textAlign":53,"key":220},"p-10",[222],{"text":223,"type":58},"Receiving supplier invoices.",{"type":139,"content":225},[226],{"type":51,"attrs":227,"content":229},{"textAlign":53,"key":228},"p-11",[230],{"text":231,"type":58},"Capturing invoice data.",{"type":139,"content":233},[234],{"type":51,"attrs":235,"content":237},{"textAlign":53,"key":236},"p-12",[238],{"text":239,"type":58},"Verifying and approving invoices.",{"type":139,"content":241},[242],{"type":51,"attrs":243,"content":245},{"textAlign":53,"key":244},"p-13",[246,252],{"text":247,"type":58,"marks":248},"Paying suppliers",[249],{"type":116,"attrs":250},{"href":251,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/blog/supplier-invoices/",{"text":253,"type":58},".",{"type":139,"content":255},[256],{"type":51,"attrs":257,"content":259},{"textAlign":53,"key":258},"p-14",[260],{"text":261,"type":58},"Recording each transaction for accounting and audit purposes.",{"type":51,"attrs":263,"content":265},{"textAlign":53,"key":264},"p-15",[266],{"text":267,"type":58},"Done manually, it is one of the most expensive routine processes in finance.",{"type":51,"attrs":269,"content":271},{"textAlign":53,"key":270},"p-16",[272],{"text":273,"type":58},"For a team handling 400 invoices a month, the $9.84 benchmark implies close to $4,000 in monthly processing costs. A cycle time of more than a week also means suppliers may chase payment status, early-payment discounts may be missed, and liabilities may only become visible once someone keys them into the system.",{"type":51,"attrs":275,"content":277},{"textAlign":53,"key":276},"p-17",[278],{"text":279,"type":58},"Good invoice management produces the opposite result. It gives the business an accurate, current picture of what it owes and helps payments arrive on time. It also creates a record that an auditor can trace without anyone having to reconstruct it.",{"type":129,"attrs":281,"content":283},{"level":282,"textAlign":53},3,[284],{"text":285,"type":58},"Invoices and accounts payable",{"type":51,"attrs":287,"content":289},{"textAlign":53,"key":288},"p-18",[290,292,298],{"text":291,"type":58},"An invoice is a supplier’s request for payment. ",{"text":293,"type":58,"marks":294},"Accounts payable",[295],{"type":116,"attrs":296},{"href":297,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/en/accounts-payable-software/",{"text":299,"type":58}," is the ledger of everything the business owes as a result.",{"type":51,"attrs":301,"content":303},{"textAlign":53,"key":302},"p-19",[304,306,312,314,320],{"text":305,"type":58},"Invoice management is the operational core of the ",{"text":307,"type":58,"marks":308},"accounts payable process",[309],{"type":116,"attrs":310},{"href":311,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/blog/accounts-payable-process/",{"text":313,"type":58},". It captures and matches invoices, routes them for approval and payment, and supports ",{"text":315,"type":58,"marks":316},"reconciliation",[317],{"type":116,"attrs":318},{"href":319,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/blog/invoice-reconciliation/",{"text":253,"type":58},{"type":51,"attrs":322,"content":324},{"textAlign":53,"key":323},"p-20",[325],{"text":326,"type":58},"Choose AP automation for supplier invoices your business receives. Invoicing tools that generate bills for customers serve the accounts receivable workflow.",{"type":51,"attrs":328,"content":330},{"textAlign":53,"key":329},"p-21",[331],{"text":332,"type":58},"This guide covers the payables side, where the same invoice data also feeds VAT returns and statutory records. That is why tax authorities increasingly regulate how finance teams handle invoices.",{"type":129,"attrs":334,"content":335},{"level":131,"textAlign":53},[336],{"text":337,"type":58},"How the invoice management process has changed",{"type":51,"attrs":339,"content":340},{"textAlign":53,"key":54},[341],{"text":342,"type":58},"European tax authorities have turned invoice handling from an internal efficiency question into a compliance obligation.",{"type":51,"attrs":344,"content":345},{"textAlign":53,"key":108},[346],{"text":347,"type":58},"European lawmakers are phasing out manual processes built around keying invoices into accounting systems and filing original documents. Requirements are being introduced country by country.",{"type":129,"attrs":349,"content":350},{"level":282,"textAlign":53},[351],{"text":352,"type":58},"Germany",{"type":51,"attrs":354,"content":355},{"textAlign":53,"key":124},[356],{"text":357,"type":58},"German law has required all domestic businesses to be able to receive structured e-invoices since 1 January 2025. Issuance obligations are phasing in fully by 2028.",{"type":129,"attrs":359,"content":360},{"level":282,"textAlign":53},[361],{"text":362,"type":58},"Belgium",{"type":51,"attrs":364,"content":365},{"textAlign":53,"key":143},[366],{"text":367,"type":58},"Belgian VAT-registered companies have had to exchange structured B2B e-invoices via the Peppol network since 1 January 2026.",{"type":129,"attrs":369,"content":370},{"level":282,"textAlign":53},[371],{"text":372,"type":58},"France",{"type":51,"attrs":374,"content":375},{"textAlign":53,"key":151},[376],{"text":377,"type":58},"All companies must be able to receive e-invoices from 1 September 2026. Large and mid-sized companies must also issue e-invoices electronically, with SMEs following from September 2027.",{"type":129,"attrs":379,"content":380},{"level":282,"textAlign":53},[381],{"text":382,"type":58},"EU-wide requirements",{"type":51,"attrs":384,"content":385},{"textAlign":53,"key":159},[386,388,394],{"text":387,"type":58},"Under the ",{"text":389,"type":58,"marks":390},"VAT in the Digital Age directive",[391],{"type":116,"attrs":392},{"href":393,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://taxation-customs.ec.europa.eu/taxation/vat/vat-digital-age-vida",{"text":395,"type":58},", Council Directive (EU) 2025/516, adopted by the Council on 11 March 2025, the definition of “electronic invoice” within e-invoicing rules narrows from 1 January 2027.",{"type":51,"attrs":397,"content":398},{"textAlign":53,"key":167},[399],{"text":400,"type":58},"The definition will focus on structured formats that allow automated processing. A simple PDF will no longer qualify as an e-invoice for those purposes, although it may remain a valid invoice in other contexts.",{"type":51,"attrs":402,"content":403},{"textAlign":53,"key":181},[404],{"text":405,"type":58},"Separately:",{"type":136,"content":407},[408,415],{"type":139,"content":409},[410],{"type":51,"attrs":411,"content":412},{"textAlign":53,"key":195},[413],{"text":414,"type":58},"Mandatory cross-border B2B e-invoicing and Digital Reporting Requirements for intra-EU B2B transactions apply from 1 July 2030.",{"type":139,"content":416},[417],{"type":51,"attrs":418,"content":419},{"textAlign":53,"key":206},[420],{"text":421,"type":58},"Member States must transpose the directive by 31 December 2026.",{"type":129,"attrs":423,"content":424},{"level":282,"textAlign":53},[425],{"text":426,"type":58},"United Kingdom",{"type":51,"attrs":428,"content":429},{"textAlign":53,"key":220},[430,432,438],{"text":431,"type":58},"The ",{"text":433,"type":58,"marks":434},"UK government’s consultation response",[435],{"type":116,"attrs":436},{"href":437,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.gov.uk/government/consultations/promoting-electronic-invoicing-across-uk-businesses-and-the-public-sector/outcome/promoting-electronic-invoicing-across-uk-businesses-and-the-public-sector-consultation-response",{"text":439,"type":58},", published on 26 November 2025, confirmed that:",{"type":441,"content":442},"blockquote",[443],{"type":51,"attrs":444,"content":445},{"textAlign":53,"key":228},[446],{"text":447,"type":58},"“The UK will introduce mandatory e-invoicing for all VAT invoices from 2029.”",{"type":51,"attrs":449,"content":450},{"textAlign":53,"key":236},[451],{"text":452,"type":58},"A roadmap is due at Budget 2026.",{"type":51,"attrs":454,"content":455},{"textAlign":53,"key":244},[456,458,464],{"text":457,"type":58},"The rules for receiving and ",{"text":459,"type":58,"marks":460},"submitting e-invoices",[461],{"type":116,"attrs":462},{"href":463,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/blog/e-invoicing-regulations/",{"text":465,"type":58}," differ by country. European rules increasingly favour structured invoice data, but exchange channels and reporting duties vary by jurisdiction.",{"type":51,"attrs":467,"content":468},{"textAlign":53,"key":258},[469,471,477],{"text":470,"type":58},"Most businesses are not ready. Only 29% of UK SMEs used e-invoicing at all in early 2025, according to ",{"text":472,"type":58,"marks":473},"HMRC-commissioned research",[474],{"type":116,"attrs":475},{"href":476,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.gov.uk/government/publications/electronic-invoicing-sme-usage-and-attitudes/electronic-invoicing-quantitative-research-into-small-and-medium-sized-enterprises-usage-and-attitudes",{"text":478,"type":58}," among 800 firms.",{"type":51,"attrs":480,"content":481},{"textAlign":53,"key":264},[482],{"text":483,"type":58},"That leaves roughly four years for the majority to change how every supplier invoice enters the business.",{"type":129,"attrs":485,"content":486},{"level":282,"textAlign":53},[487],{"text":488,"type":58},"How the invoicing process should look today",{"type":51,"attrs":490,"content":491},{"textAlign":53,"key":270},[492,494,500],{"text":493,"type":58},"A modern ",{"text":495,"type":58,"marks":496},"invoice processing",[497],{"type":116,"attrs":498},{"href":499,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/en/use-cases/invoice-processing",{"text":501,"type":58}," workflow reserves manual keying for exceptions.",{"type":51,"attrs":503,"content":504},{"textAlign":53,"key":276},[505],{"text":506,"type":58},"In practical terms, the sequence looks like this:",{"type":129,"attrs":508,"content":510},{"level":509,"textAlign":53},4,[511],{"text":512,"type":58},"1. Capture",{"type":51,"attrs":514,"content":515},{"textAlign":53,"key":288},[516],{"text":517,"type":58},"Invoices arrive in one place. Suppliers may forward them by email or upload them, while structured e-invoices arrive through a network such as Peppol.",{"type":51,"attrs":519,"content":520},{"textAlign":53,"key":302},[521],{"text":522,"type":58},"Optical character recognition (OCR), or the structured format itself, extracts supplier and amount data. It also captures VAT lines, allowing the accountant to review fields rather than type them manually.",{"type":129,"attrs":524,"content":525},{"level":509,"textAlign":53},[526],{"text":527,"type":58},"2. Duplicate check",{"type":51,"attrs":529,"content":530},{"textAlign":53,"key":323},[531],{"text":532,"type":58},"The system flags a possible duplicate at intake, before payment, rather than during reconciliation weeks later.",{"type":129,"attrs":534,"content":535},{"level":509,"textAlign":53},[536],{"text":537,"type":58},"3. Matching",{"type":51,"attrs":539,"content":540},{"textAlign":53,"key":329},[541],{"text":542,"type":58},"The system checks the invoice against the purchase order and, for physical goods, the goods received note.",{"type":51,"attrs":544,"content":546},{"textAlign":53,"key":545},"p-22",[547],{"text":548,"type":58},"Discrepancies in price or quantity surface before anyone approves the invoice.",{"type":129,"attrs":550,"content":551},{"level":509,"textAlign":53},[552],{"text":553,"type":58},"4. Approval",{"type":51,"attrs":555,"content":557},{"textAlign":53,"key":556},"p-23",[558],{"text":559,"type":58},"Requests route automatically based on amount and department. Supplier rules can also determine the approver, who sees the budget context behind the decision.",{"type":129,"attrs":561,"content":562},{"level":509,"textAlign":53},[563],{"text":564,"type":58},"5. 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Under ",{"text":589,"type":58,"marks":590},"Making Tax Digital",[591],{"type":116,"attrs":592},{"href":593,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.gov.uk/government/publications/vat-notice-70022-making-tax-digital-for-vat/vat-notice-70022-making-tax-digital-for-vat",{"text":595,"type":58},", transfers of VAT data between software must be digital links. 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The vendor notes that low-volume teams may not be a good fit.",{"type":51,"attrs":1309,"content":1311},{"textAlign":53,"key":1310},"p-108",[1312],{"text":1313,"type":58},"European buyers should confirm ERP compatibility and regional coverage directly.",{"type":51,"attrs":1315,"content":1317},{"textAlign":53,"key":1316},"p-109",[1318,1321],{"text":1214,"type":58,"marks":1319},[1320],{"type":849},{"text":1322,"type":58}," US mid-market organisations processing high invoice volumes on North American accounting systems.",{"type":129,"attrs":1324,"content":1325},{"level":282,"textAlign":53},[1326],{"text":967,"type":58},{"type":51,"attrs":1328,"content":1330},{"textAlign":53,"key":1329},"p-110",[1331],{"text":1332,"type":58},"Bill.com is the only platform of the four with published pricing:",{"type":793,"content":1334},[1335,1355,1375,1395,1415],{"type":796,"content":1336},[1337,1346],{"type":799,"attrs":1338,"content":1339},{"colspan":213,"rowspan":213,"colwidth":53},[1340],{"type":51,"attrs":1341,"content":1343},{"textAlign":53,"key":1342},"p-111",[1344],{"text":1345,"type":58},"Plan",{"type":799,"attrs":1347,"content":1348},{"colspan":213,"rowspan":213,"colwidth":53},[1349],{"type":51,"attrs":1350,"content":1352},{"textAlign":53,"key":1351},"p-112",[1353],{"text":1354,"type":58},"Monthly price per user",{"type":796,"content":1356},[1357,1366],{"type":838,"attrs":1358,"content":1359},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1360],{"type":51,"attrs":1361,"content":1363},{"textAlign":53,"key":1362},"p-113",[1364],{"text":1365,"type":58},"Essentials",{"type":838,"attrs":1367,"content":1368},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1369],{"type":51,"attrs":1370,"content":1372},{"textAlign":53,"key":1371},"p-114",[1373],{"text":1374,"type":58},"$49",{"type":796,"content":1376},[1377,1386],{"type":838,"attrs":1378,"content":1379},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1380],{"type":51,"attrs":1381,"content":1383},{"textAlign":53,"key":1382},"p-115",[1384],{"text":1385,"type":58},"Team",{"type":838,"attrs":1387,"content":1388},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1389],{"type":51,"attrs":1390,"content":1392},{"textAlign":53,"key":1391},"p-116",[1393],{"text":1394,"type":58},"$65",{"type":796,"content":1396},[1397,1406],{"type":838,"attrs":1398,"content":1399},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1400],{"type":51,"attrs":1401,"content":1403},{"textAlign":53,"key":1402},"p-117",[1404],{"text":1405,"type":58},"Corporate",{"type":838,"attrs":1407,"content":1408},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1409],{"type":51,"attrs":1410,"content":1412},{"textAlign":53,"key":1411},"p-118",[1413],{"text":1414,"type":58},"$89",{"type":796,"content":1416},[1417,1426],{"type":838,"attrs":1418,"content":1419},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1420],{"type":51,"attrs":1421,"content":1423},{"textAlign":53,"key":1422},"p-119",[1424],{"text":1425,"type":58},"Enterprise",{"type":838,"attrs":1427,"content":1428},{"colspan":213,"rowspan":213,"colwidth":53,"backgroundColor":53},[1429],{"type":51,"attrs":1430,"content":1432},{"textAlign":53,"key":1431},"p-120",[1433],{"text":1434,"type":58},"Custom pricing",{"type":51,"attrs":1436,"content":1438},{"textAlign":53,"key":1437},"p-121",[1439],{"text":1440,"type":58},"Transaction fees apply on top per payment. 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Enterprise extends to NetSuite, Sage Intacct, Microsoft Dynamics, and Acumatica.",{"type":51,"attrs":1474,"content":1476},{"textAlign":53,"key":1475},"p-126",[1477],{"text":1478,"type":58},"The accounts payable workflow covers:",{"type":136,"content":1480},[1481,1489,1497,1505,1513,1521],{"type":139,"content":1482},[1483],{"type":51,"attrs":1484,"content":1486},{"textAlign":53,"key":1485},"p-127",[1487],{"text":1488,"type":58},"A dedicated intake email address.",{"type":139,"content":1490},[1491],{"type":51,"attrs":1492,"content":1494},{"textAlign":53,"key":1493},"p-128",[1495],{"text":1496,"type":58},"OCR-based coding through the BILL Invoice Coding Agent.",{"type":139,"content":1498},[1499],{"type":51,"attrs":1500,"content":1502},{"textAlign":53,"key":1501},"p-129",[1503],{"text":1504,"type":58},"Two-way and three-way matching.",{"type":139,"content":1506},[1507],{"type":51,"attrs":1508,"content":1510},{"textAlign":53,"key":1509},"p-130",[1511],{"text":1512,"type":58},"Duplicate flagging.",{"type":139,"content":1514},[1515],{"type":51,"attrs":1516,"content":1518},{"textAlign":53,"key":1517},"p-131",[1519],{"text":1520,"type":58},"Customisable approval routing.",{"type":139,"content":1522},[1523],{"type":51,"attrs":1524,"content":1526},{"textAlign":53,"key":1525},"p-132",[1527],{"text":1528,"type":58},"A payment network of more than 8 million vendors.",{"type":51,"attrs":1530,"content":1532},{"textAlign":53,"key":1531},"p-133",[1533],{"text":1534,"type":58},"The vendor reports 99% field-capture accuracy.",{"type":51,"attrs":1536,"content":1538},{"textAlign":53,"key":1537},"p-134",[1539],{"text":1540,"type":58},"Pricing is in USD and the platform primarily serves the US market. European teams should verify local payment methods, VAT handling, and ERP compatibility before shortlisting.",{"type":51,"attrs":1542,"content":1544},{"textAlign":53,"key":1543},"p-135",[1545,1548],{"text":1214,"type":58,"marks":1546},[1547],{"type":849},{"text":1549,"type":58}," Smaller US businesses on QuickBooks or Xero that want transparent list pricing and a large domestic payment network.",{"type":129,"attrs":1551,"content":1552},{"level":131,"textAlign":53},[1553],{"text":1554,"type":58},"Move beyond tedious invoice management",{"type":51,"attrs":1556,"content":1558},{"textAlign":53,"key":1557},"p-136",[1559],{"text":1560,"type":58},"Ardent Partners’ survey found a performance gap between the average accounts payable team and the top-performing cohort, alongside differing levels of manual work across the invoice journey.",{"type":51,"attrs":1562,"content":1564},{"textAlign":53,"key":1563},"p-137",[1565],{"text":1566,"type":58},"The teams paying a fraction of the average cost per invoice got there by moving capture and matching out of inboxes and spreadsheets. They also moved approval into automated workflows.",{"type":51,"attrs":1568,"content":1570},{"textAlign":53,"key":1569},"p-138",[1571],{"text":1572,"type":58},"Germany, Belgium, and France now have mandates in force, and the UK government has confirmed its timetable. Structured invoice handling therefore has a deadline, whether or not efficiency was the original motivation.",{"type":51,"attrs":1574,"content":1576},{"textAlign":53,"key":1575},"p-139",[1577],{"text":1578,"type":58},"The sensible next step is to look at your own numbers:",{"type":136,"content":1580},[1581,1589,1597,1605,1613],{"type":139,"content":1582},[1583],{"type":51,"attrs":1584,"content":1586},{"textAlign":53,"key":1585},"p-140",[1587],{"text":1588,"type":58},"What does an invoice cost your team today?",{"type":139,"content":1590},[1591],{"type":51,"attrs":1592,"content":1594},{"textAlign":53,"key":1593},"p-141",[1595],{"text":1596,"type":58},"How long does it wait for approval?",{"type":139,"content":1598},[1599],{"type":51,"attrs":1600,"content":1602},{"textAlign":53,"key":1601},"p-142",[1603],{"text":1604,"type":58},"How much of the queue do your accountants key by hand?",{"type":139,"content":1606},[1607],{"type":51,"attrs":1608,"content":1610},{"textAlign":53,"key":1609},"p-143",[1611],{"text":1612,"type":58},"How many invoices require manual intervention?",{"type":139,"content":1614},[1615],{"type":51,"attrs":1616,"content":1618},{"textAlign":53,"key":1617},"p-144",[1619],{"text":1620,"type":58},"How often do duplicate or mismatched invoices reach payment?",{"type":51,"attrs":1622,"content":1624},{"textAlign":53,"key":1623},"p-145",[1625,1627,1633],{"text":1626,"type":58},"If the AP queue is the bottleneck in your close, learn how ",{"text":1628,"type":58,"marks":1629},"Spendesk approaches invoice management",[1630],{"type":116,"attrs":1631},{"href":1632,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.spendesk.com/platform/invoice-management/",{"text":1634,"type":58},", connecting invoice capture, approval, matching, payment, and tracking so the team can focus on exceptions.",{"type":129,"attrs":1636,"content":1637},{"level":131,"textAlign":53},[1638],{"text":1639,"type":58},"Frequently asked questions about invoice management",{"type":51,"attrs":1641,"content":1643},{"textAlign":53,"key":1642},"p-146",[1644],{"text":1645,"type":58},"A few practical questions come up when finance teams review their invoice workflow.",{"type":129,"attrs":1647,"content":1648},{"level":282,"textAlign":53},[1649],{"text":1650,"type":58},"How long do businesses need to keep invoices?",{"type":51,"attrs":1652,"content":1654},{"textAlign":53,"key":1653},"p-147",[1655,1656,1662],{"text":431,"type":58},{"text":1657,"type":58,"marks":1658},"HMRC VAT Notice 700/21",[1659],{"type":116,"attrs":1660},{"href":1661,"uuid":53,"anchor":53,"target":119,"linktype":35},"https://www.gov.uk/guidance/record-keeping-for-vat-notice-70021",{"text":1663,"type":58}," generally requires UK businesses to keep VAT records, including invoices, for at least six years.",{"type":51,"attrs":1665,"content":1667},{"textAlign":53,"key":1666},"p-148",[1668],{"text":1669,"type":58},"Germany requires eight years under its VAT law. There is no single EU-wide retention period, as each Member State sets its own requirements.",{"type":51,"attrs":1671,"content":1673},{"textAlign":53,"key":1672},"p-149",[1674],{"text":1675,"type":58},"A business operating in several countries should set its retention policy to the longest applicable period.",{"type":129,"attrs":1677,"content":1678},{"level":282,"textAlign":53},[1679],{"text":1680,"type":58},"What is the difference between two-way and three-way matching?",{"type":51,"attrs":1682,"content":1684},{"textAlign":53,"key":1683},"p-150",[1685],{"text":1686,"type":58},"Two-way matching compares the invoice against the purchase order.",{"type":51,"attrs":1688,"content":1690},{"textAlign":53,"key":1689},"p-151",[1691],{"text":1692,"type":58},"Three-way matching adds the goods received note, which confirms delivery.",{"type":51,"attrs":1694,"content":1696},{"textAlign":53,"key":1695},"p-152",[1697],{"text":1698,"type":58},"Three-way matching provides stronger assurance for physical goods, where quantity and delivery disputes are common. Two-way matching is often sufficient for services with no delivery document.",{"type":129,"attrs":1700,"content":1701},{"level":282,"textAlign":53},[1702],{"text":1703,"type":58},"Does a PDF invoice count as an e-invoice?",{"type":51,"attrs":1705,"content":1707},{"textAlign":53,"key":1706},"p-153",[1708],{"text":1709,"type":58},"Currently, under EU VAT rules, a PDF can count as an electronic invoice. Article 217 of the VAT Directive defines an electronic invoice as one issued and received in any electronic format, and a plain PDF satisfies that definition.",{"type":51,"attrs":1711,"content":1713},{"textAlign":53,"key":1712},"p-154",[1714],{"text":1715,"type":58},"That position changes in scope from 1 January 2027, when the European Commission’s VAT in the Digital Age directive, Council Directive (EU) 2025/516, narrows the definition of “electronic invoice” to invoices issued, transmitted, and received in a structured electronic format that allows automated and electronic processing.",{"type":51,"attrs":1717,"content":1719},{"textAlign":53,"key":1718},"p-155",[1720],{"text":1721,"type":58},"Where structured e-invoicing mandates apply, a plain PDF will no longer meet that definition and will not satisfy the requirement.",{"type":51,"attrs":1723,"content":1725},{"textAlign":53,"key":1724},"p-156",[1726],{"text":1727,"type":58},"Germany’s E-Rechnung rules already reflect this stricter approach, excluding plain PDFs in favour of structured formats such as XRechnung and ZUGFeRD from version 2.0.1.",{"type":51,"attrs":1729,"content":1731},{"textAlign":53,"key":1730},"p-157",[1732],{"text":1733,"type":58},"A PDF will remain a valid invoice in many contexts. What changes is whether it fulfils a structured e-invoicing obligation, not its general validity as an invoice.",{"type":129,"attrs":1735,"content":1736},{"level":282,"textAlign":53},[1737],{"text":1738,"type":58},"What is an invoice exception?",{"type":51,"attrs":1740,"content":1742},{"textAlign":53,"key":1741},"p-158",[1743],{"text":1744,"type":58},"An invoice exception is any invoice that fails an automated check and needs manual intervention.",{"type":51,"attrs":1746,"content":1748},{"textAlign":53,"key":1747},"p-159",[1749],{"text":1750,"type":58},"Examples include:",{"type":136,"content":1752},[1753,1761,1769,1777,1785],{"type":139,"content":1754},[1755],{"type":51,"attrs":1756,"content":1758},{"textAlign":53,"key":1757},"p-160",[1759],{"text":1760,"type":58},"A price mismatch against the purchase order.",{"type":139,"content":1762},[1763],{"type":51,"attrs":1764,"content":1766},{"textAlign":53,"key":1765},"p-161",[1767],{"text":1768,"type":58},"A quantity mismatch.",{"type":139,"content":1770},[1771],{"type":51,"attrs":1772,"content":1774},{"textAlign":53,"key":1773},"p-162",[1775],{"text":1776,"type":58},"A missing goods received note.",{"type":139,"content":1778},[1779],{"type":51,"attrs":1780,"content":1782},{"textAlign":53,"key":1781},"p-163",[1783],{"text":1784,"type":58},"An unrecognised supplier.",{"type":139,"content":1786},[1787],{"type":51,"attrs":1788,"content":1790},{"textAlign":53,"key":1789},"p-164",[1791],{"text":1792,"type":58},"Incomplete VAT data.",{"type":51,"attrs":1794,"content":1796},{"textAlign":53,"key":1795},"p-165",[1797],{"text":1798,"type":58},"Exceptions drive much of the cost and delay in accounts payable.",{"type":51,"attrs":1800,"content":1802},{"textAlign":53,"key":1801},"p-166",[1803],{"text":1804,"type":58},"The Ardent Partners survey cited earlier measured an average exception rate of 18.4% in 2025. 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