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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":138,"attrs":139,"content":141},"heading",{"level":140,"textAlign":53},2,[142],{"text":143,"type":58},"Key takeaways",{"type":145,"content":146},"bullet_list",[147,156,164,172,186,200],{"type":148,"content":149},"list_item",[150],{"type":51,"attrs":151,"content":153},{"textAlign":53,"key":152},"p-3",[154],{"text":155,"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":148,"content":157},[158],{"type":51,"attrs":159,"content":161},{"textAlign":53,"key":160},"p-4",[162],{"text":163,"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":148,"content":165},[166],{"type":51,"attrs":167,"content":169},{"textAlign":53,"key":168},"p-5",[170],{"text":171,"type":58},"European e-invoicing mandates are turning structured, automated invoice handling into a legal requirement rather than simply an efficiency choice.",{"type":148,"content":173},[174],{"type":51,"attrs":175,"content":177},{"textAlign":53,"key":176},"p-6",[178,184],{"text":179,"type":58,"marks":180},"Automated invoice processing",[181],{"type":125,"attrs":182},{"href":183,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://www.spendesk.com/blog/automated-invoice-processing/",{"text":185,"type":58}," cuts cost per invoice, shortens cycle times, and removes whole categories of keying errors.",{"type":148,"content":187},[188],{"type":51,"attrs":189,"content":191},{"textAlign":53,"key":190},"p-7",[192,198],{"text":193,"type":58,"marks":194},"Invoice processing platforms",[195],{"type":125,"attrs":196},{"href":197,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://www.spendesk.com/use-cases/invoice-processing/",{"text":199,"type":58}," differ most by geography, accounting integrations, compliance certification, and pricing model.",{"type":148,"content":201},[202],{"type":51,"attrs":203,"content":205},{"textAlign":53,"key":204},"p-8",[206],{"text":207,"type":58},"The biggest gains come when invoice work runs alongside all other company spend, including cards and budgets.",{"type":138,"attrs":209,"content":210},{"level":140,"textAlign":53},[211],{"text":212,"type":58},"What is invoice management?",{"type":51,"attrs":214,"content":216},{"textAlign":53,"key":215},"p-9",[217],{"text":218,"type":58},"Invoice management is the process of:",{"type":220,"attrs":221,"content":224},"ordered_list",{"order":222,"key":223},1,"ol-0",[225,233,241,249,263],{"type":148,"content":226},[227],{"type":51,"attrs":228,"content":230},{"textAlign":53,"key":229},"p-10",[231],{"text":232,"type":58},"Receiving supplier invoices.",{"type":148,"content":234},[235],{"type":51,"attrs":236,"content":238},{"textAlign":53,"key":237},"p-11",[239],{"text":240,"type":58},"Capturing invoice data.",{"type":148,"content":242},[243],{"type":51,"attrs":244,"content":246},{"textAlign":53,"key":245},"p-12",[247],{"text":248,"type":58},"Verifying and approving invoices.",{"type":148,"content":250},[251],{"type":51,"attrs":252,"content":254},{"textAlign":53,"key":253},"p-13",[255,261],{"text":256,"type":58,"marks":257},"Paying suppliers",[258],{"type":125,"attrs":259},{"href":260,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://www.spendesk.com/blog/supplier-invoices/",{"text":262,"type":58},".",{"type":148,"content":264},[265],{"type":51,"attrs":266,"content":268},{"textAlign":53,"key":267},"p-14",[269],{"text":270,"type":58},"Recording each transaction for accounting and audit purposes.",{"type":51,"attrs":272,"content":274},{"textAlign":53,"key":273},"p-15",[275],{"text":276,"type":58},"Done manually, it is one of the most expensive routine processes in finance.",{"type":51,"attrs":278,"content":280},{"textAlign":53,"key":279},"p-16",[281],{"text":282,"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":284,"content":286},{"textAlign":53,"key":285},"p-17",[287],{"text":288,"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":138,"attrs":290,"content":292},{"level":291,"textAlign":53},3,[293],{"text":294,"type":58},"Invoices and accounts payable",{"type":51,"attrs":296,"content":298},{"textAlign":53,"key":297},"p-18",[299,301,307],{"text":300,"type":58},"An invoice is a supplier’s request for payment. ",{"text":302,"type":58,"marks":303},"Accounts payable",[304],{"type":125,"attrs":305},{"href":306,"uuid":53,"anchor":53,"target":128,"linktype":35},"/accounts-payable-software/",{"text":308,"type":58}," is the ledger of everything the business owes as a result.",{"type":51,"attrs":310,"content":312},{"textAlign":53,"key":311},"p-19",[313,315,321,323,329],{"text":314,"type":58},"Invoice management is the operational core of the ",{"text":316,"type":58,"marks":317},"accounts payable process",[318],{"type":125,"attrs":319},{"href":320,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://www.spendesk.com/blog/accounts-payable-process/",{"text":322,"type":58},". It captures and matches invoices, routes them for approval and payment, and supports ",{"text":324,"type":58,"marks":325},"reconciliation",[326],{"type":125,"attrs":327},{"href":328,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://www.spendesk.com/blog/invoice-reconciliation/",{"text":262,"type":58},{"type":51,"attrs":331,"content":333},{"textAlign":53,"key":332},"p-20",[334],{"text":335,"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":337,"content":339},{"textAlign":53,"key":338},"p-21",[340],{"text":341,"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":138,"attrs":343,"content":344},{"level":140,"textAlign":53},[345],{"text":346,"type":58},"How the invoice management process has changed",{"type":51,"attrs":348,"content":349},{"textAlign":53,"key":54},[350],{"text":351,"type":58},"European tax authorities have turned invoice handling from an internal efficiency question into a compliance obligation.",{"type":51,"attrs":353,"content":354},{"textAlign":53,"key":117},[355],{"text":356,"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":138,"attrs":358,"content":359},{"level":291,"textAlign":53},[360],{"text":361,"type":58},"Germany",{"type":51,"attrs":363,"content":364},{"textAlign":53,"key":133},[365],{"text":366,"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":138,"attrs":368,"content":369},{"level":291,"textAlign":53},[370],{"text":371,"type":58},"Belgium",{"type":51,"attrs":373,"content":374},{"textAlign":53,"key":152},[375],{"text":376,"type":58},"Belgian VAT-registered companies have had to exchange structured B2B e-invoices via the Peppol network since 1 January 2026.",{"type":138,"attrs":378,"content":379},{"level":291,"textAlign":53},[380],{"text":381,"type":58},"France",{"type":51,"attrs":383,"content":384},{"textAlign":53,"key":160},[385],{"text":386,"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":138,"attrs":388,"content":389},{"level":291,"textAlign":53},[390],{"text":391,"type":58},"EU-wide requirements",{"type":51,"attrs":393,"content":394},{"textAlign":53,"key":168},[395,397,403],{"text":396,"type":58},"Under the ",{"text":398,"type":58,"marks":399},"VAT in the Digital Age directive",[400],{"type":125,"attrs":401},{"href":402,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://taxation-customs.ec.europa.eu/taxation/vat/vat-digital-age-vida",{"text":404,"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":406,"content":407},{"textAlign":53,"key":176},[408],{"text":409,"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":411,"content":412},{"textAlign":53,"key":190},[413],{"text":414,"type":58},"Separately:",{"type":145,"content":416},[417,424],{"type":148,"content":418},[419],{"type":51,"attrs":420,"content":421},{"textAlign":53,"key":204},[422],{"text":423,"type":58},"Mandatory cross-border B2B e-invoicing and Digital Reporting Requirements for intra-EU B2B transactions apply from 1 July 2030.",{"type":148,"content":425},[426],{"type":51,"attrs":427,"content":428},{"textAlign":53,"key":215},[429],{"text":430,"type":58},"Member States must transpose the directive by 31 December 2026.",{"type":138,"attrs":432,"content":433},{"level":291,"textAlign":53},[434],{"text":435,"type":58},"United Kingdom",{"type":51,"attrs":437,"content":438},{"textAlign":53,"key":229},[439,441,447],{"text":440,"type":58},"The ",{"text":442,"type":58,"marks":443},"UK government’s consultation response",[444],{"type":125,"attrs":445},{"href":446,"uuid":53,"anchor":53,"target":128,"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":448,"type":58},", published on 26 November 2025, confirmed that:",{"type":450,"content":451},"blockquote",[452],{"type":51,"attrs":453,"content":454},{"textAlign":53,"key":237},[455],{"text":456,"type":58},"“The UK will introduce mandatory e-invoicing for all VAT invoices from 2029.”",{"type":51,"attrs":458,"content":459},{"textAlign":53,"key":245},[460],{"text":461,"type":58},"A roadmap is due at Budget 2026.",{"type":51,"attrs":463,"content":464},{"textAlign":53,"key":253},[465,467,473],{"text":466,"type":58},"The rules for receiving and ",{"text":468,"type":58,"marks":469},"submitting e-invoices",[470],{"type":125,"attrs":471},{"href":472,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://www.spendesk.com/blog/e-invoicing-regulations/",{"text":474,"type":58}," differ by country. European rules increasingly favour structured invoice data, but exchange channels and reporting duties vary by jurisdiction.",{"type":51,"attrs":476,"content":477},{"textAlign":53,"key":267},[478,480,486],{"text":479,"type":58},"Most businesses are not ready. Only 29% of UK SMEs used e-invoicing at all in early 2025, according to ",{"text":481,"type":58,"marks":482},"HMRC-commissioned research",[483],{"type":125,"attrs":484},{"href":485,"uuid":53,"anchor":53,"target":128,"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":487,"type":58}," among 800 firms.",{"type":51,"attrs":489,"content":490},{"textAlign":53,"key":273},[491],{"text":492,"type":58},"That leaves roughly four years for the majority to change how every supplier invoice enters the business.",{"type":138,"attrs":494,"content":495},{"level":291,"textAlign":53},[496],{"text":497,"type":58},"How the invoicing process should look today",{"type":51,"attrs":499,"content":500},{"textAlign":53,"key":279},[501,503,509],{"text":502,"type":58},"A modern ",{"text":504,"type":58,"marks":505},"invoice processing",[506],{"type":125,"attrs":507},{"href":508,"uuid":53,"anchor":53,"target":128,"linktype":35},"/use-cases/invoice-processing/",{"text":510,"type":58}," workflow reserves manual keying for exceptions.",{"type":51,"attrs":512,"content":513},{"textAlign":53,"key":285},[514],{"text":515,"type":58},"In practical terms, the sequence looks like this:",{"type":138,"attrs":517,"content":519},{"level":518,"textAlign":53},4,[520],{"text":521,"type":58},"1. Capture",{"type":51,"attrs":523,"content":524},{"textAlign":53,"key":297},[525],{"text":526,"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":528,"content":529},{"textAlign":53,"key":311},[530],{"text":531,"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":138,"attrs":533,"content":534},{"level":518,"textAlign":53},[535],{"text":536,"type":58},"2. Duplicate check",{"type":51,"attrs":538,"content":539},{"textAlign":53,"key":332},[540],{"text":541,"type":58},"The system flags a possible duplicate at intake, before payment, rather than during reconciliation weeks later.",{"type":138,"attrs":543,"content":544},{"level":518,"textAlign":53},[545],{"text":546,"type":58},"3. Matching",{"type":51,"attrs":548,"content":549},{"textAlign":53,"key":338},[550],{"text":551,"type":58},"The system checks the invoice against the purchase order and, for physical goods, the goods received note.",{"type":51,"attrs":553,"content":555},{"textAlign":53,"key":554},"p-22",[556],{"text":557,"type":58},"Discrepancies in price or quantity surface before anyone approves the invoice.",{"type":138,"attrs":559,"content":560},{"level":518,"textAlign":53},[561],{"text":562,"type":58},"4. Approval",{"type":51,"attrs":564,"content":566},{"textAlign":53,"key":565},"p-23",[567],{"text":568,"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":138,"attrs":570,"content":571},{"level":518,"textAlign":53},[572],{"text":573,"type":58},"5. 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The vendor notes that low-volume teams may not be a good fit.",{"type":51,"attrs":1318,"content":1320},{"textAlign":53,"key":1319},"p-108",[1321],{"text":1322,"type":58},"European buyers should confirm ERP compatibility and regional coverage directly.",{"type":51,"attrs":1324,"content":1326},{"textAlign":53,"key":1325},"p-109",[1327,1330],{"text":1223,"type":58,"marks":1328},[1329],{"type":858},{"text":1331,"type":58}," US mid-market organisations processing high invoice volumes on North American accounting systems.",{"type":138,"attrs":1333,"content":1334},{"level":291,"textAlign":53},[1335],{"text":976,"type":58},{"type":51,"attrs":1337,"content":1339},{"textAlign":53,"key":1338},"p-110",[1340],{"text":1341,"type":58},"Bill.com is the only platform of the four with published pricing:",{"type":802,"content":1343},[1344,1364,1384,1404,1424],{"type":805,"content":1345},[1346,1355],{"type":808,"attrs":1347,"content":1348},{"colspan":222,"rowspan":222,"colwidth":53},[1349],{"type":51,"attrs":1350,"content":1352},{"textAlign":53,"key":1351},"p-111",[1353],{"text":1354,"type":58},"Plan",{"type":808,"attrs":1356,"content":1357},{"colspan":222,"rowspan":222,"colwidth":53},[1358],{"type":51,"attrs":1359,"content":1361},{"textAlign":53,"key":1360},"p-112",[1362],{"text":1363,"type":58},"Monthly price per user",{"type":805,"content":1365},[1366,1375],{"type":847,"attrs":1367,"content":1368},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1369],{"type":51,"attrs":1370,"content":1372},{"textAlign":53,"key":1371},"p-113",[1373],{"text":1374,"type":58},"Essentials",{"type":847,"attrs":1376,"content":1377},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1378],{"type":51,"attrs":1379,"content":1381},{"textAlign":53,"key":1380},"p-114",[1382],{"text":1383,"type":58},"$49",{"type":805,"content":1385},[1386,1395],{"type":847,"attrs":1387,"content":1388},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1389],{"type":51,"attrs":1390,"content":1392},{"textAlign":53,"key":1391},"p-115",[1393],{"text":1394,"type":58},"Team",{"type":847,"attrs":1396,"content":1397},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1398],{"type":51,"attrs":1399,"content":1401},{"textAlign":53,"key":1400},"p-116",[1402],{"text":1403,"type":58},"$65",{"type":805,"content":1405},[1406,1415],{"type":847,"attrs":1407,"content":1408},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1409],{"type":51,"attrs":1410,"content":1412},{"textAlign":53,"key":1411},"p-117",[1413],{"text":1414,"type":58},"Corporate",{"type":847,"attrs":1416,"content":1417},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1418],{"type":51,"attrs":1419,"content":1421},{"textAlign":53,"key":1420},"p-118",[1422],{"text":1423,"type":58},"$89",{"type":805,"content":1425},[1426,1435],{"type":847,"attrs":1427,"content":1428},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1429],{"type":51,"attrs":1430,"content":1432},{"textAlign":53,"key":1431},"p-119",[1433],{"text":1434,"type":58},"Enterprise",{"type":847,"attrs":1436,"content":1437},{"colspan":222,"rowspan":222,"colwidth":53,"backgroundColor":53},[1438],{"type":51,"attrs":1439,"content":1441},{"textAlign":53,"key":1440},"p-120",[1442],{"text":1443,"type":58},"Custom pricing",{"type":51,"attrs":1445,"content":1447},{"textAlign":53,"key":1446},"p-121",[1448],{"text":1449,"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":1483,"content":1485},{"textAlign":53,"key":1484},"p-126",[1486],{"text":1487,"type":58},"The accounts payable workflow covers:",{"type":145,"content":1489},[1490,1498,1506,1514,1522,1530],{"type":148,"content":1491},[1492],{"type":51,"attrs":1493,"content":1495},{"textAlign":53,"key":1494},"p-127",[1496],{"text":1497,"type":58},"A dedicated intake email address.",{"type":148,"content":1499},[1500],{"type":51,"attrs":1501,"content":1503},{"textAlign":53,"key":1502},"p-128",[1504],{"text":1505,"type":58},"OCR-based coding through the BILL Invoice Coding Agent.",{"type":148,"content":1507},[1508],{"type":51,"attrs":1509,"content":1511},{"textAlign":53,"key":1510},"p-129",[1512],{"text":1513,"type":58},"Two-way and three-way matching.",{"type":148,"content":1515},[1516],{"type":51,"attrs":1517,"content":1519},{"textAlign":53,"key":1518},"p-130",[1520],{"text":1521,"type":58},"Duplicate flagging.",{"type":148,"content":1523},[1524],{"type":51,"attrs":1525,"content":1527},{"textAlign":53,"key":1526},"p-131",[1528],{"text":1529,"type":58},"Customisable approval routing.",{"type":148,"content":1531},[1532],{"type":51,"attrs":1533,"content":1535},{"textAlign":53,"key":1534},"p-132",[1536],{"text":1537,"type":58},"A payment network of more than 8 million vendors.",{"type":51,"attrs":1539,"content":1541},{"textAlign":53,"key":1540},"p-133",[1542],{"text":1543,"type":58},"The vendor reports 99% field-capture accuracy.",{"type":51,"attrs":1545,"content":1547},{"textAlign":53,"key":1546},"p-134",[1548],{"text":1549,"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":1551,"content":1553},{"textAlign":53,"key":1552},"p-135",[1554,1557],{"text":1223,"type":58,"marks":1555},[1556],{"type":858},{"text":1558,"type":58}," Smaller US businesses on QuickBooks or Xero that want transparent list pricing and a large domestic payment network.",{"type":138,"attrs":1560,"content":1561},{"level":140,"textAlign":53},[1562],{"text":1563,"type":58},"Move beyond tedious invoice management",{"type":51,"attrs":1565,"content":1567},{"textAlign":53,"key":1566},"p-136",[1568],{"text":1569,"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":1571,"content":1573},{"textAlign":53,"key":1572},"p-137",[1574],{"text":1575,"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":1577,"content":1579},{"textAlign":53,"key":1578},"p-138",[1580],{"text":1581,"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":1583,"content":1585},{"textAlign":53,"key":1584},"p-139",[1586],{"text":1587,"type":58},"The sensible next step is to look at your own numbers:",{"type":145,"content":1589},[1590,1598,1606,1614,1622],{"type":148,"content":1591},[1592],{"type":51,"attrs":1593,"content":1595},{"textAlign":53,"key":1594},"p-140",[1596],{"text":1597,"type":58},"What does an invoice cost your team today?",{"type":148,"content":1599},[1600],{"type":51,"attrs":1601,"content":1603},{"textAlign":53,"key":1602},"p-141",[1604],{"text":1605,"type":58},"How long does it wait for approval?",{"type":148,"content":1607},[1608],{"type":51,"attrs":1609,"content":1611},{"textAlign":53,"key":1610},"p-142",[1612],{"text":1613,"type":58},"How much of the queue do your accountants key by hand?",{"type":148,"content":1615},[1616],{"type":51,"attrs":1617,"content":1619},{"textAlign":53,"key":1618},"p-143",[1620],{"text":1621,"type":58},"How many invoices require manual intervention?",{"type":148,"content":1623},[1624],{"type":51,"attrs":1625,"content":1627},{"textAlign":53,"key":1626},"p-144",[1628],{"text":1629,"type":58},"How often do duplicate or mismatched invoices reach payment?",{"type":51,"attrs":1631,"content":1633},{"textAlign":53,"key":1632},"p-145",[1634,1636,1641],{"text":1635,"type":58},"If the AP queue is the bottleneck in your close, learn how ",{"text":1637,"type":58,"marks":1638},"Spendesk approaches invoice management",[1639],{"type":125,"attrs":1640},{"href":1051,"uuid":53,"anchor":53,"target":128,"linktype":35},{"text":1642,"type":58},", connecting invoice capture, approval, matching, payment, and tracking so the team can focus on exceptions.",{"type":138,"attrs":1644,"content":1645},{"level":140,"textAlign":53},[1646],{"text":1647,"type":58},"Frequently asked questions about invoice management",{"type":51,"attrs":1649,"content":1651},{"textAlign":53,"key":1650},"p-146",[1652],{"text":1653,"type":58},"A few practical questions come up when finance teams review their invoice workflow.",{"type":138,"attrs":1655,"content":1656},{"level":291,"textAlign":53},[1657],{"text":1658,"type":58},"How long do businesses need to keep invoices?",{"type":51,"attrs":1660,"content":1662},{"textAlign":53,"key":1661},"p-147",[1663,1664,1670],{"text":440,"type":58},{"text":1665,"type":58,"marks":1666},"HMRC VAT Notice 700/21",[1667],{"type":125,"attrs":1668},{"href":1669,"uuid":53,"anchor":53,"target":128,"linktype":35},"https://www.gov.uk/guidance/record-keeping-for-vat-notice-70021",{"text":1671,"type":58}," generally requires UK businesses to keep VAT records, including invoices, for at least six years.",{"type":51,"attrs":1673,"content":1675},{"textAlign":53,"key":1674},"p-148",[1676],{"text":1677,"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":1679,"content":1681},{"textAlign":53,"key":1680},"p-149",[1682],{"text":1683,"type":58},"A business operating in several countries should set its retention policy to the longest applicable period.",{"type":138,"attrs":1685,"content":1686},{"level":291,"textAlign":53},[1687],{"text":1688,"type":58},"What is the difference between two-way and three-way matching?",{"type":51,"attrs":1690,"content":1692},{"textAlign":53,"key":1691},"p-150",[1693],{"text":1694,"type":58},"Two-way matching compares the invoice against the purchase order.",{"type":51,"attrs":1696,"content":1698},{"textAlign":53,"key":1697},"p-151",[1699],{"text":1700,"type":58},"Three-way matching adds the goods received note, which confirms delivery.",{"type":51,"attrs":1702,"content":1704},{"textAlign":53,"key":1703},"p-152",[1705],{"text":1706,"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":138,"attrs":1708,"content":1709},{"level":291,"textAlign":53},[1710],{"text":1711,"type":58},"Does a PDF invoice count as an e-invoice?",{"type":51,"attrs":1713,"content":1715},{"textAlign":53,"key":1714},"p-153",[1716],{"text":1717,"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":1719,"content":1721},{"textAlign":53,"key":1720},"p-154",[1722],{"text":1723,"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":1725,"content":1727},{"textAlign":53,"key":1726},"p-155",[1728],{"text":1729,"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":1731,"content":1733},{"textAlign":53,"key":1732},"p-156",[1734],{"text":1735,"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":1737,"content":1739},{"textAlign":53,"key":1738},"p-157",[1740],{"text":1741,"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":138,"attrs":1743,"content":1744},{"level":291,"textAlign":53},[1745],{"text":1746,"type":58},"What is an invoice exception?",{"type":51,"attrs":1748,"content":1750},{"textAlign":53,"key":1749},"p-158",[1751],{"text":1752,"type":58},"An invoice exception is any invoice that fails an automated check and needs manual intervention.",{"type":51,"attrs":1754,"content":1756},{"textAlign":53,"key":1755},"p-159",[1757],{"text":1758,"type":58},"Examples include:",{"type":145,"content":1760},[1761,1769,1777,1785,1793],{"type":148,"content":1762},[1763],{"type":51,"attrs":1764,"content":1766},{"textAlign":53,"key":1765},"p-160",[1767],{"text":1768,"type":58},"A price mismatch against the purchase order.",{"type":148,"content":1770},[1771],{"type":51,"attrs":1772,"content":1774},{"textAlign":53,"key":1773},"p-161",[1775],{"text":1776,"type":58},"A quantity mismatch.",{"type":148,"content":1778},[1779],{"type":51,"attrs":1780,"content":1782},{"textAlign":53,"key":1781},"p-162",[1783],{"text":1784,"type":58},"A missing goods received note.",{"type":148,"content":1786},[1787],{"type":51,"attrs":1788,"content":1790},{"textAlign":53,"key":1789},"p-163",[1791],{"text":1792,"type":58},"An unrecognised supplier.",{"type":148,"content":1794},[1795],{"type":51,"attrs":1796,"content":1798},{"textAlign":53,"key":1797},"p-164",[1799],{"text":1800,"type":58},"Incomplete VAT data.",{"type":51,"attrs":1802,"content":1804},{"textAlign":53,"key":1803},"p-165",[1805],{"text":1806,"type":58},"Exceptions drive much of the cost and delay in accounts payable.",{"type":51,"attrs":1808,"content":1810},{"textAlign":53,"key":1809},"p-166",[1811],{"text":1812,"type":58},"The Ardent Partners survey cited earlier measured an average exception rate of 18.4% in 2025. 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This article explores the issues with many PO procedures, and the simple ways to fix them using technology.",[],[3402],{"_uid":3403,"items":3404,"heading":3448,"reverse":27,"component":3347,"sectionSettings":3465},"7f205c02-ab8f-4eb1-b953-afe25503091f",[3405,3413,3421,3430,3439],{"_uid":3406,"title":3203,"component":3204,"description":3407},"629189cc-02eb-46f6-b238-36b3e0b6ba4c",{"type":48,"content":3408},[3409],{"type":51,"content":3410},[3411],{"text":3412,"type":58},"Spendesk defines spend management as the end-to-end process for controlling company expenditures across invoices, purchase orders, corporate and virtual cards, and expense claims. 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