In the era of computerization of business processes, many companies still have doubts about the form in which invoices can be sent, apart from paper form. In addition, questions arise about what forms of sending invoices are permissible?
Technological progress outpaces the regulations contained in tax laws, which is why entrepreneurs and accountants often look for answers to questions that they will not find directly in the regulations. Today we will try to answer one of them: How to properly issue an invoice in PDF format.
Sending Invoices Electronically
In the VAT Act, the term electronic invoice is understood as an invoice in electronic form issued and received in any electronic format. The invoice may be transferred in any form, so the legislator has not indicated any threshold conditions that must be met.
Invoice in PDF Format
Invoices in formats such as PDF or XML or other electronic formats are treated equally to invoices in paper format. Of course, the overriding principle in relation to each VAT invoice is the need to include all the required data referred to in the VAT Act. In the case of editing a PDF invoice or documents, a business user usually needs to rely on a professional PDF editor, such as SwifDoo PDF.
The second important issue is the fulfillment of the condition of authenticity of origin, integrity of content and legibility of the invoice. In the case of issuing an electronic invoice, each company should have a business control plan developed.
The Correct Invoice
A correct invoice must have all the mandatory elements mentioned in the VAT Act. Interestingly, in order to treat an accounting document as an invoice, you don’t have to include the word “invoice” on it. Whether a document is an invoice is determined by whether it contains all the mandatory fields.
In other words, even if a document is marked “invoice”, it doesn’t mean that it really is one. On the other hand, if you receive a document issued in accordance with the VAT Act, it may turn out that you are holding an invoice in your hand, even if you don’t recognize it because of the lack of marking.
Tips to Properly Issuing An Invoice
First, let’s establish a few rules that will always make it easier for you to issue an invoice correctly. If you are reading these tips, you are probably an active or exempt VAT payer. Below you will find some practical tips on how to issue invoices and other accounting documents quickly and safely.
Do Not Print Electronic Invoices
In the era of fintech, post-world and augmented reality, technology is also entering the life of public administration. In addition to filing lawsuits to the e-court via API, handling matters in the office via e-PUAP and paying the stamp duty at the office via online payments, every entrepreneur has been able to issue and send electronic invoices to their clients and present them for inspection to tax offices for several years now without any risk.
Electronic invoices have long been operating under the VAT Act and are just as important as paper invoices. Printing invoices, although still very popular, is slowly losing its importance. Entrepreneurs are increasingly counting the costs and time they spend on such document circulation. That is why we will consistently encourage you to use electronic invoices.
Two Copies
Technology is changing habits. If an invoice can be issued electronically, how can you tell which copy is the original and which is a copy? Unless you are a technology specialist, it will be difficult to tell the difference.
But the VAT Act comes to the rescue. You do not have to mark which copy is the original and which is the copy. You simply send one copy to the customer and have the other one at your disposal in case of an inspection.
Is Sending An Invoice in PDF Considered Its Issuance?
The issue of issuing and sending invoices is an extremely important issue because, on the one hand, it provides information for calculating the VAT due, and on the other hand, it determines the possibility of deducting input tax and thus allows for the implementation of the principle of neutrality in VAT. And only VAT invoices issued correctly and received by the purchaser give the right to deduct tax.
In light of the above practice, it should of course be recognized that sending an invoice in PDF format is considered its issuance. In an era of dynamic changes, especially in the field of data exchange in electronic format, such a position seems to be the only right decision.
