The 2026 regulation
Since 2026, freelancers in many EU countries are required to use electronic invoicing for B2B relationships. The regulations establish technical requirements for structured digital invoices.
What you need
An invoicing system that issues invoices in structured format (XML/UBL) with electronic signature. Invoices must be machine-readable and human-readable. They must be sent through authorized platforms.
Recommended tools
FreshBooks, Xero, QuickBooks, Zoho Invoice. Most already offer electronic invoicing compliant with EU standards. If you use international tools, verify they comply with your local regulations.
Benefits of digital format
Fewer errors (automatic fields), faster payment (reduced terms to 30 days), better tax control (everything is recorded), paper and storage savings. Forced digitalization brings real benefits.
How to migrate
Don't migrate everything at once. Choose a compatible tool, configure your invoice templates, test with one client, then migrate the rest. Export old invoices to the new system for centralization.
Penalties for non-compliance
Failing to issue electronic invoices when mandatory can result in significant fines. Penalties for formal non-compliance (incorrect format, incomplete data) are smaller but recurring.
Invoicing international clients
Invoices to clients outside your country may not be subject to the same regulations. For intra-EU clients, issue zero-VAT invoices with the customer's VAT number. For non-EU clients, zero-VAT invoices.
At Vynta we automate invoicing for freelancers and digital startups. We help you implement a system that complies with regulations and saves you time each month.