Welcome to the world of electronic invoicing in Luxembourg with Banqup. The B2G e-invoicing obligation now applies to all businesses, including international suppliers, and therefore also explicitly suppliers from Germany. Discover how easy it is to send your invoices to Luxembourgish authorities and meet the requirements of B2G business transactions with Banqup by your side.
Since 18 May 2022, companies(including German companies!) are legally obliged to switch to full electronic invoicing when sending invoices to the public administration in Luxembourg and to issue structured invoices (explicitly no more PDFs) that meet the standards of the tax authorities. Invoices are transmitted via the so-called Peppol network. This obligation to issue invoices electronically came into force in three phases, depending on the size of the company, and now applies comprehensively.
Important in this context: this obligation also applies to companies not domiciled in Luxembourg and thus explicitly also to German companies that have accepted a corresponding order from an authority in Luxembourg.
Important dates
Companies that send invoices to public entities (municipal and state-owned entities) are now all required to transmit their invoices electronically. The mandate was rolled out in three phases, depending on the size of the company. Here you will find a review of the implementation periods:
- As of May 18, 2022 for large companies.
- From October 18, 2022 for medium-sized companies.
- Effective March 18, 2023 for small and start-up businesses.
Thus, the implementation has now come into force comprehensively and affects all invoice senders!
Source: Luxembourg Chamber of Commerce
Electronic invoicing and its advantages - why these mandates?
Learn how e-invoicing makes life easier for everyone involved:
- Simple: You don't need any prior knowledge or training to send electronic invoices. You can start right away!
- Automatic: Your invoice data is captured and processed automatically. No manual actions required.
- Fast: Sending sales invoices, approving and paying incoming invoices - the automatic workflow covers every step of the process much more efficiently. The idea is that invoices can thus be processed and paid faster!
- Reliable: Fewer manual actions mean fewer errors (for example, in the account number, communication, etc.). You can be sure that you are using the right data and that your invoice will not get lost - especially in light of the fact that a significant number of emails do not reach their recipient. If you use our platform solution to submit your e-invoices instead, you get the assurance that your invoice will not be lost.
- Secure: Electronic invoices have the same legal validity as paper invoices. The exchange of e-invoices is even more secure, as the files are encrypted and can be read by different accounting systems.
- Cost-effective & sustainable: No paper, no stamps, no physical transport, no extra time or employees manually entering or verifying information.... Electronic invoicing is more cost effective and sustainable.
- Governments across Europe are in the process of making electronic invoicing mandatory - with our Banqup electronic invoicing solution, you can already meet these future requirements today.
Easily send B2G invoices Luxembourg public authorities with Banqup
We understand that the transition to electronic invoicing, especially for cross-border B2G transactions, may seem quite complicated. As a certified Peppol access point, Banqup can support you and simplify the process. This way, you can effortlessly send your invoices to public institutions in Luxembourg via Banqup over the Peppol network to your public customers in Luxembourg.
1. Create the customer master record for your Peppol customer:
- Start by creating a customer master record for your Peppol customer in Banqup.
- Don't forget to change the default country (Germany) of the recipient/customer to Luxembourg.
- Enter the Peppol ID (VAT number) of your customer in the field for the VAT ID number and fill in all other relevant details. A PEPPOL directory makes it possible to find the identifiers of the companies and institutions connected to the network if required: https://directory.peppol.eu (directory for production environments).
- When you save the customer master record, Banqup automatically performs a check against the Peppol network using the customer's VAT ID.
- If Banqup finds that your customer is available to receive invoices using "OpenPeppol" as a delivery method, you will be offered the option to replace the originally selected delivery method with Peppol delivery. Make sure you accept this suggested delivery channel for this customer.
2. Create or upload your invoice:
- Make sure to include all required details in the invoice header and line items.
- If you have used the invoice upload feature, check the data extracted by our OCR technology and complete or correct it if necessary.
- Note that Peppol deliveries may require additional fields in the invoice header, such as the buyer reference. If necessary, contact your customer to request or confirm the required data.
3. Click Submit - and you are done:
- Once you have checked all the invoice details and found them to be correct, simply click "Send" in Banqup.
This efficient process ensures that your invoices meet the necessary requirements for B2G transactions in Luxembourg. In addition, you can always check if your customer is listed in the Peppol directory. Remember that in Luxembourg, the Peppol ID usually corresponds to the company's VAT number.
With Banqup, you can easily navigate the world of international electronic invoicing and effortlessly meet invoice requirements in Luxembourg.
How Banqup makes a difference
Unifiedpost Group, listed on the Belgian stock exchange and a European market leader in automated document and financial management solutions for European businesses, is committed to leveraging its over 20 years of experience to assist German companies in their digitalisation of business processes.
Banqup, Unifiedpost Group's e-invoicing solution for SMEs, is a fast and easy solution for managing invoices, billing, and administrative tasks all in one place. Our solutions are tax-compliant in over 60 countries and offer numerous benefits. It's particularly worth noting that Banqup enables German SMEs to create and send invoices to public authorities in Luxembourg across borders through the Peppol network.
Contact us to find out how we can make a difference for your business.
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