ViDA adopted: Everything you need to know about the new e-invoicing and reporting requirements

The ViDA reforms were published in the Official Journal of the European Union (OJEU) on 25 March 2025 and will come into force on 14 April 2025. At the heart of this initiative lie two key developments: the introduction of electronic invoicing (e-invoicing) and mandatory digital reporting (also referred to as e-reporting).

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ViDA takes centre stage

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ViDA, short for VAT in the Digital Age, is a major EU initiative aimed at thoroughly modernising VAT legislation to reflect the realities of the digital economy. Particularly significant for small and medium-sized enterprises (SMEs), ViDA aims to simplify VAT compliance - especially in cross-border trade and e-commerce - and adapt to new challenges.

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The recent agreements have laid out concrete timelines for implementation, bringing far-reaching changes for businesses across the EU. These agreements have provided much-needed clarity around the scope and schedule of ViDA.

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But what does this mean in practice? In this article, we explore the key elements of ViDA and what SMEs in particular should be doing to prepare for the changes ahead.

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Why ViDA is necessary

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The current VAT framework faces significant challenges in the digital age. Cross-border transactions, e-commerce, and new business models have made VAT collection and management more complex. The resulting VAT gap - i.e., the difference between expected and actual VAT revenue - has serious economic implications and reduces funding available for public services.

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ViDA aims to address these challenges by aligning VAT rules with the demands of a digital economy. Its key objectives include:

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• Adapting to the digital economy: Ensuring VAT rules keep pace with modern business models and transactions.
• Reducing the VAT gap: Tackling fraud and evasion to reduce the estimated €89 billion annual gap (as of 2022).
• Releaving the burden on SMEs: Simplifying complex rules to ease compliance and cut administrative costs.
• Strengthening fraud detection: Enhancing digital reporting and audit mechanisms to expose fraud, such as carousel schemes and underreporting.

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Core components of ViDA and key timelines

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With the goals in mind, here’s a summary of the major changes and updated implementation schedules:

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Member state autonomy for domestic e-invoicing

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• Member States can independently introduce national e-invoicing systems.
• Prior approval from the European Commission is no longer required.
• Businesses must be ready to receive e-invoices once a Member State launches such a system.
• These provisions take effect 20 days after ViDA’s formal adoption.

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Mandatory e-invoicing for intra-EU supplies:

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• E-invoicing based on the European standard (EN 16931) becomes mandatory for intra-EU transactions starting 1 July 2030. A revised definition of the EN 16931 standard is expected in draft form by July 2025.
• Member States may adopt alternative standards for domestic transactions.
• The deadline for issuing invoices is set at 10 days after the taxable event. This is an extension compared to the original ViDA proposals, but a reduction compared to the current deadline of 15 days. A deadline of 10 days after receipt applies to advance payments, and a deadline of 5 days after delivery applies to self-billing.

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Digital Reporting Requirement (DRR) for intra-EU B2B transactions:

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• From 1 July 2030, intra-EU B2B transactions must be digitally reported via a harmonised EU-wide system.
• Mandatory formats and tools will be specified for invoice data submission.
• Countries with existing systems must align with the new rules by 1 January 2035.
• The current EC Sales List (ESL) will be phased out, replaced by a centralised VIES database.

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Enhancements to the One-Stop-Shop (OSS):

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• The OSS system, which allows businesses to file VAT returns for multiple EU countries via a single portal, will be expanded.
• Thresholds for distance sales and the scope of OSS will be updated in 2027 and 2028.

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Platform economy regulations:

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• New VAT obligations will apply to digital platforms (e.g., Airbnb, Uber) that act as intermediaries.
• A voluntary phase will begin in July 2028, with mandatory compliance starting January 2030.

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ViDA's impact on businesses and SMEs

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ViDA introduces sweeping changes to how businesses manage invoicing, transaction reporting, and VAT declarations, particularly for SMEs, which often struggle with limited resources and regulatory complexity. Early preparation is therefore crucial.

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In concrete terms, businesses can expect:

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• Input VAT deductions tied to e-invoices: Deductibility or refunds will require valid e-invoices for eligible transactions.
• Streamlined tax processes: Harmonised VAT rules reduce administrative burden.
• Simplified cross-border trade: Unified EU-wide regulations will ease access to new markets and reduce red tape.
• Fairer competition: Updated VAT frameworks create a level playing field and boost SME competitiveness.
• Efficiency through automation: E-invoicing and digital reporting enhance accuracy, reduce costs, and ensure compliance through automation.

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Preparing early is crucial to avoiding disruption and unlocking the benefits of digital transformation.

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E-invoicing and e-reporting as tools against fraud

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ViDA doesn’t just modernise VAT: it’s also a strategic move against tax fraud. E-invoicing and digital reporting are central to this.

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E-invoicing goes far beyond the mere digitalisation of paper invoices. Unlike simple PDFs, true e-invoices are structured data files, enabling real-time data exchange and faster auditing. This not only speeds up processing but also helps tax authorities detect inconsistencies and fraudulent activity much more quickly. Digital reporting brings near real-time visibility of transactions, giving authorities the tools to act on suspicious activity swiftly.

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Further fraud prevention comes from the expanded OSS system, which reduces points of failure and simplifies compliance. New platform economy rules also close loopholes that previously allowed VAT avoidance in digital marketplaces.

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For businesses, this means adapting IT systems and internal processes - not just for compliance, but also to benefit from the numerous advantages of digital administration, such as optimising internal processes, reducing costs and increasing efficiency. It is therefore advisable to deal with the technical and organizational aspects of these changes at an early stage.

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Practical steps for businesses

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To prepare effectively and make the most of ViDA, consider the following steps:

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• Stay informed: ViDA developments are ongoing. Subscribe to relevant newsletters, follow industry experts, and monitor EU sources to stay up to date.
  
  
• Assess your current systems: Review your invoicing and reporting solutions to ensure they’re ViDA-ready. Address both technical and procedural gaps.
  
  
• Plan for integration: Develop a roadmap for implementing e-invoicing and e-reporting tools. Define responsibilities, goals, and timelines in collaboration with your IT and finance teams.
  
  
• Train your team: Educate staff about new workflows and compliance requirements. Offer regular training and updates to ensure awareness and preparedness.
  
  
• Seek expert advice: Consult tax advisors and tech providers with ViDA expertise. They can guide you in selecting the right solutions and implementing them efficiently.

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The path ahead

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As we have seen, ViDA represents a bold step into the digital future of VAT, introducing mandatory e-invoicing and reporting for intra-EU transactions, with flexibility for national systems. The scope of change is significant, and early preparation is essential to ensure compliance and avoid disruption.

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While the transition may be challenging, businesses that act now can gain a competitive edge. With Banqup, you can begin digitalising your domestic and cross-border invoicing processes today - including compliance with Germany's B2G e-invoicing requirements. Thanks to our integrated Peppol connection, you're fully equipped for what’s ahead. Try it now with a free 30-day trial - get started today!