PDF invoices are going away in the EU: what changes for a buyer
· Šis puslapis pateikiamas anglų kalba.
From 1 January 2026 a supplier in Belgium issues its business-to-business invoices through Peppol, with no exemption for small companies. Poland is moving the same traffic onto KSeF, and France phases its mandate in across 2026 and 2027. Where a mandate is in force, the PDF in your inbox stops being the invoice.
While the invoice still arrives as an attachment it can be checked against the price list by email: forward both to Price Double Check and the comparison comes back as a letter, line by line. That matters most to whoever checks what suppliers billed. The mandates change where the document lives; they change nothing at all about the work done with it, which is why the next few years are worth ten minutes of planning.
In a mandated country the attachment becomes a courtesy copy of a document that legally exists somewhere else. Where there is no mandate it stays the invoice, and both cases will be sitting in the same inbox for years.
What the mandates require
The common shape is the same in every country that has moved: the invoice is issued in a structured format rather than as a page for a human to read, it travels through a certified channel or a national platform rather than as an email attachment, and the structured file — not the printout — is the original for tax purposes. Belgium took the European route and made Peppol the channel. Poland built a state platform and routes invoices through it. France is doing both at once, with a register of approved providers and a staged calendar by company size.
| Country | What changes | From |
|---|---|---|
| Belgium | Structured B2B invoices over Peppol, no exemption by size | 1 January 2026 |
| Poland | B2B invoices issued through KSeF, the national platform | phased mandate |
| France | Structured invoicing through approved providers, staged by company size | 2026 and 2027 |
| Italy, Romania | Already mandatory; the structured file is the original | in force |
| United Kingdom, Ireland, United States, Estonia | No B2B mandate; the attachment stays the document | — |
Where the PDF stays
In the United Kingdom, Ireland, the United States and Estonia there is no equivalent business-to-business mandate. An invoice arrives as a PDF attached to an email from a person you deal with, and it will keep arriving that way for years. The same is true of the smaller half of the market everywhere else: a supplier with twelve employees sends the file its accounting package printed, and the buyer files it.
So the honest description of the next few years is not that PDF invoices disappear. It is that they disappear unevenly. A buyer with thirty suppliers will have some suppliers on a platform, some sending attachments, and some doing both for a while because their customers asked for the readable copy. Any checking routine that only works on one of those is a routine that stops working.
A structured invoice is not a checked invoice
The mandates standardise transport and format. They do not standardise price. An XML invoice states the same unit price the PDF stated, in a field with a name, and it says nothing at all about the price you were promised. The document that carries that promise — the price list — is outside every mandate. It stays what it has always been: a spreadsheet attached to an email from a sales representative.
And a real price list is a thinner document than people expect. In the file set this service was built on, the price list carried no currency anywhere on the sheet, no VAT rate, no quantity thresholds, no validity dates, no version number and no line-level delivery terms. The currency had to be inferred from the contract and the invoices. Nothing in the file says which price list is the one in force in March. That is a filing problem, and no invoicing mandate touches it.
What gets easier
Reading gets easier, and reading is a genuine source of error. A price printed at four decimals and billed at two. A comma as the decimal separator in one country and a full stop in the next. A quantity and a price separated by six spaces, so that "1 15,00" reads as 115.00 unless the pattern is strict. A price glued to the end of a description with no space. A description wrapped onto a second line, with the line number printed on the wrong half. Structured invoices remove that whole category of mistake, and that is a real gain.
What gets harder
The document leaves your inbox. When an invoice arrives through a platform, having it as a file is a step someone has to take — an export, a download, a connector. The same is already true of the largest vendors, which have been sending "your invoice is ready, log in to view it" for years: fuel cards, uniform rental, waste collection, food distribution, print services. One of them delivers a CSV over FTP and no document at all.
The practical consequence is that a buyer ends up with three intakes rather than one: attachments in the mailbox, a portal per large vendor, and a platform per mandated country. Whatever checks your prices has to work on all three, which in practice means it has to work on a file, not on an inbox.
What to do before your suppliers switch
- Keep every price list, not only the current one. A packaging size that shrinks while the price holds is visible only when two price lists are compared; invoices never print packaging at all.
- Keep the invoices you already have, as files. An archive of what was billed last year is what makes this year's price defensible in a conversation with the supplier.
- Write down which price column is yours. A manufacturer's sheet often carries a recommended retail price, a retailer price and a distributor price side by side, and only one of them was addressed to you.
- Ask each supplier which channel it will use, and from when. The answer determines whether you keep receiving a file or start fetching one.
- Make the check itself independent of the format. If it only works on the PDF, it dies with the PDF; if it works on the numbers, the mandate is an inconvenience rather than a rebuild.
The part that does not change
Someone still has to compare what was billed with what was agreed. That comparison is arithmetic on two documents, and it is the same arithmetic whether the invoice arrived as a PDF, as XML through Peppol, or as a row in an export. Line by line, on the item code, against the price list in force on the day of the invoice, with a tolerance of one cent for rounding. The mandate changes the envelope. The question inside it is yours either way.
Forward one invoice and the price list it should have been billed on to your Price Double Check address, and the comparison comes back by email. A sample answer and the plans are on the home page.