e-Invoice and e-Archive Invoice are types of electronic documents that digitize businesses' invoicing processes, save costs and time, fulfill legal obligations, and reduce environmental impact. These systems, mandatory for companies exceeding the turnover thresholds set for SMEs, are modern financial tools that increase efficiency and reduce environmental impact. In this guide, we will delve into the concepts of e-invoice and e-archive invoice, the mandatory thresholds for SMEs, and the steps to be taken in the digitalization process.
What Exactly is e-Invoice?
e-Invoice is an invoice that is prepared, transmitted, and stored electronically between taxpayers, possessing the same legal qualities as a paper invoice. It is prepared in accordance with the standards set by the Revenue Administration (GİB) and delivered to the recipient via the GİB system. This system speeds up invoicing processes, reduces error rates, and prevents paper waste.
What are the Advantages of e-Invoice for SMEs?
- Cost Savings: Eliminates expenses such as paper, printing, envelopes, and shipping.
- Time Savings: Invoices are transmitted and received instantly; archiving and delivery processes are shortened.
- Speed and Efficiency: Invoice creation, sending, and approval processes become digital.
- Environmental Benefits: Contributes to the conservation of natural resources by reducing paper consumption.
- Lower Error Risk: Manual entry errors are minimized thanks to automated systems.
- Easy Archiving and Access: Stored securely in an electronic environment and easily accessible when needed.
What is e-Archive Invoice and How Does it Differ from e-Invoice?
e-Archive Invoice is an invoice prepared, stored, and presented electronically for businesses whose recipients are not e-Invoice taxpayers, meaning they fall outside the scope of e-Invoice. It is prepared in accordance with the principles determined by GİB. The fundamental difference is that e-Invoice is issued only between taxpayers registered in the e-Invoice system, while e-Archive Invoice can be issued to real or legal persons who are not e-Invoice taxpayers.
In Which Cases is e-Archive Invoice Used?
- When sales are made to end consumers who are not e-Invoice taxpayers.
- When an invoice is issued to another company that is not an e-Invoice taxpayer.
- It has become mandatory for invoices exceeding a certain amount for sales made through the GİB portal.
What are the e-Invoice and e-Archive Transition Limits for SMEs?
The obligation for SMEs to transition to e-Invoice and e-Archive Invoice applications is generally determined by annual gross sales revenue (turnover) thresholds. These thresholds are updated annually by GİB and published in the Official Gazette. According to the latest regulations:
- e-Invoice Transition Limits:
- Taxpayers with gross sales revenue of 3 Million TL and above for the 2022 and subsequent accounting periods.
- Taxpayers with gross sales revenue of 4 Million TL for the 2021 accounting period, and 5 Million TL and above for the 2020 and 2019 accounting periods.
- e-Archive Invoice Transition Limits:
- For invoices issued to non-e-Invoice taxpayers, there is an obligation to issue an e-Archive Invoice for amounts including VAT of 5,000 TL and above. For invoices issued to non-taxpayers, this threshold is 30,000 TL and above. These amounts are continuously updated by GİB.
SMEs exceeding these thresholds are required to transition to the e-Invoice and e-Archive Invoice applications by the beginning of the 7th month of the year following the relevant accounting period.
Why is Transitioning to a Digital Invoicing System Important?
Digital transformation is an inevitable reality of today's business world. The digitalization of invoicing processes is not just a legal obligation; it provides SMEs with operational efficiency, cost control, and a competitive advantage. Digital invoicing systems enable businesses to achieve a more transparent, auditable, and error-free financial structure.
How to Transition to the e-Invoice and e-Archive System? Step-by-Step Guide
For SMEs, the transition process to the e-Invoice and e-Archive system can generally be carried out using three main methods:
- GİB Portal Method: This method is particularly suitable for small businesses that issue a limited number of invoices and have limited technical infrastructure. Invoices can be issued free of charge through GİB's own web portal. However, this method is not practical for businesses with high invoice traffic due to the manual processing load.
- Special Integrator Method: This is the most common and preferred method. e-Invoice and e-Archive Invoice transactions are carried out through special integrator firms authorized by GİB. Integrators automate the process by providing integration with businesses' existing accounting or ERP systems, offering archiving and technical support services. This method is the most practical and efficient solution for SMEs.
- Direct Integration Method: This method is generally preferred by large-scale firms with high invoice volumes. It is based on the principle of businesses directly integrating their own IT systems with the GİB system. This method is not suitable for SMEs due to its high cost and technical expertise requirements.
Required Steps for Transition:
- Application and Obtaining Financial Seal/e-Signature: First, an application for e-Invoice and e-Archive Invoice is made to GİB. A Financial Seal must be obtained for legal entities, and an e-Signature for sole proprietorships and self-employed professionals.
- Integrator Selection: Choose a special integrator that suits your business's needs. The integrator will provide technical support and system setup during the transition process. At Ofisx, we help businesses make this transition smoothly with our digital solutions.
- System Setup and Integration: Install the selected integrator's software or ensure integration with your existing systems. At this stage, configurations such as invoice templates and user settings are made.
- Testing and Approval: Before the systems are put into operation, test invoices are issued to check compatibility with GİB systems. After approval, live usage begins.
Simplify the Process with Ofisx Fatura
At Ofisx, we stand by SMEs in their digital transformation processes. Specifically, Ofisx Fatura, our invoicing software, offers a user-friendly and integrated solution that simplifies your e-Invoice and e-Archive Invoice processes. With Ofisx Fatura, you can quickly create, send, receive, and securely archive your invoices. Its cloud-based structure provides access from anywhere, while offering full integration with other Ofisx products (Ofisx Stok, Ofisx Muhasebe, Ofisx POS) to enable you to manage your business processes as a whole. You can also manage your invoicing operations anytime, anywhere through our mobile applications.
In a digitalizing world, transitioning to e-Invoice and e-Archive Invoice systems is now a necessity to remain competitive and increase operational efficiency. At Ofisx, we are pleased to offer you reliable and innovative solutions throughout this process.