How do you manage the access and retention policies for your e-invoice archives?

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E-invoicing, or electronic invoicing, is the process of sending and receiving invoices in a digital format, such as PDF, XML, or EDI. E-invoicing can reduce costs, errors, and fraud, as well as improve efficiency, compliance, and cash flow. However, e-invoicing also comes with some challenges, such as how to manage the access and retention policies for your e-invoice archives. In this article, we will explore some best practices for e-invoice archiving and how to ensure your e-invoices are secure, accessible, and compliant.

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Nghia Tran

Assistant to CEO & Head of Solutions and Partnership @ Arito Solutions ? ERP ? Procurement Suite ? B2B SaaS ? MarTech ?…

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Rita Roy

Making Invoicing Simple | Business Analyst @ Invoicera | Link Building
Dana Asnan

Senior Content Writer | Copywriter | SEO Writer | Translator | Tech Content Writer | Poet

1 Why archive e-invoices?

Archiving e-invoices is not only a good practice, but also a legal requirement in many countries. Depending on the jurisdiction, you may need to keep your e-invoices for a certain period of time, usually between 3 and 10 years, for tax and audit purposes. Archiving e-invoices also helps you to have a backup of your transactions, to support your accounting and reporting, and to resolve any disputes or claims.

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Rita Roy

Making Invoicing Simple | Business Analyst @ Invoicera | Link Building
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To manage access and retention for e-invoice archives, implement role-based permissions to ensure only authorized personnel can access sensitive data. Use automated retention policies that align with legal requirements, archiving invoices securely for the mandated period before automatic deletion. Regular audits ensure compliance and data integrity.

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Rita Roy

Making Invoicing Simple | Business Analyst @ Invoicera | Link Building
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Manage e-invoice archives by setting clear access controls, ensuring only authorized personnel have access. Retention policies are automated, aligned with legal and compliance requirements, and regularly reviewed to maintain data security and integrity.

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2 How to archive e-invoices?

When deciding how to archive e-invoices, there are several factors to consider, such as security, accessibility, and compliance. You can choose to store them on your own system, like a cloud storage or a hard drive, or you can use a third-party service provider, like an e-invoicing platform or an archive provider. Security is important to make sure your e-invoices are protected from unauthorized access, modification, or deletion. Accessibility is also key for you and your authorized users to be able to easily retrieve, view, and download your e-invoices. Moreover, it's essential that your e-invoices comply with the legal and technical requirements of your country and trading partners.

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Dana Asnan

Senior Content Writer | Copywriter | SEO Writer | Translator | Tech Content Writer | Poet
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Going with the option to hire an E-invoicing service provider tends to be the optimal one recommended. This can be attributed to E-invoicing providers having the time and resources many businesses don't to ensure all invoices adhere to the country's tax legislation. This is a win-win solution for businesses as it gives them the space they need to focus on business-specific decisions instead of getting wrapped up in compliance and archival concerns.

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3 What are the access policies for e-invoice archives?

Access policies for e-invoice archives are essential to ensure the confidentiality and integrity of your e-invoices, as well as to comply with data protection and privacy laws. To ensure the best practices, you should assign different roles and permissions to users based on their needs and responsibilities. Additionally, strong authentication methods such as passwords, PINs, or biometrics should be used to verify the identity of your users. You should also use encryption and digital signatures to secure the transmission and storage of your e-invoices. Lastly, monitor and audit the access and activity logs of your e-invoice archives and report any suspicious or unauthorized actions.

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4 What are the retention policies for e-invoice archives?

Retention policies for e-invoice archives are essential for ensuring the availability and compliance of your e-invoices, as well as optimizing storage space and costs. It is important to follow the legal and contractual obligations of your country and trading partners, keeping e-invoices for at least the minimum required period. Additionally, use a consistent and clear naming and filing system, such as by date, number, or customer, to facilitate retrieval and management. Lastly, rely on a reliable and secure deletion method such as shredding, overwriting, or erasing to prevent recovery or misuse.

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Nghia Tran

Assistant to CEO & Head of Solutions and Partnership @ Arito Solutions ? ERP ? Procurement Suite ? B2B SaaS ? MarTech ? Ecommerce ? Client Success
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In Vietnam, while e-invoice providers typically guarantee storage for up to 10 years, our clients often require access to these invoices for a longer period. As a result, we consistently advise customers to implement backup systems within their own infrastructure to ensure long-term storage and easy retrieval in the future.

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Peter Schenkel

Head of Platform Business @ CDQ | Driving Digital Innovation
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When it comes to e-invoice retention, the key is sticking to legal requirements—not just what your business partners might suggest. In Germany, e-invoices must be kept for 10 years, just like paper invoices, in line with § 147 of the Fiscal Code (AO) and § 257 of the Commercial Code (HGB). This applies to all tax-relevant documents, and non-compliance can lead to penalties. The retention period starts at the end of the calendar year in which the invoice was issued. While business preferences may exist, what really counts is meeting Germany’s legal requirements. Make sure e-invoices are stored in their original format, comply with GoBD guidelines, and are accessible for audits. Stick to the law, and you're in the clear

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5 How to review and update your e-invoice archiving policies?

E-invoice archiving policies are not static, but rather require periodic review and updating to reflect changes in the business environment, customer expectations, and legal and technical standards. To ensure your e-invoice archives remain competitive, it’s important to conduct regular audits and assessments of their performance, security, accessibility, and compliance. Additionally, soliciting feedback from users, customers, and stakeholders can help identify their needs, preferences, and challenges. Lastly, monitoring the latest trends and developments in e-invoicing can help ensure your e-invoice archives are up to date.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you manage the access and retention policies for your e-invoice archives?

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1 Why archive e-invoices?

2 How to archive e-invoices?

3 What are the access policies for e-invoice archives?

4 What are the retention policies for e-invoice archives?

5 How to review and update your e-invoice archiving policies?

6 Here’s what else to consider

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