Ongoing Compliance
Ongoing e-Invoicing Compliance
Go-live is the start of e-invoicing compliance, not the end of it. Invoices get rejected, master data drifts, staff change, the specification is updated, new document types come into scope and the VAT return must now agree to what has been reported invoice by invoice. Without someone watching, small errors accumulate into a reconciliation problem and, eventually, an FTA query.
Reflechir’s ongoing compliance service keeps the connection healthy and the reported data consistent with the books, as a monthly retainer that fits alongside outsourced accounting and VAT filing or stands on its own.
What goes wrong after go-live
- Rejected and stuck invoices: validation failures that nobody clears, so the customer never receives the invoice and the sale is unreported.
- Reported data disagrees with the ledger: invoices edited or cancelled in the system after transmission, credit notes raised without a link to the original invoice, or manual invoices issued outside the system.
- Master data decay: new customers set up without tax registration numbers or with wrong addresses, and new items without tax codes, each creating a failure at the next invoice.
- Specification and provider changes: updates to the data standard, new mandatory fields or provider platform changes that require reconfiguration before a deadline.
- Inbound invoices ignored: supplier e-invoices arriving into an inbox nobody processes, so input tax is claimed late or from non-compliant documents.
What the service covers
- Exception monitoring: daily or weekly review of rejections, pending and failed transmissions, with root-cause correction rather than repeated resubmission.
- Monthly reconciliation: reported invoices matched to the sales and purchase ledgers and to the VAT return before it is filed, with differences explained and corrected.
- Master data governance: controls on customer, supplier and item set-up so records are validated at creation, with periodic clean-up of the existing base.
- Change management: tracking updates to the framework and to your provider's platform, assessing the impact and implementing the changes on time.
- Inbound processing: making sure supplier e-invoices are captured in the purchase ledger and input tax is claimed on compliant documents only.
- Reporting: a monthly compliance summary for management showing volumes, rejection rates, open exceptions and the reconciliation position.
How the engagement works
The service runs on a monthly retainer sized to invoice volume and the number of entities, with a defined service level for clearing exceptions. It slots into Reflechir’s outsourced accounting and VAT return services where a client uses them, so the reconciliation to the return is done by the same team, or it operates alongside an in-house finance function with clear hand-offs.
Why Reflechir
- The VAT return is the test: we treat reported e-invoice data and the return as one set of numbers that must agree, because that is how the FTA will treat them.
- Root causes, not resubmissions: every rejection pattern is traced to the process or data problem that created it and fixed there.
- Continuity: the same team that integrated the system keeps it running, so nothing about the set-up has to be rediscovered.
If your e-invoicing connection is live but nobody owns the exceptions and the reconciliation, contact Reflechir Consultancy for ongoing compliance support.