Protect invoices with e-signature and e-seal

Protect invoices with e-signature and e-seal - secrypt GmbH

Manipulation protection through secure signature tools
Proof of authenticity and integrity of business invoices according to EU VAT system guidelines and German VAT law
Internationally standardized and legally compliant according to eIDAS-VO
Paper abandonment and cost reduction through e-billing
Integrate e-signature and e-seal with digiSeal products in invoice workflows

»The intuitive user guidance of digiSeal^®server enabled us to integrate signatures quickly and easily into our invoice workflow. The graphical user interface also made administration much easier for us.«

Torsten Müller, IT-coordinator, Meffert AG

Motivation

The electronic invoice offers companies of all sizes and industries massive savings potential – from working time, material and postage to archiving for legal retention periods.

Legal framework

In order to be able to claim input tax deduction for electronic business invoices, the authenticity of the origin (authenticity) and the integrity of the contents (integrity) must be ensured in accordance with the EU VAT system directive (VATSystRL) and national VAT legislation (UStG §14).

The following procedures are possible:
1. qualified electronic signature
2. standardised EDI procedures
3. internal control procedures

The use of qualified signatures and the EDI procedure is standardized and recognized throughout the EU – in contrast to “internal control procedures”.

Advantage for archiving: An electronically signed invoice itself possesses the characteristics of authenticity and integrity – a significant advantage for the proof of these characteristics for the retention period of usually 10 years.

Protect e-bills with digiSeal^®server

Benefits

Internationally standardized
For every invoice volume
For sender and recipient
The signed invoice document itself is authentic and has integrity and is therefore negotiable.
Simple digiSeal server integration via: Web service, programming interface (C-API / Java, C# or Python wrapper), directories (“hot folder”), connectors (e.g. for SAP)

E-bill formats

EDI signature (embedded and AUTACK); GS1 EANCOM DE, Ideal Message Swiss, EANCOM AECOC ES (Spain), Editel® CZ, GS1 EANCOM CZ (Czech Republic), Edicom®, GS1 EANCOM FR (France)

More EDI dialects can be implemented quickly

ZUGFeRD (PDF files with embedded XML code)

External service providers: e-bill in the cloud

Do it yourself or have others do it?

Many companies ask themselves this question when it comes to the cost-efficient implementation of complex IT-supported business processes. An alternative is to outsource invoicing or invoice receipt to a specialized service provider. It should fulfil all legal requirements as well as the necessary tasks for smooth invoice processing between the business partners. The basis for this is § 14 (2) UStG, according to which an invoice can also be issued by a third party on behalf and for the account of the service provider.

Outsourcing services
for invoice sender and recipient

Data transfer between customer system and service provider system and data conversion
Support of various data formats
Signature generation and verification including logging
EDI procedure: Support of common EDI signature variants and fast adaptation to other EDI dialects
Workflow and dispatch via different channels
On-demand archiving for legal retention periods

Services for paper invoices

Some service providers with whom secrypt cooperates also offer solutions for physical invoice receipt with various work steps (e.g. sorting, scanning, data entry and control, booking, storage) and “hybrid” invoice dispatch, i.e. paper invoices or electronic invoices are sent depending on the recipient’s wishes.