Free e-invoicing checklist: are you ready for the mandate?

Deadlines per country — and the 12 things to arrange now

A practical 10-page PDF guide for field service, installation and construction companies. With the deadlines for Belgium, Germany, Portugal and the Netherlands, the pitfalls contractors run into, and a printable checklist.

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5_stars    Used every day by 5,172 companies with field teams

 

From work order to e-invoice, without rejections

An e-invoice is validated by machine: a missing purchase order number or a manually corrected reverse charge no longer triggers a phone call, it triggers a rejection. This guide shows where that goes wrong and how to prevent it. Start your free 14-day trial.

Free e-invoicing checklist for field service companies
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OutSmart is user-friendly, complete and just easy to use. For us it’s the tool I’d recommend to any organization.

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OutSmart is very professional and indispensable in our business processes. All our processes now run much more efficiently.

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Frequently asked questions

Questions about this guide

Is the guide really free? +

Yes. Fill in the form and the PDF appears straight away, with no payment and no obligations.

Who is this guide for? +

For companies with people in the field: installation and HVAC, construction and contracting, maintenance and service, security and grounds maintenance. It covers Belgium, Germany, Portugal and the Netherlands.

Does the e-invoicing mandate apply to my company? +

It depends on where you are established. Belgium has required structured B2B e-invoices since 1 January 2026. Germany has required businesses to receive e-invoices since 2025, with issuing mandatory from 2027 above 800,000 euro turnover and from 2028 for everyone. In Portugal, PDF invoices without a qualified electronic signature stop being valid after 31 December 2026. The Netherlands has no domestic B2B mandate yet. This is general information, not tax advice.

Is a PDF invoice by email already an e-invoice? +

No. An e-invoice is a structured file compliant with the European standard EN 16931, in practice sent over the Peppol network, that your customer’s software reads automatically. A PDF attachment does not qualify, however well designed.

Do I need to be an OutSmart customer for this to be useful? +

No. The guide is written vendor-independently: the steps and pitfalls apply regardless of which software you use.

Can I send e-invoices with OutSmart? +

Yes. The Peppol Power-Up sends your invoices straight over the Peppol network and shows delivery status in the invoice log. Note that this Power-Up currently works with a single IBAN.