Mandatory Electronic Invoice, InvoicePA, the tricks to save money

Electronic InvoicePA

It has long been mandatory for those offering services to public administrations to use electronic invoicing.
Administrations can no longer receive nor pay paper invoices sent through traditional channels but must compulsorily use electronic invoicing
The Electronic Invoice or InvoicePA differs from classic invoicing and sending also electronically via files e.g. PDF and follows the rules contained in the Decree 55/2013 that regulate its issuance, transmission and receipt.

Features of the Electronic Invoice

• It is created in XML format with the codes of the destination public administration
  • This is a encoded file using software that indicates all the invoice data (sender, recipient, amount...) uses standard codes to be easily imported into computer systems
  • The file created by the electronic invoicing program or management software (if enabled) will be invoicename.xml
  • The xml file must contain the unique identification codes of the office of destination
• It must be digitally signed by qualified signature of the person issuing it to attest its authenticity
• The storage of invoices must be carried out at accredited entities and has a obligation of 10 years from issuance
• The sending is done through the interchange system (SDI) which will return messages of the status of receipt and any errors
• It is not necessary to affix the time marks on the invoices
• In order to ensure the effective traceability of payments by the Public Administrations, electronic invoices must include the Tender Identification Code-CIG and the Unique Project Code-CUP, in case of invoices related to public works, failing which the Public Administration cannot proceed with the payment of the invoice.

Creation of electronic invoices opensource

The Lazio region in collaboration with the Agency for Digital Italy (AGID) has developed an opensource solution, "Active Invoicing Module" for generating PA invoices, which you can try out by downloading a virtual machine VirtualBox, based on Linux (Fedora 64bit)
This system does not, however, provide digital signature, standard storage nor sending to the interchange system but only takes care of the generation of the xml file
From the tests carried out on various software to now it seemed to us the best for invoice generation, although it has the strong limitation of not interfacing with the rest of the storage and sending process, which is to be done separately

Services available online

Evaluating some of the services available online also on the basis of cost two are possible alternatives for those who do not have big budgets:

• Flextax: It is an online accountant, the offer includes "Flexsuite," a suite for managing VAT number and creating, sending and storing electronic invoices, with 100 free invoices
• Agenzia entrate: Allows electronic sending and storage, requires access with SPID
• MePA: compliant creation and storage of electronic invoice for free, you can directly do the sending to SDI but needs digital signature and registration
• Aruba Docfly: 25€ per year, creation, storage and sending without the need for digital signature

Update

At the time of our evaluation it had been necessary to open an account and understand its operation in order to work with the Public Administration.
The extension of the electronic invoicing obligation to companies does not change the tool but the recipients