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eBook · Compliance

e-Invoice readiness checklist

A working checklist for finance teams: master data, document flows, exception handling and reporting.

SectioneBooks & guides
DateEvergreen
Written bySenangUrus implementation team
Reading time16-page checklist
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e-Invoice readiness is 80% data and process, 20% configuration. Work through this checklist in order — each section assumes the previous one is complete. It is written for finance leads who will own the process after go-live.

At a glance

  • Master data audited and de-duplicated
  • Fiscal document set agreed
  • Exception owner and backup named
  • Daily submission check in the routine
  • Audit trail visible from report to submission
Chapter 01

1. Master data audit

Validation failures trace back to fields. Audit the three master lists that appear on every invoice and fix exceptions in the master record once, not on each document.

What this phase owes you

  • Customer list: registration name, tax identification number, address, contact
  • Product and service list: description, unit of measure, tax code, price basis
  • Supplier list for purchases, including foreign suppliers where applicable
  • Duplicate and inactive records cleaned up before migration
Chapter 02

2. Document lifecycle decisions

Decide which documents are fiscal documents and what each status means operationally. Write the rules down before configuration so the system implements a decision rather than a guess.

What this phase owes you

  • Fiscal vs internal documents identified
  • Status handling defined: draft, submitted, validated, rejected, cancelled
  • Credit note and debit note flows documented with approval points
  • Consolidation rules chosen deliberately, not left to default
Chapter 03

3. Exception handling

Rejections are normal. What matters is a defined response with an owner and a deadline, plus a way to tell the customer what they will receive and when.

What this phase owes you

  • Named owner and backup for submission exceptions
  • Response time target for rejected submissions
  • Customer communication template for delayed issuance
  • Root-cause log: each rejection categorised so recurring data issues get fixed
Chapter 04

4. Controls and daily routine

Fifteen minutes a day keeps submissions current. The failure mode is always the same: a backlog discovered at month-end that cannot be cleared in time.

What this phase owes you

  • Daily check: pending, rejected and unsubmitted invoices
  • Segregation: the person who raises an invoice is not the only person who can submit
  • Access review for submission roles after staff changes
  • Backup trained and able to run the process unaided
Chapter 05

5. Reporting and audit trail

Auditors ask for the link between ledger and submission record. Keep it visible on the document so the trail closes without a separate spreadsheet.

What this phase owes you

  • Submission status, reference and timestamp visible on the invoice
  • Report of submissions by period, status and customer
  • Reconciliation between invoiced revenue and submissions
  • Retention: documents and submission records kept per your policy
Filed underCompliance & e-InvoiceData & reporting
SenangUrus implementation team · editorial

Written by the SenangUrus implementation team and reviewed by the consultants who run these deployments. Where a piece draws on a customer's numbers, the customer has agreed to be named.

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