Unlike some European countries, Finland does not operate a state-run electronic invoicing platform. Instead, businesses are free to choose from various EDI (Electronic Data Interchange) service providers to generate and send electronic invoices.
This article will give you an introduction to how to get started with e-invoices, what formats and networks are used, and what it takes to succeed with electronic invoicing in Finland.
What is an electronic invoice?
An electronic invoice, or e-invoice, is a structured digital document designed for seamless integration into financial systems, eliminating the need for manual data entry. In this article it refers to documents sent between businesses (B2B or B2G) and not between businesses and private individuals (B2C).
Electronic invoice formats and networks in Finland
Finnish validation rules are strict; as of 6. April 2021, e-invoices sent via EDI service providers and others are obliged to comply with European standards. Therefore the three predominant formats accepted in the Finnish market have been established to ensure compliance with the European Standard EN 16931, as well as the Finnish tax administration VAT requirements:
- Finvoice 3.0: XML-based format developed by Finnish banks and widely used throughout the country. (Older Finvoice formats are also widely used in Finland.)
- TEAPPSXML 3.0: An alternative XML-based format used for e-invoice exchanges between e-invoice operators
- Peppol BIS 3.0: Gaining traction in Finland, particularly for cross-border transactions
Similarly to Sweden, a large proportion of domestic Finnish electronic invoices are sent via service providers facilitating interoperability agreements and a registration in the TIEKE E-invoice Address Service.
With no state-run platform, Finnish businesses choose between various networks, depending on the preferred network of their business associates:
- Peppol
- Interoperability agreements and TIEKE registration
- eBilling service Handi run by the government offering a solution for manual punching of invoices B2G
Peppol
The Peppol network was initiated in 2008 and formally established in 2012 for the exchange of electronic invoices and other business documents across national borders. Peppol utilizes a network of access points (APs), facilitated by EDI (Electronic Data Interchange) service providers, supporting both national and cross-border transactions.
TIEKE and interoperability
The exchange of electronic invoices in Finland is not standardized and relies on the service providers signing interoperability agreements - forming a network to the benefit of their customers.
TIEKE (Finnish Information Society Development Center) is an independent, non-profit organisation, founded in 1981, focusing on “digital ability, data economy, digital financial management and sustainability”.
The e-invoice address service was founded 2001 and is maintained by TIEKE, the State Treasurer and the service providers active in Finland. This registry is a centralized database of e-invoice addresses for businesses, based on information provided by service providers (operators and banks). Only service providers can add, change or delete the information.
It is thus crucial to find a service provider not only with a large number of interoperability partners, but that is also an active participant in the TIEKE community and the e-invoice address service - in addition to a Peppol Access Point.
Status of electronic invoicing in Finland
The Finnish e-Invoicing Act 241/2019, which was delayed due to covid 19, came into effect on April 1. 2021 and gives businesses with annual turnover exceeding €10,000 the right to demand electronic invoices from their suppliers.
In 2022 the Finnish government chose Peppol for state-level procurement, and the State Treasury became a Peppol Authority. As of April 1. 2024 suppliers of the Finnish government are required to be able to exchange Peppol advanced ordering documents.
The intent is to encourage both the public and private sector to adapt to the use of both electronic invoicing as well as Peppol, without mandating electronic invoicing B2B.
TIEKE also plays an important role in these efforts, through the eInvoice Forum; “an impartial network promoting e-invoicing and real-time electronic financial management in Finland, bringing together key players in the industry.”
Sending and receiving electronic invoices in Finland
Due to the complexity of electronic invoicing in Finland, it is highly recommended to choose wisely when connecting to a suitable EDI service provider, ensuring smooth integration and efficient day-to-day services.
- Choose a competent EDI service provider who has the necessary interoperability agreements, offers Peppol APs and is part of the TIEKE network.
- Technical implementation: Set up your ERP or accounting system to send electronic invoices and implement validation rules to ensure compliance with Finnish regulations. Ensure the staff is trained accordingly to gain the full advantages of digital invoicing. (Most EDI service providers will assist this process.)
- Register and inform: Your EDI service provider will register your company in the e-invoice address service and Peppol, and you need to inform your trading partners of the changes.
- Continuous improvement: Cooperate with your EDI service provider to ensure continuous compliance with regulations and to identify expansion possibilities, such as digitalizing the Procure-to-Pay processes, for instance.
- Archiving practices: Maintain proper archiving practices by keeping invoices minimum 6 years for end of the accounting year.
How to receive
To start receiving electronic invoices as a Finnish company, your company should be registered in both the TIEKE e-invoice address service and in Peppol.
Suppliers able to send invoices through the Peppol or TIEKE network will usually automatically start sending you electronic invoices.
To further speed up onboarding, your EDI provider may offer onboarding services where they contact your suppliers to inform them that you are connected to a service provider and ready to receive electronic invoices. The supplier should then contact their own EDI provider to establish the connection. You may also manage this process yourself.
How to send
Compared to receiving, the process of sending electronic invoices can be more automated if you choose the right EDI service provider.
The EDI service provider should be able to inquire if the receiving company is registered in Peppol or TIEKE e-invoice address service and start sending electronic invoices immediately if this is the case.
Note that not all EDI service providers support automatic sending to parts registered in the TIEKE e-invoice address service.
Finnish Banks
Some of the Finnish banks offer solutions for sending and receiving electronic invoices using TIEKE and interoperability agreements. Their services are however limited, since they don’t offer integration with the clients ERP system and only provide services for domestic invoicing.
Do I need an EDI service provider?
There are several cloud-based ERP systems available with integrated Peppol access points as part of their service. However, these systems are usually insufficient for electronic invoicing in the Finnish market, which still relies heavily on the TIEKE e-invoice address service and interoperability agreements between the service providers.
Therefore, to send and receive electronic invoices within Finland, companies will need an EDI service provider that is engaged in TIEKE and offers both a Peppol access point and the necessary interoperability agreements.
These service providers will usually also offer additional services to simplify the handling of electronic invoices, such as document control, scanning, etc.
International Electronic Invoicing
International invoicing is often complex: Most countries have their own preferred formats and use different networks. It is therefore crucial to find the right EDI service provider when invoicing internationally, with the necessary interconnection agreements and access to relevant networks, as well as an overview of the applicable legal requirements.
To be able to receive electronic invoices from abroad, you need to be connected to an EDI service provider that can:
- Exchange documents with the service provider that the sender of the invoice uses - either via interconnection agreements or via interoperability networks.
- Handle different invoice formats (such as EDIFACT, cXML, ANSI X12, OIOUBL, etc) and convert these into a format that is compatible with your financial system.
To send electronic invoices abroad, you must be connected to an EDI service provider that can ensure that:
- The invoice can be converted to the recipient's preferred format (or a format agreed upon with the recipient’s service provider).
- The invoice is sent to the correct recipient, often by network collaboration, or via interconnection agreements.
Success factors for electronic invoicing in Finland
- Choose the right EDI service provider: An experienced EDI service provider with a large network can be essential.
- Register in Peppol
- Register in TIEKE e-invoice address service
- Utilize Onboarding Services: The service provider may be able to speed up the process of onboarding suppliers to send you electronic invoices.
- Collaborate with a System Integrator: Ensure seamless integration with your existing systems. (Logiq has a large and expanding network of partners that can help you.)
- Build internal competence: Invest in training and understanding of electronic invoicing for your employees.
- Prepare to scale: Choose solutions that can grow with your business.
Summary
Due to the complexity of the Finish B2B transactions, it is crucial to find the EDI provider suitable for your individual company. Be sure to find an EDI provider with the necessary interoperability agreements, as well as Onboarding Services.
As a leading EDI provider in the Nordic region, Logiq has the expertise and infrastructure required to ensure the successful implementation of electronic invoicing for companies in Finland. We also have a Nordic service desk that answers quickly when you try to reach them – whether this is by phone or mail.
Do you want to know more about how your company can get started with electronic invoicing? Contact us for a talk about what can be achieved.