“Please Send Us an E-Invoice.” But to Which Email Address?

When a customer asks you to send an e-invoice, your first question may be: “To which email address?” The answer is straightforward: an e-invoice is not sent by email.

An e-invoice is neither a PDF file nor an image of an invoice. It is a machine-readable document with a defined structure that travels from the sender’s business software (often through an e-invoicing operator) directly to the buyer’s business software or invoice processing system. No one needs to download the invoice data from an email or enter it manually.

What Is an E-Invoice, and What Is Not?

The easiest way to explain the difference is as follows:

• A PDF invoice is a human-readable document that is usually sent by email.
• An e-invoice is a machine-processable invoice which corresponds to a common standard and is transmitted between software systems.
  • It may also include an attached PDF file, but the PDF itself does not make the invoice an e-invoice.

With a PDF invoice, the buyer must enter or copy the invoice data manually, or digitise it using data-recognition software. With an e-invoice, the required data -such as the seller, invoice number, date, amounts, VAT and invoice lines -is transferred automatically into the recipient’s system.

Why Is an E-Invoice Not Sent by Email?

Technically, an XML file can be attached to an email, but this is neither the standard nor the correct way to exchange e-invoices.

Sending invoices through e-invoicing operators makes it possible to:

• route the invoice automatically to the correct system of the correct company;
• validate the invoice format and check that all mandatory information is present;
• track whether the invoice reached the recipient;
• convert between different e-invoice formats when necessary;
• reduce errors and the risk of invoice fraud. (read more)

Email does not provide the same level of control or traceability, as it can end up in a spam folder, remain in an employee’s inbox or be sent to the wrong address. An e-invoice sent through an operator is routed directly to the correct recipient based on unique company identifiers (like a registry code or VAT number). The exact path depends on the country.

How Do You Send an E-Invoice?

When a customer asks for an e-invoice, you should first check your software setup. Most modern European accounting software and ERP systems support standard e-invoicing natively or through exchange networks like Peppol (the cross-border standard in Europe), which simply need to be activated. If you use an external accounting service, ask your accountant to enable e-invoice delivery for your business.

The Sending Process usually works as follows:

1. Enter the sale details in your accounting software as usual.
2. Choose “Send as E-Invoice” (or send via Peppol/network) instead of downloading or emailing a PDF.
3. Your software (or an e-invoicing service provider/Access Point) routes the structured file through the network.
4. The invoice arrives directly inside your buyer’s accounting software or approval system.

The seller generally does not need to know the buyer’s operator or technical receiving address, as e-invoicing networks automatically route invoices based on standard business identifiers. 

If your current accounting software cannot send e-invoices, you can either: 

• Use e-invoicing service providers: Use a web-based e-invoicing portal or access point where you can manually type in invoice details or convert files into compliant formats.
• Use national public portals: Many European countries operate central portals for B2G and B2B invoicing (e.g., Chorus Pro in France, KSeF in Poland, or equivalent national portals) where invoices can be submitted manually.

How Can You Check Whether a Customer Accepts E-Invoices?

Across Europe, you can check whether a customer is set up to receive e-invoices through several standard methods:

• Automatic Software Lookup: Most modern European accounting systems automatically search exchange networks (like Peppol) or national registers using the buyer’s VAT number or business ID to show whether e-invoice delivery is available.
• The Peppol Directory: For cross-border invoicing in Europe, you can look up a business in the open Peppol Directory using their VAT number, national registration number, or company name to verify their receiving capability.
• National Tax & Public Databases: In European countries with centralized e-invoicing mandates (such as Italy’s SDI, Poland’s KSeF, or France’s public portal), receiving capabilities are registered in national tax databases or official business registers.
• Direct Buyer Information: Check the customer’s purchase order, contract, or procurement guidelines for their electronic receiving address—such as a PEPPOL ID or a national routing identifier (e.g., Germany’s Leitweg-ID for public-sector buyers).

Across Europe, e-invoicing is governed by both European Union directives and rapidly expanding national laws for business transactions. You can read more about e-invoicing standard and format requirements in 2026-2027 from our recent blog. 

What Should You Do If You Cannot Send an E-Invoice?

If your customer asks for an e-invoice but you do not know how to send one, renaming a PDF invoice or attaching an XML file to an email will not solve the problem.

If you are unsure how to send one, contact:

• your accountant or accounting service provider;
• your business software support team;
• your company’s e-invoicing operator.

Ask: “How can I send an e-invoice from my business software to X company?”

In most cases, the required function already exists and only needs to be activated or configured correctly. If you send only a few invoices per month, a web-based solution may be suitable. For larger invoice volumes, it makes sense to automate e-invoice sending within your accounting software or ERP system.

E-Invoices Also Benefit Sellers

In addition to benefiting the buyer, e-invoices also serve the seller’s interests because they:

• enter the buyer’s invoice process more quickly;
• do not get lost in an employee’s inbox or spam folder;
• contain fewer data-entry errors;
• are easier to track;
• reduce the likelihood of invoice rejection;
• support faster invoice approval and payment.

When a Customer Requests an E-Invoice, Do Not Ask for an Email Address

An e-invoice is not a PDF invoice sent by email.

When a customer asks you to send an e-invoice:

• Check the e-invoicing functionality in your business software;
• Select “Send as e-invoice” (or send via Peppol/network);
• Ask your software provider, accountant, or e-invoicing operator for help when necessary;
• Do not simply send the PDF invoice to a different email address.

E-invoices are exchanged directly between companies via software systems, networks, and e-invoicing operators. This makes invoice processing faster, more accurate, and more secure.

Do You Need Help with E-Invoicing?

Telema helps companies securely send and receive e-invoices and connect e-invoice flows to business software and purchase invoice processes.

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