e-Invoicing automation
Invoices issued and sent to e-Factura without retyping them
We connect the system where your invoices start, whether an ERP, an order system or invoicing software, directly to Romania's RO e-Factura. Every invoice is sent, tracked and archived with no manual copying. We work with companies of 10 to 250 people that upload invoices to SPV by hand today. It starts with a short diagnosis of the current flow.
Today and after
One invoice, from order to the tax authority’s receipt.
A typical flow in a distribution company, built as an example for this page. It does not describe any client.
Illustrative example
Today
The invoice is typed into the invoicing software Manual
Customer and order lines are copied from the ERP, line by line.
The XML is uploaded to SPV Manual
Someone logs in with the company’s digital certificate and uploads the files one by one.
The status is checked the next day Manual
SPV is opened again to see whether the invoice was validated or rejected.
The receipt is saved to a folder Manual
When nobody forgets. Finding it during an audit takes time.
The tracking spreadsheet is updated Manual
Sent, rejected and paid invoices live in a separate sheet kept by one person.
Five manual steps per invoice, three programs, and the transmission deadline tracked from memory.
After
The invoice is generated from the ERP order Automatic
The same data, never retyped: customer, lines, VAT rates.
It is validated before it leaves Automatic
Tax ID, VAT, mandatory fields. Anything that fails goes to a list with the reason.
It is sent through the RO e-Factura API Automatic
No manual SPV upload. If the system does not answer, sending is retried.
The response is tracked and archived Automatic
The status shows next to the order; the XML with the Ministry of Finance seal is kept automatically.
Rejected invoices go to the accountant Human check
Only those, with the error message attached. The accountant fixes and resends them.
One human step, for exceptions only. The system tracks the deadline.
When this fits
When it is worth it, and when it is not.
It fits if
- You issue hundreds of invoices a month and upload them to SPV by hand, or export them one at a time from the invoicing software.
- The invoice data already exists in the ERP or the order system, but someone retypes it into the invoicing software.
- You hear about rejected invoices only when the customer calls or at month end.
- Only one person knows how the upload is done, and their holiday is a risk.
- Sent and paid invoices are tracked in a spreadsheet outside the accounting software.
It does not fit if
- You issue a few dozen invoices a month. Invoicing software that sends to e-Factura on its own is enough and costs less than a project.
- Your current software already transmits automatically and nobody copies anything between systems.
- The real problem is elsewhere, for example wrong prices or customer data in the ERP. Then we start with the data, not the sending.
- You only need new invoicing software. You do not need us for that; your accountant can recommend one.
Where it is used
See how it works in your industry.
What we build
The components, one by one.
Each component can be delivered on its own. The diagnosis decides which ones your volume justifies.
- 01
Data capture
The invoice starts from its source: the ERP order, the contract or the subscription. Data is read through an API, from the database or from a scheduled export, never copied by hand.
- 02
Validation before sending
We check the tax ID, the VAT rates and the fields required by Romania’s RO_CIUS rules before the invoice leaves. Mistakes stop inside the company, not at the tax authority.
- 03
Invoicing software integration
If your software has an API or accepts file imports, we keep it and feed it automatically. If not, we generate the EN 16931 XML directly from your system.
- 04
Sending to e-Factura
Sending and reading the response go through the official API, authorized with the company’s digital certificate. The same channel downloads received invoices before their 60-day window closes.
- 05
Notifications
A rejected invoice goes to the person who can fix it, with the error explained in plain words. Invoices close to the transmission deadline are flagged too.
- 06
Archive and reporting
The sealed XML, the receipt and the status of every invoice sit in an archive you search by customer, number or date. A monthly report shows volume, errors and time to validation.
Do the math
What does the manual invoice route cost you today?
Enter your own numbers. The result is the time spent on manual steps today, not a promised saving. How much of it goes away is what the diagnosis measures on your flow.
Estimate
- Manual time per month
- 20 hours
- Cost per month
- 1,000 lei per month
Per year: 12,000 lei
Assumptions
- With the starting values: 400 invoices × 3 minutes = 20 hours a month. At 50 lei an hour, that is 1,000 lei a month.
- The minutes cover copying data, uploading to SPV, checking the status and archiving. Time a few real invoices before you pick the number.
- 50 lei an hour is a starting value for the full cost of an hour of administrative work, not an official average. Use the real cost in your company.
- The estimate leaves out the cost of errors: rejected, resent or late invoices, which the law fines.
- It is an indicative estimate, not a quote and not a guaranteed saving.
How we work
From today’s flow to invoices that send themselves.
The first step is The Diagnosis: we follow a few real invoices from order to receipt and decide together what is worth automating. Only then do we build.
- 01
Diagnose
We follow the real route of an invoice: where the data starts, who copies it, how many invoices are rejected and why, how the deadline is tracked.
Output: flow map, measured volumes and times, the frequent errors.
- 02
Design
We choose the single source of invoice data, the validation rules and what stays with a person. We decide whether to keep your invoicing software or generate the XML directly.
Output: the new flow, written rules and an owner for exceptions.
- 03
Build
We build the integration, test it in the test environment the tax authority provides, then on a small batch of real invoices, running alongside the old process.
Output: automatic sending in production, checked on real invoices.
- 04
Scale
We extend it to credit notes, advance invoices and invoices to consumers, hand over the documentation and follow one full month-end close together.
Output: a documented process, a monthly report and an owner on your team.
Risks
What can go wrong, and how we handle it.
Personal data and GDPR
Invoices hold contact details and, for consumers, personal data. Access is limited to the people who need it and is logged. For any data we can access, we sign a data processing agreement.
Wrong data and human review
Automation does not fix wrong ERP data, it only sends it faster. That is why validation runs before sending, and any invoice that fails the rules stops with a person.
When SPV or the tax authority is down
The e-Factura system has periods when it does not answer. Invoices wait in a queue, sending is retried automatically, and if the outage lasts the accountant is told, so the deadline is not missed.
Where the data runs
The integration can run on your servers or in the cloud, in EU data centers. It talks to the tax authority directly and stores only the access token, never the digital certificate.
Questions about e-invoicing automation
Do we have to change our invoicing software?
Usually not. If it has an API or an automatic import, we keep it and feed it from the ERP. We replace it only if it cannot be connected at all, or if you want to replace it anyway. The decision is made in the diagnosis, with the cost of both options on the table.
What happens if the tax authority rejects an invoice?
e-Factura returns an error message. The system picks it up, attaches it to the invoice and sends it to the person who can fix it. Once corrected, the invoice is sent again. The transmission deadline still applies, so the error has to reach the right person the same day.
How long until it works?
It depends on how many sources your invoices have and how clean the data is. We set the duration in the diagnosis and write it into the proposal. We work in steps: the first invoice type runs automatically before we move to credit notes and special cases.
Does invoice data leave Romania or the EU?
It does not have to. The integration can run on your servers or with a cloud provider in EU data centers, and invoices go straight to the tax authority. We decide together where it runs, before anything is built.
What is the e-Factura transmission deadline?
For B2B invoices, 5 working days from the invoice date, and no later than 5 working days after the legal deadline for issuing it (OUG 120/2021, art. 10(7), in force since 1 January 2026). We checked the text on 29 September 2026; confirm the current rule with your accountant.
Do we need AI for this?
No. e-Factura invoices are structured XML files, so sending, validation and tracking run on rules and integrations, without an AI model. AI helps with documents that do not arrive structured, such as invoices from foreign suppliers, receipts or scanned delivery notes.
AI document processingWhat about invoices we receive from suppliers?
We can download them from e-Factura automatically, before the 60 days in which they are available run out, and pass them to the accounting software. Matching them to orders is a separate step, scoped in the diagnosis.
Who is responsible if an invoice goes out wrong?
Tax responsibility stays with the company that issues the invoice, as it does today. We are responsible for the integration working: validation rules, sending, tracking and alerts. That is why every rule and every exception is written down and approved by your accountant.
Further reading
Read more on this.
Tell us how an invoice leaves your company today.
Describe the route from order to SPV in a few lines. We reply honestly on whether a diagnosis is worth it, and what it would cover.