In France, Germany, Spain, and most of the rest of Europe, e-invoicing rollout has been slow and stilted. Here in France, we’ve seen countless deadlines go by unfulfilled.
But Italy is another story. There, e-invoicing mandates have been live and widespread for more than five years. It has quickly become part of the business landscape.
This article takes a brief look at the history of e-invoicing in Italy. We then present a deeper examination of the third-party providers helping businesses manage this bureaucratic requirement.
The goal: to show prospective e-invoicing providers in France and wider Europe what worked in Italy, and how they can better serve client companies when e-invoicing takes hold everywhere.
A brief history of e-invoicing in Italy
Italy is a pioneer in adopting electronic invoicing (e-invoicing) within the European Union. E-invoicing first became mandatory in June 2014 for all suppliers to public entities, known as Business-to-Government (B2G) transactions. The goal was to enhance efficiency and transparency in governmental financial transactions.
In January 2019, Italy extended the mandate to Business-to-Business (B2B) and Business-to-Consumer (B2C) transactions. This expansion required all domestic invoices to be issued electronically through the government's Sistema di Interscambio (“SdI”) platform, which is obviously very similar to the Plateforme Publique de Facturation (PPF) in France.
The primary objectives there were to combat tax evasion and streamline tax reporting processes.
As of January 1, 2024, the e-invoicing mandate encompasses nearly all value-added tax (VAT) holders in Italy, including micro-businesses and those previously exempt. Healthcare professionals are an exception, based on concerns about patient data protection.
Italian e-invoicing in brief
- June 2014: e-invoicing mandatory for B2G transactions
- January 2019: e-invoicing mandated for B2B and B2C transitions; exceptions for the smallest businesses.
- January 2024: e-invoicing mandatory for all VAT holders; healthcare providers the only notable exception.
The major PDPs in Italy today
Unlike in France—where it will be mandatory to use a third-party provider for e-invoicing—companies can submit invoices to the SdI themselves. But many choose instead to use third-party e-invoicing providers (we’ll call them “PDPs”).
And in the half-decade since 2019, several companies have distinguished themselves as the clear PDPs of choice:
- TeamSystem: A leader in digital business management solutions, TeamSystem serves more than 2 million customers and employs more than 3,700 people. In 2023, the company generated sales of €545 million.
- Aruba: Specializing in cloud services, Aruba offers secure electronic invoicing solutions, facilitating integration with various ERP systems.
- InfoCert: As Europe's largest certification authority, InfoCert offers digital trust services, including e-invoicing solutions focused on compliance and transaction security.
- Zucchetti: A management software company that offers e-invoicing tools integrated with its ERP solutions, Zucchetti focuses on process automation and efficiency.
Why Italian companies use PDPs
As noted, companies don’t need to use a PDP to file invoices with the SdI. But just like any third-party software or services provider, there are very real advantages to using one:
1. Ease of use and automation
The raw SdI system is designed mainly for transmitting and validating invoices, to ensure that all tax is paid and no serious malfeasance occurs. But it’s not first and foremost a service-oriented platform. In other words, it lacks a user-friendly interface.
That’s where third-party providers are so valuable. Good PDPs automate invoice generation, sending, tracking, and archiving, and reduce manual effort overall. They also offer APIs and integrations with ERP systems, making it easier for businesses to connect invoicing with their accounting and financial operations.
These are the same high-value SaaS platforms companies use to make work easier and more efficient. They just take the extra step of interacting with the authorities on companies’ behalf.
2. Compliance and error reduction
The SdI requires invoices to follow a strict XML format. If an invoice contains errors, it gets rejected. Fixing those errors and reformatting later is painful and wastes undue time.
Third-party providers validate invoices before submission, reducing the risk of rejections and ensuring compliance with Italian tax regulations. They also stay up to date with changes in tax laws and update their systems accordingly, ensuring businesses stay compliant.
This is an extra layer of validation that ultimately saves more time for companies, and keeps them out of trouble.
3. Better data management & reporting
The SdI doesn’t provide any advanced analytics or reporting tools. If businesses want to track their invoices’ impact on treasury, the cash conversion cycle, or simply how much they’re paying each month, they have to do it themselves.
By contrast, the top PDPs offer dashboards, financial insights, and real-time tracking of invoices, helping businesses manage cash flow better. Some providers also integrate with banking and financial services, enabling faster payment processing and reconciliation.
Again, these are services many businesses would pay for anyway. The fact that they can pay suppliers directly through them is a major advantage.
4. Long-term archiving & digital signatures
Italian law requires invoices to be archived digitally for 10 years to ensure authenticity and integrity. But the SdI itself is not an invoice archiving service, and business owners can’t easily search its records.
Third-party providers automate this archiving process with secure cloud storage. Many also provide digital signature services, which help ensure invoices meet legal authenticity requirements.
5. Integration with business workflows
The more complex your invoicing processes and needs, the more likely you’ll struggle to rely solely on a platform like the SdI. If you have multiple entities, multi-currency invoicing, or industry-specific needs, it quickly becomes a nightmare.
PDPs offer customized solutions tailored to industries like retail, manufacturing, or services. Many providers integrate with payroll, HR, procurement, and supply chain systems, making invoicing part of a seamless workflow.
6. Customer support & reliability
As you might expect, the Italian Tax Agency does not provide extensive support for SdI users. When things go wrong or are unclear, it can be painful and time-consuming to get the answers you need directly from the authorities.
Third-party providers, on the other hand, offer help desks, troubleshooting, and real-time support. PDPs also ensure business continuity by providing backup solutions in case of system failures or disruptions in SdI connectivity.
The 72 (and growing) prospective PDPs available in France already have a head start: clients need to use at least one of them to do business. But you can still take the principles above and apply them as you build your own e-invoicing products.
How Italy’s top PDPs differentiate themselves
Let’s revisit that list of five market leaders above, and identify the key differentiators that have helped them dominate this space.
TeamSystem—the comprehensive solution
TeamSystem offers a wide array of management software solutions for broad business needs, including accounting, payroll, and customer relationship management. This extensive offering lets businesses integrate e-invoicing seamlessly into their existing operations.
In other words, it serves a wide base very well, without a clear niche. And with over 2 million customers, TeamSystem holds a leading market share of around 40% in Italy's e-invoicing sector. The company handles an average of more than 480 million electronic invoices annually, amounting to transactions worth approximately €1.1 trillion.
This dominance reflects the trust and preference businesses place in their solutions, and the robust infrastructure TeamSystem has in place.
Aruba—the multifaceted cloud service
Aruba is actually one of Europe’s largest cloud computing companies, offering web hosting, email services, fiber, and servers. But it also has a modular platform that allows businesses to create, send, and store unlimited electronic invoices. The system also supports the management of estimates, proforma invoices, and purchase orders, catering to diverse business needs.
So unlike the other services on this list, Aruba is most likely a fit for IT teams and the technically-savvy. It may also be chosen first by smaller companies, and especially for e-commerce, where most business is done online.
The platform includes functionalities such as multi-assignor management, delegated user access, and web services. These features facilitate efficient handling of e-billing systems with multiple VAT numbers and allow for automation in sending invoices and financial messages.
Aruba's e-invoicing service is €25 per year, making it an attractive option for businesses seeking cost-effective solutions.
InfoCert—the legal experts
As a leading provider of digital trust solutions, InfoCert offers a wide range of services, including identity management, digital signatures, and secure document archiving. This holistic approach ensures that clients receive integrated solutions that enhance the security and efficiency of their e-invoicing processes.
InfoCert's LegalInvoice platform is tailored to meet the diverse needs of businesses, particularly SMBs.
InfoCert prioritizes data security and ensures compliance with evolving regulations. It’s used and trusted by clients who need reliable and lawful e-invoicing solutions.
As e-invoicing mandates arrive in new countries, Legalinvoice has adapted to comply with new regulations, such as those in Romania. This adaptability positions InfoCert as a versatile partner for businesses operating in multiple jurisdictions.
Zucchetti—the choice for large companies
Zucchetti is probably the deepest PDP solution on this list. It’s used mainly by large companies and integrates with ERP, HR, and payroll tools. Companies choose Zucchetti when they need a fully integrated business management system that goes beyond invoicing.
That usually means large businesses or groups of companies. It also includes companies with large workforces, complex payrolls systems, and a requirement for serious customization.
The e-invoicing software is designed to integrate with both Zucchetti's own management systems and third-party applications. This flexibility allows businesses to adopt Zucchetti's solutions without overhauling their existing systems, ensuring a smoother transition to electronic invoicing.
What French PDPs can learn from these Italian successes
In October 2024, the French government announced it would no longer proceed with its plan for a public e-invoicing platform (PFF). Companies will need to go through a third-party PDP.
That’s good news and bad news for providers. On one hand, regular businesses have no choice but to choose a PDP. But on the other, the market is getting crowded, quickly.
France already has 72 registered PDPs (and three more pending registration), and the French tax authority anticipates that around 100 PDPs could be registered.
Standing out will be difficult, but we can take some inspiration from what worked overseas. The leading companies in the Italian e-invoicing market share a number of key success factors:
Strict regulatory compliance
This is essentially table stakes, and what most companies will be coming to you specifically for. A failure to use the correct formats or interrupted connections with the central platform would be hugely harmful.
French e-invoices will be permitted in three formats:
- Cross Industry invoice (CII)
- Universal Business Language (UBL)
- Factur-X, a combination of structured XML and PDF
It’s incumbent on you not only to offer one or all of these formats, but to advise client companies on which to use and when.
Just as crucially, you need to adjust quickly to any changing requirements. Because requirements will almost certainly change over time.
Adaptability
Following on from the previous point, it’ll be critical to adapt quickly to regulatory and technological developments and meet changing market needs. There are bound to be issues and uncertainties at first, and businesses will need some time to get comfortable with the new system.
This means moving with the market and incorporating regulatory changes, but also responding to customer feedback. The work is far from over when the new rules kick in on 1 September 2026.
Quality customer service
Good service is usually at the top of every company’s list. But because e-invoicing impacts every company, you can expect more customers to need help with a wider range of issues. It won’t just be limited to the accountants or IT experts you’re used to.
This also requires strong internal training, especially for client-facing teams. Customers will be confused and easily annoyed at first, so you need to prove that you’re the expert and know what’s going on.
Smooth integrations
The very best outcome for clients will be if they can continue in their operations without major disruption. So the PDPs that succeed the most will either be the ones that offer comprehensive business solutions (and already have a wide user base), or those that integrate best with existing company software.
Attention to detail
This is another one that seems obvious. But with up to 100 PDPs in place next year, you should be extra conscious of customer churn when your systems don’t do what they’re supposed to.
Your e-invoicing process must be seamless. Clients shouldn’t have to redo failed steps, or have discrepancies between their side and their supplier’s. And they certainly can’t afford to have data missing when it’s sent to the administration.
Italian lessons for the French e-invoicing environment
Italy’s experience with e-invoicing offers valuable lessons for the rest of Europe. While countries like France continue to grapple with shifting timelines and fragmented adoption, Italy has shown what’s possible with a firm mandate, a centralized platform, and a robust ecosystem of third-party providers.
Today, a small number of key players dominate the Italian market. These companies moved early, invested in scalable tech, and positioned themselves as strategic partners to businesses navigating complex tax environments.
As France prepares to implement e-invoicing, the Italian model provides both a warning and a roadmap. The providers that succeed won’t just be those who tick regulatory boxes—they’ll be the ones who anticipate client needs, simplify integration, and create lasting value.
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