Taulia experience center

Article Number: 000008554

Invoicing via the Taulia Business Exchange

Taulia provides three distinct invoicing services. These services can be combined based on the business need for the particular buyer-supplier relationship and jurisdiction.
 

1 - Data Capture - Taulia processes supplier invoice data across multiple channels and formats into the buyer’s data structure. The system performs business validations, instructing suppliers to make corrections as needed, and then transmits the results to the buyer ERP.

2 - Invoice Compliance Services - Taulia provides compliance services based on the requirements of the supplier and buyer jurisdictions, including content validations, post-audit, clearance, and hybrid models. These services include digital signing, content validation, and archiving services.

3 - Business Process Mapping - Taulia can build custom mapping solutions where a supplier’s invoicing process does not directly match the buyer’s approval requirements. This might include a unit of measure translations (e.g. supplier invoices in pieces but buyer Purchase Order is in cases) and other process-related mismatches. This service is offered for email and EDI invoices only.  

Data Capture Services 

Taulia’s Cognitive Invoicing captures invoices directly from suppliers and transmits the required data and supporting documents to the buyer’s ERP or workflow system in real-time. This is the most efficient way to secure essential invoice data electronically. All of the Cognitive Invoicing channels (portal, email, and EDI transmission) ensure required fields are complete and validate the data against the Purchase Order, where available, as well as any number of buyer business process validation rules. This helps AP and procurement departments process and approve invoices quickly and efficiently.   

Data Capture by itself does not guarantee the creation of a tax-compliant, legal invoice. In jurisdictions where requirements exist for tax-compliant, legal invoices, the buyer and supplier remain responsible for gathering legal and tax advice to confirm that local restrictions do not prevent the transmission of electronic invoice data in this manner. For those jurisdictions where simple data capture does not meet the legal threshold, the buyer must have a process in place to ensure that they will receive a legal invoice from each supplier, for example, in some countries a paper invoice may still be required. 

The Taulia Business Exchange can enforce the attachment of an additional document with instructions that this is to be the legal copy of the invoice, however, the Data Capture service does not validate that the attachment is, in fact, a compliant legal invoice. 

Compliance Services

Taulia can provide many of the necessary components required for invoicing compliance in many jurisdictions. Taulia enforces validation mechanisms and partners with specialized service providers to support a variety of global compliance requirements. Taulia Compliance Services include content validation, digital signing, and/or tax authority validation services to ensure authenticity and integrity of legal invoices and compliant archiving of these legal documents. 

Content compliance with Taulia is for the post-audit model where invoices are exchanged directly between the seller and the buyer, and tax authorities verify transactions after their completion. Taulia’s compliance works verifying that your GST or VAT taxes are properly reflected on your invoices and that the invoices fit the formats required and contain all the necessary components of an invoice within that country.

Clearance compliance with Taulia works with the clearance model which mandates that invoices cannot be issued directly between the buyer and the seller and that first they must be presented to a tax authority or sent to government servers - some way to ensure that the government is a part of the process and fully aware of the transaction. This approach allows tax authorities to be aware of and control transactions in real-time, which in practice marks stricter control over tax collection and a faster response if non-compliance is discovered in terms of tax reporting. 

Archival compliance covers scenarios where we keep your data housed in a safe place for as long a term as required by the laws governing the invoice or to protect your data in case of an audit.

Invoicing requirements worldwide

Taulia can provide Data Capture in every country with the exception of countries that have either data registry laws or legal restrictions that prevent Taulia from operating there Belarus, Burundi, Central African Republic, Congo (Kinshasa), Cuba, Iran, Iraq, Lebanon, Libya, Mali, Nicaragua, North Korea, Russia, Somalia, South Sudan, Sudan, Syria, Ukraine, Venezuela, and Yemen.

While we can offer invoicing in any other country with core invoicing capabilities (tax ID validations, tax rules [rates and exemptions], buyer-customizable validations and data requirements, and the ability to deliver the legal tax invoice to the ERP) there are many countries where we offer more (paid) services because we have done the requisite research and product development required to meet the demands of that country’s invoicing requirements. In post-audit countries, these services include generating a PDF legal tax invoice; legal tax invoice content requirements (language, required data elements, displaying local currency, country-specific compliance fields); researching in-country invoicing rules and regulations; legal tax invoicing signing in accordance with in-country regulations, and legal tax invoice validation to ensure authenticity and integrity of the invoice. The post-audit countries (and dependencies) where we offer the above services are Andorra, Australia, Austria, Belgium, Bulgaria, Canada, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Holy See, Hong Kong, Iceland, Ireland, Isle of Man, Japan, Latvia, Liechtenstein, Lithuania, Luxembourg, Malaysia, Malta, Monaco, Morocco, Netherlands, Netherlands Antilles, New Zealand, Norway, Poland, Qatar, Romania, Saudi Arabia, Singapore, Slovakia, Slovenia, South Africa, Spain, Sweden, Switzerland, United Arab Emirates, United Kingdom, and the United States.

There are countries where we offer paid compliance services like validating an already cleared invoice which we do in Brazil and Mexico. In other countries we provide a tool to enable suppliers to register their invoices with the tax authorities so that we can generate the legal invoice, these countries include Italy, India, and Portugal. 

Clearance countries where we presently don’t currently provide additional clearance compliance services are Argentina, Colombia, Costa Rica, Ecuador, Guatemala, Peru, Turkey, and Uruguay. 

Depending on where your particular client has suppliers located, we can determine the level of service we are able to provide in any given country.