With a barcoded PDF the original invoice is a structured data file that includes all mandatory legal information. This data file appears in the PDF as a two-dimensional barcode. Even if the PDF is printed, the electronic data file can be reproduced at any time by scanning it and re-transmitting the file to Basware, meaning paper archiving of electronically transmitted documents fulfills the necessary legal requirements.
An electronic signature can still be used to guarantee authenticity and integrity. An industry-specific structured file can be attached to the PDF, which allows the recipient’s Accounts Payable team to automatically process the data.
In Germany, Basware Barcode PDF is the only solution permitted by the regional tax office for micro companies that can receive electronic invoices with a qualified signature and verification report but are not able to archive them in accordance with the law. With Basware Barcoded PDF the receiver can print and archive the invoice as a paper invoice.
This solution can also be enhanced with the addition of structured data records for receivers who require it, for 100% e-invoicing.
Who is it for?
Suppliers who do business mainly with small invoice receivers.
- For suppliers: Cost-effective method for sending large volumes of invoices.
- For receivers: Enables legal paper archiving of electronically transmitted invoices and preserves input tax deduction.
The print data stream (postscript or PDF) sent to Basware must include the receiver’s email address.
Although digital signatures are no longer legally required, suppliers still have to electronically archive electronically created documents. For example, in some countries the possibility to input tax deduction is lost if suppliers print electronically transmitted files.