Mexican invoicing: What should you demand from your Electronic Invoicing provider?
There is a wide range of e-Billing providers in Mexico, with different services and capacities. The choice of one or the other must respond to the needs of each taxpayer, and it is wise to take certain key points into account before choosing our partner. Here are some recommendations:
Clearly define what your billing needs are
The electronic invoice in Mexico is a digital file in XML format signed electronically, which must also be certified by an Authorized Certification Provider. If your billing system is able to generate and electronically sign your invoices, all you need is the certification service to be able to issue electronic bills. Otherwise, your supplier will also have to provide comprehensive services that include issuance, generation and electronic signature of all your bills. .
Determine the Addenda to be integrated in your invoices
Addenda are extensions to the electronic invoice that allow us to include additional information to be recorded in XML, such as commercial conditions, product features, etc. Walmart, Liverpool, Pemex, Comercial Mexicana, etc., all stipulate the inclusion of their own private Addenda, so if you have to send invoices to any of these clients you must have an electronic invoicing service provider to guarantee their inclusion in your electronic documents.
Ask for assurances on safekeeping and access to all your bills
Electronic invoices must be stored for at least the legally set period (five years). Ask your provider for guarantees and details about the safekeeping process and backup copies, or the invoice access and retrieval system.
Some vendors provide safekeeping solutions with an Electronic Notary service, which involves preservation of your invoices under NOM151, a standard for electronic document custody that furnishes the invoice with greater legal guarantees and ensures its authenticity and integrity throughout the whole storage period.
Encourage electronic sending and receipt of all your billing
Although almost all taxpayers in Mexico are obliged to issue electronic invoices, there are still many documents which are sent and received on paper (or by e-mail in most cases).
The electronic invoice in Mexico is a structured electronic document, which means the delivery and reception process can be automated, integrating all your bills with your management system. If you choose to implement solutions that automate these processes, you will save costs, cut response times and provide a better service to all your customers.