Introduction
Across Europe, logistics and trucking companies are increasingly adopting E-Invoicing to simplify financial operations, improve compliance, and enhance data accuracy. As the logistics sector continues its digital transformation, E-Invoicing has become a key enabler of efficiency—replacing paper-based or PDF invoices with fully digital, machine-readable formats that integrate directly with accounting and ERP systems.
For transport operators, freight forwarders, and logistics providers, this means invoices can move automatically from dispatch to payment—reducing administrative workload and ensuring compliance with growing government mandates for electronic invoicing across the EU.
What Is E-Invoicing?
E-Invoicing (Electronic Invoicing) refers to the digital exchange of invoice data between a supplier and a buyer in a structured, machine-readable format, such as XML or EDI.
E-Invoice can be automatically processed by both parties’ systems, ensuring speed, accuracy, and compliance.
Enables carriers, freight forwarders, and shippers to integrate billing workflows directly with customers’ procurement or accounting platforms—supporting faster payments and greater transparency across the supply chain.
Terminology: Qargo-Specific Terms
Term | Definition |
E-Invoicing | Sending invoices in a structured, machine-readable format (e.g. XML/EDI) directly from Qargo to customers. |
Structured Format | A standardised data format (such as XML, EDI or json) that allows invoices to be automatically processed by computer systems. |
Outgoing Sales Invoices / Credit Notes | Documents created in Qargo that can be sent electronically to customers via E-Invoicing. |
Accounting Integrations | The connections between Qargo and accounting systems (like Xero or Exact Online) that keep financial records synchronised. |
How E-Invoicing Works in Qargo
Qargo’s E-Invoicing capability is designed to make invoicing:
Simpler
Faster
Fully compliant with European standards
Qargo enables users to send invoices directly in a structured electronic format, ready for automated processing by customers’ systems.
Step 1: Create and Post Invoices or Credit Notes
Users create and post sales invoices or credit notes directly within Qargo.
Once reviewed and approved, these documents can be sent in a structured format, removing the need for manual emailing and data re-entry.
Step 2: Integrate with Accounting Systems
Qargo’s E-Invoicing works seamlessly with major accounting platforms.
Users can export or sync invoices and their statuses with systems such as:
Sage
Xero
Exact Online
Integration ensures financial data remains aligned between operational and finance teams, supporting accurate reconciliation and reporting.
Step 3: Send via Network
Qargo integrates with 3rd party via API, to send invoices securely over the network
Ensures invoices reach recipients in the correct format, fully compliant with local and EU E-Invoicing requirements
Example:
Peppol: a pan-European framework that enables standardised electronic document exchange between businesses and public administrations.
Why Use E-Invoicing in Qargo
E-Invoicing through Qargo provides several practical advantages for logistics and transport businesses:
Faster, automated delivery and processing – Invoices reach customers instantly and are processed automatically, reducing payment delays.
Fewer errors – Minimises manual data entry errors common in PDF or paper workflows.
Enhanced compliance – Meets evolving government and customer E-Invoicing mandates across Europe.
Improved cash flow visibility – Real-time updates keep teams informed of invoice delivery and acceptance.
Scalability for digital operations – Supports high-volume invoicing without increasing administrative work.
Examples of E-Invoicing
Peppol (Pan-European Public Procurement Online)
A secure network and set of standards that allow businesses and public entities to exchange electronic documents across borders.