How to manage receipts, notifications and outcomes of electronic invoicing

01

The short answer

To manage receipts, notifications and outcomes, you consult the dedicated section for rejection, delivery, or non-delivery receipts related to invoices issued, transmitted or received, setting a date range of no more than 7 days. You can carry out an advanced search using the VAT number of the customer or supplier, or the identifier assigned by the Exchange System.

02

The regulatory framework

The rules for preparing, transmitting, receiving and storing electronic invoices are set out in measure no. 433608 of 24 November 2022, and the Revenue Agency provides free services to do this securely. These technical rules apply only to invoices between private parties: for invoices issued to Public Administrations, the provisions of Ministerial Decree no. 55/2013 remain in force.

03

The process by role

Steps

1. Whoever issues invoices consults "Your issued invoices" to check the delivery status of each document.
2. Whoever checks receipts accesses the dedicated section setting a date range of no more than 7 days.
3. Whoever monitors outcomes uses "Monitoring receipts of transmitted files" to check rejections and deliveries.
4. Whoever receives a red alert reviews the invoice made available on the portal, even if not delivered.
5. Whoever prepares invoices with the FatturAE App transmits them to the SdI using the same credentials as the Invoices and Receipts portal.

04

A hypothetical example

Hypothetical example: a company that issues invoices checks the "Your issued invoices" list weekly and notices a row marked with a red alert symbol. The administrative manager accesses the receipts section, sets a 5-day range, and searches for the document using the customer's VAT number to determine whether it is a non-delivery receipt.

05

Checks to perform regularly

• Check the green marking (delivered) or red marking (not delivered) on each issued invoice.
• Set a date range of no more than 7 days when searching for receipts.
• Use advanced search by customer or supplier VAT number, or by SdI ID.
• Download the detailed XML file for invoices marked as not delivered.
• Check whether the transaction involves a Public Administration, subject to Ministerial Decree 55/2013.

06

How to set up controls with a software partner

A company can ask its software provider to track, for each issued invoice, the delivery status, the receipt date, and the person responsible for reviewing any alert. This is a suggested operational choice, not a guaranteed feature: it is worth defining who checks receipts, how often, and with what audit trail, to ensure no rejection or non-delivery notification goes unaddressed.

07

Operational summary

In summary: receipts are consulted over short intervals (maximum 7 days), delivery outcomes are visible through green or red symbols, and detailed rules change if the recipient is a Public Administration.

08

Next step

Assign a person today to be responsible for weekly checking of delivery and rejection receipts, defining the search interval and escalation criteria for red alerts.