How to manage receipts, notifications and outcomes of electronic invoicing

01

The short answer

Every electronic invoice generates a receipt from the Interchange System: rejection, delivery, or impossibility of delivery. The 'Invoices and Receipts' portal allows these receipts to be checked by date, VAT number or SdI identifier, distinguishing delivered invoices (green symbol) from those not delivered but only made available (red symbol).

02

Why receipts matter

The rules for preparing, transmitting, receiving and storing electronic invoices between private parties are set out in provision no. 433608 of 24 November 2022, while for invoices issued to Public Administrations the rules of Ministerial Decree no. 55/2013 remain valid. The Revenue Agency offers free services to prepare, transmit, receive and store invoices in a compliant and unalterable way over time.

03

Procedure by role

Steps

1. Whoever issues: prepares the invoice using the web procedure, PC software or the FatturAE App, then transmits it to the SdI.
2. Whoever transmits without a continuous connection: uses the PC software to save the file, then transmits it from the portal or via certified email to sdi01@pec.fatturapa.it.
3. Whoever monitors: consults 'Your issued invoices' and the 'Monitoring of receipts for transmitted files' section to verify delivery or rejection.
4. Whoever checks anomalies: filters by a date range not exceeding 7 days, customer or supplier VAT number, or SdI identifier.
5. Whoever archives: ensures storage is carried out through the Agency's services or market software compliant with the technical specifications.

04

A recurring case (hypothetical example)

Hypothesis: the accounting office of an SME opens 'Your issued invoices' and notices a row with a red alert symbol, a sign that the invoice was only made available on the portal due to a problem with the customer's receiving channel. Hovering over the customer's identifier shows the company name, then clicking the magnifying glass icon downloads the XML file to verify the data before contacting the customer.

05

What to check periodically

• The date range consulted in the receipts does not exceed the 7 days provided by the service.
• Invoices with a red symbol are reviewed and, if necessary, followed up with the customer.
• Invoices to Public Administrations follow the rules of Ministerial Decree 55/2013, distinct from those between private parties.
• The software used to prepare invoices complies with the specifications of the provision of 24 November 2022.
• Long-term storage is entrusted to the Agency's services or compliant software.

06

What a management software can oversee

A company can ask its software partner to make visible, by role, the status of each invoice (delivered, rejected, not delivered), the date of the receipt, and who must intervene in case of anomaly. This is a suggested operational choice, not a legal requirement: the goal is for the administrative manager to see in one place the invoices requiring review, with the same distinction between delivery and non-delivery that the Agency's portal already shows.

07

Frequently asked questions

What distinguishes a delivered invoice from a non-delivered one? Delivered invoices have a green checkmark symbol; those not delivered due to problems with the customer's channel are marked with a red symbol and remain only available on the portal.

Is an internet connection needed to prepare an invoice? No, the software downloadable to a PC allows working offline; transmission then occurs via the portal or certified email.

Do invoices to the Public Administration follow the same technical rules as those between private parties? No, the rules of Ministerial Decree no. 55/2013 and the fatturapa.gov.it site remain valid.

08

Next step

Check with your administrative team who currently consults SdI receipts and how often: explicitly assigning this responsibility reduces the invoices 'to be reviewed' that remain stuck on the portal.