E-invoicing: preparing Dolibarr to receive supplier invoices

What the rules say about receiving invoices

The impots.gouv.fr website is clear on the point that concerns every company. Large companies and mid-sized companies (ETI) must issue their invoices through an accredited platform, and all companies must be able to receive electronic invoices. The reference date is 1 September 2026. This applies to your small business or SME, even if you have no obligation to issue invoices this way on that date. In practice, a large customer account that supplies you may send you its invoice through this channel, and you must be able to receive it. So the subject is not only technical. It affects your purchasing, your accounting and your internal organisation. Start with the official pages: the e-invoicing section sets out the framework and links to a practical guide.

The exact role of an accredited platform

According to the DGFiP (the French tax authority), an accredited platform is a provider that issues, transmits and receives electronic invoices between supplier and customer. It can convert the invoice into a format suited to the recipient. It also extracts certain invoice data for the tax authority, such as supplier and customer identification, the amount excluding tax, the VAT amount and the rate applied. Finally, it transmits data on transactions without an electronic invoice, along with payment data. This is the well-known e-reporting. The status rests on a registration issued by the administration, valid for three years and renewable. A merely compatible solution can keep existing, but it cannot send your invoices to your customers' platforms, receive invoices on your behalf, or transmit data to the administration. For receiving invoices, choosing a registered platform is therefore not optional.

Choosing your platform before the deadline

The first decision is the choice of platform. The administration publishes the list of accredited platforms, and that is your starting point. Avoid choosing on price alone or on the strength of a demo. Ask concrete questions, and have the provider answer them in writing. Also check that the choice fits your volume of supplier invoices and your accounting software.

• Check that the provider appears on the official list of accredited platforms.
• Ask how received invoices are made available: web interface, API or file export.
• Clarify who is responsible for keeping received invoices, the platform or you.
• Ask the provider about data recovery if you change platform later.
• Have your chartered accountant approve the choice before you sign.

Defining the approval workflow for received invoices

A received invoice is not a paid invoice. Before September, decide who sees it first, who checks the order or delivery note, who gives the approval to pay and who makes the payment. In a ten-person SME, this workflow often lives in the head of the manager. With an electronic flow, you need to put it in writing. Take a simple example: an equipment supplier sends an invoice for 3,200 euros. The assistant links it to the purchase order, the department head confirms receipt, and the manager authorises payment above a threshold you set. In Dolibarr, this workflow relies on supplier orders and supplier invoices. If you want multi-level approval, the DolicraftApproval module adds an approval workflow on invoices. Our article on structuring supplier purchases covers the basics.

Preparing Dolibarr to receive these invoices

On the Dolibarr side, the work starts with data. Check that each supplier has a complete record, with company name, address and an up-to-date company identifier. Also check your own company details, as they will be used to identify your company as the recipient. Then decide how invoices reach the ERP: entry from the platform, file import or a connection. The last option depends on what the chosen platform offers, and an integrator can build it to your needs. Test on a pre-production instance with a few real invoices, without touching your live accounting. Finally, think about the version: 22.0.5 and 23.0.3 are released, and updating your instance before the deadline avoids combining a version change with a workflow change. Our e-invoicing page describes how we support you.

Archiving and your next action

The sources provided do not detail archiving periods or rules. Do not guess them: ask your platform and your chartered accountant in writing, then record the answer. Just know what you need to settle: where the received original is kept, and how it stays linked to the supplier invoice in Dolibarr. Good practice is to store the original file on the invoice record, so that an audit finds both in the same place. Your next action comes down to three points this week: list your ten main suppliers, identify those that can already send you electronic invoices, and set a date to choose your platform. If you want a review of your instance, contact us: we will look together at your supplier records, your approval workflow and your archiving.