The invoicing feature integrated into Kafinea allows youto issue and receive invoices that comply with regulatory formats, while maintaining your usual processes. This page provides an overview of the general framework, the common widget, and the consolidated business status. For details on specific operations, see:
1. Background and Issues #
Electronic invoicing is becoming an essential part of business-to-business (B2B) exchanges in France. The reform introduced byOrdinance no. 2021-1190 of September 15, 2021 aims to generalize the issue, transmission and receipt of invoices in dematerialized form.
The main objectives are as follows:
- Ensure the authenticity of the issuer, the integrity of the content, and the legibility of the invoice.
- Simplify and improve the reliability of communication between professionals.
- Strengthen the fight against VAT fraud through improved traceability.
2. Implementation Schedule #
| Due date | Obligation |
|---|---|
| September 1, 2026 | All businesses must be able to receive electronic invoices. Large companies and mid-sized businesses are requiredto issue them. |
| September 1, 2027 | Issuance requirement for SMEs and micro-enterprises. |
Important: The requirement to receive documents takes precedence over the requirement to issue them for all businesses. We recommend that you begin preparing for the transition now.
3. invoicing in Kafinea #
Formats and digitization #
Kafinea natively supports electronic invoicing. All invoices are created in the Factur-X format, a hybrid format that combines a readable PDF with structured XML data, and is compatible with the Chorus Pro public platform.
Users can also retrieve invoices in full JSON format viathe Kafinea API, which facilitates integration with other systems and the automation of processing. In addition, Kafinea provides webhooks and workflows that allow invoices to be automatically routed to a third-party service provider or to your internal tools, always in a standardized JSON format.
Regulatory Compliance #
In preparation for the upcoming legal requirement, Kafinea is partnering with IOPOLE, a government-approved platform (formerly PDP). Kafinea customers can comply with future requirements without changing their workflow. The transition is seamless and at no extra cost: users continue to issue and receive their invoices in Kafinea, while the partner platform handles the regulatory transmission to recipients and the tax authorities.
Example: A company issues a invoice from Kafinea. The document is automatically generated in Factur-X format within the ERP system, linked to the record , and transmitted to the partner platform. The recipient receives the invoice in their own system, without any manual intervention. With a single step, regulatory compliance, transmission, and tracking are all ensured.
4. The " Invoicing " widget #
On the summary view of the Customer Invoice, Customer Credit Memo, Vendor Invoice, and Vendor Credit Memo modules, Kafinea displays a dedicated widget that consolidates all the information from the partner platform for the current entry.
The widget features:
| Element | Role |
|---|---|
| Status badge | Consolidated job status: Pending (orange), Accepted (green), Rejected (red), or Paid (blue). |
| Last sync | Date and time of the last event received from the platform. |
| Platform ID | Internal reference assigned by the partner platform (visible for support communications). |
| Error message | Appears only if the platform has rejected the invoice if a technical step has failed. |
| "Sync with the platform" button | Request a status update via the platform (see §6). |
| "Change Status" menu | Push a new job status to the platform (see the Sales / Purchasing pages). |
Note: The widget is available on the summary view. If you don't see it, ask your administrator to enable the summary view for the relevant module.
5. Consolidated Job Description #
The platform displays about fifteen technical statuses (DEPOSED, RECEIVED, IN_HAND, APPROVED, PAYMENT_RECEIVED, etc.). Kafinea groups these into four business statuses that are visible in the badge:
| Badge | Meaning | Color |
|---|---|---|
| Pending | The invoice on the platform, awaiting processing or approval. | Orange |
| Accepted | The recipient has approved the invoice in full or in part). | Green |
| Rejected | The recipient has rejected the invoice. A reason is usually provided. | Red |
| Paid | The payment has been recorded on the platform. | Blue |
6. Synchronize statuses #
Kafinea automatically synchronizes statuses in the background. You can request an update for the record at any time:
- Click "Sync with the platform" in the widget.
- The action triggers two operations :
- Centralized synchronization of new events across your entire company.
- A complete re-run of the invoice history, which retrieves all events already processed during a previous synchronization.
- A confirmation message specifies exactly what has been updated: the record , another record, multiple records, or nothing (no changes).
Note: This operation is safe—it never creates duplicates. Every event received from the platform is uniquely identified.
7. For administrators #
A diagnostics page is available under Main Menu > Configuration > Settings > Invoicing . It displays:
- The status of the platform's configuration and token.
- The date of the last automatic sync and the counters (sends, syncs).
- The list of errors with a Retry button.
- A "Check an invoice the Platform" section: Enter the invoice Kafinea ID, and Kafinea will query the platform on your behalf and display the metadata and status history. This screen is useful for understanding any apparent discrepancies between Kafinea and the platform before opening a support ticket.
8. Frequently Asked Questions #
Do I need to change how I create invoices in Kafinea?
No. invoicing is seamlessly integrated. You continue to create your invoices as usual; Kafinea automatically generates the compliant Factur-X format.
What is the Factur-X format?
Factur-X is a hybrid format that combines a human-readable PDF file with structured XML data that can be read by computer systems. It is the format adopted by the French government for invoicing .
Does this requirement apply to my business?
This applies to all businesses subject to VAT and established in France. The requirement to receive invoices takes effect on September 1, 2026, for all businesses. The requirementto issue invoices depends on the size of the business (see the timeline above).
How does Kafinea submit invoices to the tax authorities?
Kafinea uses the IOPOLE partner platform, which is approved by the tax authorities, to send invoices to recipients and the tax authorities. This process is automatic and requires no action on your part.
Why does the badge remain "Pending" for several hours?
The displayed status reflects the status returned by the partner platform. Until the recipient has processed the invoice, the badge remains "Pending. " You can request an update by clicking "Synchronize with the platform," but this will not change the status until the recipient has taken action.