MaxBill supports EU energy and utility suppliers that need e-invoicing with the ViDA package. The EU’s VAT in the Digital Age (ViDA) package represents the most significant VAT reform since the single market, and utility suppliers are in the crosshairs. With 70% of businesses still unclear about their obligations, those who act strategically now will turn compliance into a competitive advantage.
What is ViDA?
Adopted on March 11, 2025, ViDA modernizes the EU’s VAT system through three legal instruments amending the VAT Directive (2006/112/EC). The package aims to close the €99 billion annual VAT gap with €25 billion attributed to intra-EU fraud, while reducing compliance costs by €4.1 billion per year across the EU.
ViDA has three pillars: mandatory e-invoicing with Digital Reporting Requirements, platform economy reforms, and Single VAT Registration. For E&U suppliers, the first pillar is transformational.
The e-invoicing shift
Starting July 1, 2030, e-invoicing becomes mandatory for all intra-EU B2B transactions. But the timeline accelerates much sooner:
- April 14, 2025: Member States can implement domestic e-invoicing without EU derogation
- 2025-2027: Germany phases in B2B e-invoicing mandate
- 2025-2026: Belgium and Poland implement B2B/B2G requirements
- July 1, 2030: EU-wide mandatory e-invoicing for cross-border transactions
- January 1, 2035: National systems must converge with EU standards
E-invoices must comply with the EN 16931 standard and be issued within 10 days of the chargeable event. Critically, holding a valid e-invoice becomes a material requirement for VAT recovery.
So, what does it mean for utility providers?
What ViDA e-invoicing means for energy and utility suppliers
Energy companies face unique challenges due to high transaction volumes, complex billing structures, and multi-jurisdictional operations. The implications are substantial:
Technical requirements:
- EN 16931 compliance for structured invoicing
- Real-time Digital Reporting Requirements (DRR) replacing EC Sales Listings
- Integration across ERP systems, billing platforms, procurement systems, and government portals
- Centralized exchange platforms with clearance mechanisms
Operational transformation:
- Complete redesign of Accounts Payable intake flows
- Transition from paper/PDF invoices and voluntary EDI to mandatory structured formats
- New validation and automation workflows
- Supplier communication and change management programs
Multi-jurisdictional complexity:
- Staggered implementation across operating territories
- Different national requirements and timelines
- Extended OSS coverage for gas, electricity, heating, and cooling supplies
Why is ViDA preparation better to start now?
The case for early action is compelling:
1. Avoid adaptation costs
Early adopters who implement centralised, aligned solutions avoid costly system rebuilds. Those who wait face:
- Higher implementation costs as deadlines approach
- Multiple point solutions requiring later consolidation
- Operational disruptions during rushed deployment
- Vendor capacity constraints as everyone scrambles simultaneously
2. Turn compliance into advantage
Organisations that lead rather than react gain:
- Operational efficiency through automation
- Improved cash flow from faster processing
- Enhanced data analytics capabilities for business decisions
- Competitive differentiation in the market
3. Firefighting is no longer sustainable
With 70+ new obligations across 80+ countries, reactive compliance models fail. Strategic approaches that centralise monitoring, standardise processes, and enable scalability are essential.
4. System integration takes time
For energy suppliers managing millions of customer invoices and complex B2B transactions, system readiness requires:
- Business footprint assessment
- Systems intake readiness and automation design
- Invoice validation automation
- E-reporting capability development
- Future-proofing for post-2030 requirements
How MaxBill addresses ViDA compliance
1. Regulatory compliance and adaptability
MaxBill makes utilities “future-proof” with technological capacity to adapt to new regulations. It offers expertise when it comes to encompassing market changes and allows energy suppliers to focus on developing their business strategically, instead of worrying about compliance.
2. Structured data and e-invoicing support
Based on MaxBill’s integration with Poland’s CSIRE system (a similar structured data exchange platform), MaxBill demonstrates the capability to:
- Send and receive structured data in standardised formats (XML, EDIFACT, EU-standard models)
- Handle event-based transactions electronically
- Process invoices in machine-readable formats
- Integrate with centralised reporting systems
3. Automated invoice processing
MaxBill offers:
- 100% process automation – eliminating manual invoice processing errors
- Intelligent invoice verification that reduces incorrect billing
- Automated revenue management and reconciliation
- Customizable invoice generation with various billing intervals
4. Integration capabilities
The system provides:
- Seamless integration with internal operations and third-party services
- API capabilities for data exchange
- Support for multiple data formats
- Real-time data synchronisation
5. Multi-country compliance experience
MaxBill successfully operates in multiple European markets (Netherlands, UK, Ireland, Portugal, Spain, and others) where various e-invoicing mandates are already being implemented, demonstrating experience with:
- Country-specific regulatory requirements
- Cross-border transaction handling
- Multiple compliance frameworks
6. Reporting and documentation
The platform supports:
- In-depth supporting documentation for regulatory authorities
- Real-time billing activity tracking
- Comprehensive audit trails
- Revenue reporting and compliance features
MaxBill supports PEPPOL network integration to address cross-border complexity
What is Peppol? PEPPOL (Pan-European Public Procurement On-Line) is a secure, standardised delivery network that lets companies and public bodies exchange electronic documents, such as e-invoices, orders, catalogues, shipping notices across borders.
At MaxBill, our clients often come with the need of consolidated billing for customers across 3 and more countries, with internal settlement across entities. This is where such organizations as Peppol becomes an integral part of business activity.
PEPPOL becomes the de-facto delivery rail for ViDA in many EU countries. Why? It is Europe’s secure document exchange network, and under ViDA it effectively becomes the main delivery rail for EN-16931 e-invoices, connecting billing systems, businesses, and tax authorities across borders.
Takeaways
MaxBill’s 29+ years of experience in billing and revenue management for utilities positions it to help energy suppliers navigate ViDA’s complexity by providing a comprehensive, automated, and compliant billing platform that can evolve with regulatory changes rather than requiring complete system overhauls. Willing to talk with our team? Contact us immediately.
