E-Invoice — automatic sending and receiving of electronic invoices
An electronic invoice is a structured digital document that is automatically processed by partners’ accounting systems without the need for manual entry.
It is suitable for organizations in the public and private sectors, as well as for working with local and international partners, ensuring compliance with all regulatory requirements.
Why Do You Need It
INVOICE SENDING
This solution enables you to exchange e-invoices with all your national and international partners.
A single connection to Docura ensures compliance with all your partners’ requirements for invoices.
Real-time monitoring guarantees that the customer receives the invoice and processes it correctly.
Your invoices are paid faster because they are delivered to your partner instantly and do not require manual entry.
INVOICE RECEIVING
Onesource connection to Docura allows you to receive electronic invoices from all your partners—both national and international.
Incoming e-invoices are automatically sent directly to your accounting system.
Each incoming invoice is already digitized and structured, allowing you to process documents much faster and without manual entry.
Channels for Electronic Invoices
There are several ways to transmit e-invoices—they differ in terms of automation levels, the standards used, and how well they work with partners in different countries.
Below is an explanation of the four main options.
You only need to connect to Docura once to send and receive e-invoices without worrying about how they are transmitted.
1. National E-Invoicing System
The transmission of electronic invoices within a single country in accordance with national law.
Description
When is used
– Used for exchanging invoices between companies and government agencies.
– Formats and requirements are determined by the government.
– Transmission is typically carried out through service providers or the government’s e-invoice portal.
– When invoicing government agencies.
– Recommended for domestic B2B transactions.
2. PEPPOL (International E-invoicing System)
Transmission of electronic invoices via the Peppol global network in the standardized Peppol BIS 3.0 format.
Description
When is used
– Each participant must be connected to the Peppol network via an operator (Access Point).
– Docura is connected to the Peppol network and can connect both senders and recipients of invoices.
– The format is strictly standardized, ensuring compatibility across countries and systems.
– When international compatibility and high security are required.
– Minimal technical configuration required between partners.
3. EDI (Electronic Data Interchange)
The exchange of electronic documents between partners’ accounting systems in an agreed-upon format.
Description
When is used
– Used by large companies and chains that need to exchange not only invoices but also orders, delivery notes, and catalogs.
– Any format is supported: XML, EDIFACT, CSV, or custom structures.
– Requires prior agreement on formats and mapping between systems.
– Long-term partnerships.
– High transaction volume.
– Need for format customization.
4. Email (transmission via email)
Transmission of an invoice via email as an attachment: PDF, Excel, XML, or another format agreed upon by the partners.
Description
When is used
– The simplest and least automated method.
– Not an e-invoice in the legal sense.
– Requires manual processing or import.
– Small companies.
– One-time partnerships.
– Lack of integration or operators.
How It Works
1.
The seller creates an invoice for the sale of goods or services in their accounting system.
2.
The invoice is automatically sent to the Docura operator.
3.
Docura converts the invoice into the format required by the recipient (e.g., PEPPOL), validates it, and sends it via the appropriate channel.
4.
The partner receives the invoice in their accounting system.
How to Connect
Once you’ve connected to Docura, you can send and receive any type of electronic invoice.
We handle all the technical details so you can focus on your business.
How to Send
Register your organization on app.docura.net.
Let your partner know that you’d like to send them invoices electronically.
Depending on your partner’s technical capabilities, Docura will activate the appropriate channel.
Create invoices in your software, and your partner will receive them in the format that works best for them.
How to Receive
Register your organization on app.docura.net.
Let your partner know that you’d like to receive invoices electronically.
Docura will determine your partner’s technical capabilities for sending invoices and configure the appropriate channel accordingly.
Receive electronic invoices from your partners directly into your accounting software.
Connection Guide
ESTONIA
Connect to
E-arve
FINLAND
Connect to
Finvoice
LATVIA
Connect to
E‑rēķini
ROMANIA
Connect to
RO e‑Factura
PEPPOL
Connect to
Peppol
FAQ
What is EDI?
EDI (Electronic Data Interchange) is the exchange of commercial documents between organizations in standardized electronic formats. Each message describes a specific stage of delivery — from order to closing documents. Partners themselves determine the composition of the EDI message chain based on the specifics of their business processes.
What's the difference between an e-invoice and an EDI invoice?
An e-invoice is an electronic invoice transmitted within a single country according to national requirements (for example, in Estonia — E-arve, in Latvia — E-rēķini).
PEPPOL e-invoice — an international e-invoice format used for exchanging documents between foreign partners.
An “EDI invoice” is usually understood as a warehouse document used in logistics and goods turnover. However, this is a common misconception: an experienced EDI operator can configure an e-invoice for warehouse processes and an EDI invoice for financial accounting.
What is a GLN and how do you obtain one?
GLN (Global Location Number) is a unique 13-digit identifier for a legal entity or its subdivision (warehouse, store, office). In EDI messages, the GLN unambiguously identifies the parties to a transaction and delivery locations. The number is issued by the national GS1 organization (in Estonia — GS1 Estonia, in Latvia — GS1 Latvija); GLN registration and maintenance are paid separately, directly to GS1.
Which accounting systems can be integrated?
Integration is possible with all modern accounting systems. Ready-made integrations already exist for ERPLY, Merit, Directo, Navision (Business Central), and dozens of other ERPs. If your system isn’t on the list yet — write to Docura support, and we’ll set up the integration.
Which retail chains can I exchange documents with?
Docura is connected to all retail chains in Estonia and to the main chains in Latvia and Lithuania. Current partner list: https://docura.net/partners/. If the partner you need isn’t on the list, contact support — we’ll arrange the connection.
Who is the Docura web portal suitable for?
The web portal is suitable for companies with low document volume (up to ~20 orders per month) or those whose accounting system can’t be integrated. Through the portal, you can receive and send all electronic documents without integration, and at any point, as volumes grow, switch to full integration with your accounting system.
Is there a trial period?
Yes, new clients have a trial period to get familiar with the platform before making a decision. You can sign up on your own, without calling a manager: https://docuid.docura.net/sign-up.
How long does the connection take?
If your partner and your accounting system are already connected to Docura, exchange can be launched within a few days. A new integration, with all necessary data available, takes about two weeks, plus up to two more weeks for testing and debugging.
Can I get email notifications about incoming orders?
Yes. Notifications are configured on the portal in the organization settings section. You can also simply let support know what you’d like, and we’ll set it up.
What are error messages?
These are automatic emails about a problem transmitting a specific document — most often due to a missing product code or delivery location. The email contains instructions on the necessary actions. All errors are additionally reviewed by support, who will contact you at your error contact address if needed. Check that this address is set in the organization settings in your account.
How do I contact customer support?
Live chat support on the portal (bottom right), email: support@docura.net, phone: +372 5640 620. Support operates on weekdays; document flow monitoring — around the clock.
Which countries does Docura operate in?
The main region is Estonia, Latvia, and Lithuania; connections with partners in Finland and the USA have also been implemented. The platform supports international document exchange: if your partner is in another country, contact us.
What are the main types of EDI messages used by trading partners?
The standard chain includes four messages. ORDER — order: generated in the retail chain’s accounting system and automatically exported to the supplier’s system. DESADV — dispatch advice, the electronic equivalent of shipping documents. RECADV — receiving advice: a list of goods actually received and reasons for non-acceptance, allowing a correct invoice to be issued. INVOICE — invoice: generated in the supplier’s system and automatically loaded into the retail chain’s system.
What are 2DOC and 4DOC?
2DOC — a simplified two-document chain: ORDER and INVOICE. 4DOC — a full four-message chain: ORDER, DESADV, RECADV, and INVOICE.
How can a retailer connect all suppliers to EDI?
Docura has solutions for all types of suppliers — from large manufacturers to small local companies — allowing full automation of document exchange with all partners. The mass-connection process is called onboarding. More details: https://docura.net/edi-onboarding/.
How do I calculate the benefit of implementing EDI-Purchase?
Compare metrics before and after implementation: time spent processing a single document, order fulfillment accuracy (number of errors and corrections), and overall efficiency of the procurement process.
I place orders through my supplier's web shop. What does EDI give me?
EDI eliminates manual order entry on the supplier’s website. You create the order directly in your accounting system, and the confirmation and approval of the order are automatically returned to the same system. No more switching between applications and manually transferring data — this saves time and eliminates input errors.
I'm a supplier. Can I use the Docu-Order order portal to process customer orders?
Yes, of course. Instead of emails and phone calls, all orders will automatically arrive in your system. To set this up, we need your product catalog and price catalog (can be a single file); individual prices can be set for each customer or customer group.
Where should I start implementing EDI-Logistics?
Identify the key processes you want to automate: typically these are warehouse receiving, warehouse shipping, and cross-docking. Then check the readiness of your logistics partners and contact our technical team for initial integration setup.
Invoices are already sent through another EDI operator, but I need logistics. What should I do?
You can keep your current operator for financial documents and run logistics processes through a separate EDI channel — the platform supports flexible work with multiple providers. However, moving all exchange to Docura is usually cheaper and easier to maintain: we can send your customers’ orders directly to the logistics partner.
Do I need to change my accounting system?
No. The solution is compatible with most modern ERPs and accounting systems: integration is done through standard interfaces, without replacing your current system.
Which transport and logistics companies is the solution already implemented with?
The solution has been successfully implemented in cooperation with a number of major logistics operators. Current partner list: https://docura.net/partners-logistics/.
How do I combine EDI-Logistics and Paperless Logistics?
These solutions complement each other: EDI-Logistics handles the exchange of electronic documents that accompany the logistics process, while Paperless Logistics manages the digital processing of accompanying documents. Together, they enable a fully paperless logistics workflow.
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