Monitoring

How can I check the delivery status of e-invoice?

Short answer

Check the system used for submission: the delivery-service provider’s portal, the ERP system, the integration API or the internal workspace. The status must be linked to the specific XML and should be exportable as evidence.

Portal

Manual control

Suitable for smaller volume and simple process.

ERP

Document status

Better for accounting, claims and payments.

API

Automatic statuses

Suitable for a higher volume of invoices.

Export

Proof for inspection

Status must be exportable and archived.

Detailed explanation

Best practice is to feed the statuses back into the system where the invoice was created. The user then does not have to switch between portals and can view the timeline for the document. For smaller volumes, a partner’s portal may suffice, provided it allows the export of evidence and searching by invoice number.

As set out in the Act

Proving dispatch, delivery and receipt requires that the status be more than just verbal information. It should be a technical or procedural record linked to the document.

Practical examples

The accountant opens the invoice in the ERP system and sees the status as ‘delivered’.
A small business downloads the confirmation from the partner’s portal.
The API returns a delivery error and creates a task for the invoicing clerk.

Most common mistakes

“It’s enough to track the status via email.” Email information does not necessarily constitute evidence linked to XML.
“If no complaint has been received, it’s considered delivered.” Silence on the part of the recipient does not replace the technical status.
“There’s no need to archive statuses.” They are often crucial in the event of a dispute.

Conclusion

Treat delivery status as an exportable technical record associated with the exact XML, not as an assumption based on dispatch alone.

Legal basis

Act No. 222/2004 Coll. on VAT, Section 76a
Delivery partner SLAs and interfaces
Internal audit trail