How to implement document digitization?

Learn how to efficiently set up document digitization with the right software and an electronic invoicing platform.

Document digitization has become essential for companies seeking greater efficiency, security, and compliance. Between the transition to the electronic invoicing platform, new legal requirements, and the drive for productivity, organizations must adapt their administrative processes. But how can you navigate among the different solutions? In this article, hitech software explains what an electronic invoicing platform is, the obligations related to digitization, and the key criteria for choosing the right document digitization software.

What is an electronic invoicing platform?

An electronic invoicing platform is a digital tool that centralizes, sends, and receives invoices in a paperless format, fully compliant with current regulations. It plays a key role in invoice digitization by automating the entire process—from issuance to archiving. These platforms are designed to simplify exchanges between businesses and strengthen the traceability of financial data.

How does invoice digitization work?

In practice, invoice digitization acts as a secure intermediary between the issuer and the recipient of an invoice. When a company issues an invoice, it is converted into a structured format (often XML, UBL, or Factur-X) so that it can be automatically read and processed by accounting systems. The electronic invoicing platform checks that all required data—such as legal mentions and format—comply with regulations. It then transmits the invoice to the recipient. It also enables automatic invoice retrieval, making it easier to centralize received documents and integrate them into management software.

Is document digitization mandatory?

Document digitization is gradually becoming mandatory in many European countries committed to the digital transformation of business transactions. Italy, a pioneer in this area, has made electronic invoicing mandatory for all companies since 2019. Spain, Belgium, France, and Germany are following suit with compliance timelines already underway. This requirement will apply to all economic players—large corporations, mid-sized companies, SMEs, and microbusinesses. They will need to issue, receive, and transmit their invoices through an approved digitization solution.

What are the benefits of document digitization software?

A document digitization software offers numerous advantages for companies looking to modernize and simplify their document management. By automating processes and centralizing exchanges, it enhances productivity and compliance while reducing administrative costs. Here are the main benefits of document digitization:

• Time and efficiency gains: repetitive tasks such as data entry, sending, and archiving are automated.
• Data security: documents are stored in a secure, easily traceable environment.
• Reduced human error: digitization ensures greater accuracy and reliability of information.
• Legal compliance: the software is aligned with current regulatory requirements.
• Flexibility and accessibility: documents can be accessed anytime, from any device.
• Enhanced brand image: the digital transition and the digitization of logos or other documents strengthen a company’s modernity and communication consistency.

In conclusion, adopting document digitization software is more than just a tool upgrade — it’s a true strategic evolution for the company. By centralizing all document workflows and ensuring legal compliance, digitization allows teams to focus on higher-value tasks. It also strengthens reliability, security, and the company’s innovative image in an increasingly digital environment.

What are the disadvantages of the digitization of administrative documents?

While the digitization of administrative documents offers many advantages, it also comes with certain challenges that must be anticipated to ensure a successful transition. Although digitalization improves management and traceability, it requires rigor and the right tools. Here are the main disadvantages of document digitization:

• Dependence on digital tools: without an internet connection or in the event of a system failure, access to data may be temporarily blocked.
• Technical complexity: creating and managing a digitized file requires good command of software solutions and at least basic staff training.
• Security and compliance: protecting sensitive data demands strict protocols and continuous regulatory monitoring.
• Risk of data loss: poor backups or a corrupted file — such as a PDF that needs repair — can cause administrative errors or delays.
• Initial costs: implementing an efficient digitization solution requires a significant investment in hardware and software.

In conclusion, while the digitization of administrative documents is an essential step in digital transformation, it requires careful preparation. Anticipating technical challenges, training teams, and choosing reliable solutions are key conditions for fully reaping the benefits of document digitization.

How to choose the right software to digitize your documents?

Choosing the right software to digitize your documents is a key step to ensure legal compliance and optimize your company’s administrative management. It is therefore essential to work with partners who have true industry expertise. For example, in the car rental sector, the management software myrentcar stands out as a comprehensive digitization solution that meets electronic invoicing requirements. Myrentcar generates and automatically sends your quotes, contracts, and rental agreements with digital signatures, as well as your e-invoices. The publisher hitech is an official distributor of the certified platform Ventya, recognized by the tax authorities.

To ensure international compatibility, hitech has chosen the UBL invoice format, which is standardized across Europe. Its vehicle rental management software myrentcar includes a certified portal that allows for fiscal archiving and invoice consultation. Thanks to this integration, all rental professionals can manage their car rental invoice formats in full compliance: myrentcar enables both the receipt of electronic supplier invoices and the issuance of customer invoices via Ventya. To learn more about the digital transition in the car rental industry, visit the hitech blog for insights on managing your car rental business.