From September 2026, structured e-invoices replace PDF invoices for all French domestic B2B transactions. Spendesk handles the compliance layer across all three of your spend types — invoices, card payments, and expense claims — so your existing workflows change as little as possible.
At a glance: what Spendesk covers
Spend type | Spendesk module | What changes from September 2026 |
Supplier invoices | Invoices (Inbox) | E-invoices arrive automatically, pre-filled — no PDF, no OCR |
Card payments | Cards | E-receipt automatically matched to the card transaction |
Employee expense claims | Expense Reports | E-invoice automatically matched to the reimbursement request |
Credit notes | Invoices (Inbox) | Received automatically, linked to the original invoice |
📄 Invoices / Account Payable
Before September 2026: Your supplier emails you a PDF. Someone downloads it, checks the VAT data, and uploads it manually to Spendesk.
After September 2026: The supplier's e-invoice flows directly into your Spendesk Inbox in a structured format (UBL, CII, or Factur-X). All key fields (VAT number, invoice date, amounts, line items) are captured automatically — no OCR, no manual entry.
What Spendesk handles:
Standard B2B supplier invoices
Credit notes and down payment invoices
Corrective invoices
Automatic routing to the right approver based on your existing workflow
Example:
Your supplier Agence Design Co. issues a €4,200 ex-VAT invoice. It arrives directly in your Spendesk Inbox, pre-validated and flagged as an "e-invoice". It is automatically routed to the right approver. You review, approve, and pay — all in one place.
💳 Virtual Cards — Single-use or Multi-use (B2B Transactions)
When a supplier issues a B2B e-invoice in your company's name for a card payment, Spendesk automatically matches the incoming e-invoice to the corresponding card transaction.
This applies to physical and virtual cards (single-use or multi-use).
Before September 2026: An employee pays with their Spendesk card and manually uploads the paper receipt.
After September 2026: The supplier's e-invoice arrives in Spendesk and is automatically matched to the card transaction. The invoice appears in the Inbox History tab, already linked to the spend — no action required from the employee.
Example:
Marie from the Sales team pays an €85 office supplies purchase on Amazon using her Spendesk physical card. The e-invoice is automatically received and matched to Marie's card transaction. The expense is fully documented and compliant — Marie doesn't have to do anything.
💳 Virtual Cards — Recurring (B2B Subscription Payments)
Before September 2026: The SaaS vendor emails a PDF invoice each month. Someone checks it and uploads it manually.
After September 2026: The vendor's e-invoice is received in Spendesk each billing period and automatically matched to the recurring virtual card transaction.
Example:
Your company pays a €299/month Salesforce subscription via a recurring virtual card. Each month, Salesforce's structured e-invoice arrives in Spendesk, is matched to the card charge, and archived with a full audit trail — ready for your accounting system (Xero, NetSuite, Sage, DATEV, etc.).
💡 Note: Some suppliers may send the e-invoice before or after the card payment is processed. Spendesk's matching algorithm handles both scenarios.
💰 Expense Claims (B2B Invoices Already Paid by the Employee)
When an employee pays a business expense out of pocket and the supplier issues a B2B e-invoice in your company's name.
Before September 2026: The employee keeps a paper receipt, manually uploads it to Spendesk, fills in the details, and submits their request. Finance checks everything manually.
After September 2026: Spendesk automatically receives the supplier's structured e-invoice and matches it to the employee's expense claim. Invoice data (amount, VAT, supplier) is pre-filled. The employee confirms and submits.
Example 1: The employee paid first, the invoice arrives after:
The employee pays a B2B supplier out of pocket (e.g. conference registration, business travel)
The employee submits a reimbursement request in Spendesk with proof of payment
The supplier sends an e-invoice via their PA to your company
Spendesk matches the e-invoice to the existing reimbursement request
The reimbursement is linked to the compliant e-invoice for bookkeeping purposes
The employee is reimbursed, and the appropriate e-invoice is archived
Example 2: The invoice arrives before the reimbursement request is submitted:
The supplier sends an e-invoice via their PA
The invoice appears in the Spendesk Inbox as pending
The employee submits a reimbursement request with proof of payment
The admin or the employee links the reimbursement request to the existing e-invoice
The reimbursement is processed in full compliance
Important considerations:
Employees should reference the supplier's PA identifier or invoice number when submitting their reimbursement request
For recurring reimbursements (e.g. monthly parking, travel subscriptions), each e-invoice will be matched to the corresponding reimbursement request
The e-invoice serves as the official document for tax and accounting purposes, while the employee's receipt serves as proof of payment
⚠️ Important: The invoice must be issued in the company's name (not the employee's personal name) for e-invoicing rules to apply. If the employee makes a B2C purchase (e.g. at an unmanned fuel pump), standard receipt rules apply instead — e-reporting covers the transaction automatically.
Credit Notes
Credit notes (negative invoices for returns, cancellations, or corrections) are also received via the PA network and handled in Spendesk.
What Spendesk handles:
Product returns or service cancellations
Invoice corrections due to pricing errors
Partial refunds for damaged goods
Retrospective volume discounts
How it works:
The supplier issues a credit note via their issuing PA
The credit note arrives in Spendesk with negative amounts
Spendesk links it to the original invoice where one exists in Spendesk
The credit note reduces your outstanding payables or triggers a refund process
Both the original invoice and the credit note are archived for compliance
⛔ A credit note must be linked to an existing invoice already in Spendesk. Standalone credit notes with no reference invoice cannot be processed automatically. If a credit note arrives without a matching invoice, contact your Spendesk Controller to handle it manually.