Invoice Software for Romania

To ensure your invoicing software meets Romanian legal requirements, it absolutely must comply with the RO e-Factura system. This national electronic invoicing system became mandatory for B2B transactions between established entities in Romania from January 1, 2024, with a grace period for penalties until May 31, 2024. From July 1, 2024, RO e-Factura is the sole permissible channel for B2B invoices.

Look for software that supports:

• UBL 2.1 XML Format: Invoices must be generated in XML format, specifically adhering to the UBL 2.1 standard (or CII syntax) and the national RO_CIUS specifications, which are compliant with the European standard EN 16931.
• Digital Seal Requirements: While the issuer isn't always required to apply an electronic signature, the Ministry of Finance applies an electronic seal to validated invoices within the RO e-Factura system, ensuring integrity and authenticity. Your software should facilitate this process.
• Timely Submission: Invoices must be submitted to the RO e-Factura system within five working days from the date of issuance.

Seamless integration with the RO e-Factura platform is critical for operational efficiency and compliance. The system operates through the Virtual Private Space (SPV) of the National Agency for Fiscal Administration (ANAF), requiring a qualified digital signature for access and submission.

To ensure smooth integration:

• SPV Account and Digital Signature: Your legal representative needs a qualified digital certificate to access the SPV, which must then be registered with ANAF. Software should support this authentication method.
• API Connectivity: Many compliant solutions offer API integration, allowing your invoicing software to communicate directly with the RO e-Factura system for automated submission and retrieval of invoices. This helps avoid manual data entry and reduces errors.
• Validation and Error Handling: The RO e-Factura system performs structural, syntax, and semantic checks. Your chosen software should provide clear feedback on validation errors, enabling quick corrections and resubmission. Common pitfalls include issues with master data or incorrect VAT rates.

Non-compliance with Romania's e-invoicing and e-transport regulations can lead to significant financial penalties. It's crucial to adopt best practices to mitigate these risks.

Here’s how to stay compliant:

• Adhere to e-Factura Deadlines: From June 1, 2024, fines for late submission of e-invoices range from 1,000 RON to 10,000 RON (approximately €200 to €2,000), depending on taxpayer size. From July 1, 2024, issuing or receiving B2B invoices outside the RO e-Factura system incurs a fine equal to 15% of the invoice's value for both the issuer and recipient.
• Manage High Fiscal Risk Products: If you deal with "high fiscal risk products" (e.g., vegetables, fruits, alcohol, construction materials, clothing, footwear, iron, steel), you must integrate with the RO e-Transport system.
• e-Transport System Integration: For high fiscal risk goods exceeding 500 kg or 10,000 RON in value, or for all international transport of goods, you must declare transportation via the e-Transport system by submitting an XML file a maximum of three calendar days before transport. Penalties for non-compliance with e-Transport, including for international transport, apply from July 1, 2024, and can reach up to 100,000 RON (approx. €20,000) for legal entities, plus confiscation of undeclared goods.