By September 2026, all restaurant owners will need to be ready: electronic invoicing is becoming mandatory. This is a small revolution in the world of accounting, but don’t panic. With a little planning ahead and the right tools, the transition can go smoothly and may even benefit your business. Whether you’re an independent restaurant owner, a franchisee, or a multi-location manager, here’s everything you need to know to be in compliance before the deadline.
See the overview of the reform.
From September 1, 2026, all VAT-registered businesses, including restaurants, will have to issue and receive their invoices in electronic format via certified platforms.
Gone are the days of paper invoices or PDFs sent by email: now it’s time for structured online invoicing, transmitted via a partner digitization platform (PDP) or the Public Invoicing Portal (PPF). What is the purpose of this reform? To simplify VAT management and strengthen the fight against tax fraud.
Are you wondering if your business is affected by this new requirement? The answer is yes—all businesses are affected: traditional restaurants, fast-food chains, food trucks, franchises, etc. This law applies even if you issue only a few invoices.
For example, a neighborhood bistro that issues invoices only for seminars or events will also be required to submit those invoices through a certified platform. In the case of a franchise, the corporate office must oversee the invoicing for each location and ensure the network’s overall compliance.
By failing to comply with the electronic invoicing requirement, you are subject to a fine of €15 per non-compliant invoice, up to a maximum of €15,000 per year. This penalty will apply in the event of failure to submit invoices or incorrect submission of invoices through the required channels (PDP or the Public Invoicing Portal).
You also need to take into account all the operational challenges: late payments, invoices rejected by your business clients, loss of visibility into your cash flow, and so on. If the transition isn’t properly prepared, your entire accounting system will be affected.
So it's best to think ahead, test your tools beforehand and train your teams.
Electronic invoicing isn’t just a technical change—it also transforms the way you manage your documents, payments, and supplier relationships. It automates some of the time-consuming tasks, reduces errors, and makes it easier to exchange information with your accounting firm. Think of it as an opportunity to upgrade your tools to more modern, centralized solutions.
In practical terms, this means less manual data entry, shorter processing times, and a faster response to disputes or customer inquiries. You gain greater visibility and traceability, and can focus more on your core business rather than on administrative tasks. For front-of-house or kitchen staff, this can also mean fewer trips back and forth to locate a document or approve an invoice.
👉 To find out more: Guide: choosing the best cash register software for your restaurant
Here's a step-by-step guide on how to get organized leading up to the 2026 deadline:
If you’re already using compatible point-of-sale or invoicing software, a simple update may be all you need. Start by verifying that your solution supports the issuance of electronic invoices in a structured format (Factur-X, UBL, or CII). Also make sure it can connect to a partner e-invoicing platform (PDP) or the Public Invoicing Portal.
Another key point: proper processing of supplier invoices, which must be able to be automatically integrated into your accounting system. Finally, electronic archiving must comply with legal requirements, including secure, time-stamped retention for 10 years.
Your PDP must be state-certified and compatible with your existing tools. It must be easy to use, even for teams that aren’t experts in management or accounting. And if you manage multiple locations, make sure it allows you to consolidate data by point of sale while providing a comprehensive, consolidated view for headquarters or management. This dual perspective is key to effectively managing operations across an entire network.
The cost depends primarily on your current situation. If you are already using up-to-date point-of-sale software, compliance is often included in your existing contract or offered at a discounted rate by the software provider.
On the other hand, using a PDP platform can result in additional costs, such as monthly subscriptions or fees per processed invoice. These fees vary depending on volume and the features selected. It is therefore a good idea to factor this expense into your 2026 budget and start comparing available options now to avoid any unpleasant surprises.
Electronic invoicing isn't just a matter of compliance—it can also make your day-to-day life easier. Let us show you how in four points.
Electronic invoices are automatically archived, sorted, and ready to be sent to your accounting firm. For you, this means less paperwork, fewer data entry errors, and easier access to your document history.
A properly configured PDP allows you to view pending invoices, automate customer reminders, and receive alerts in case of late payments. This is particularly useful if you offer catering services, organize events, or bill business clients for services.
Electronic invoicing reduces errors, improves compliance, and facilitates government audits. It also gives you the opportunity to verify your understanding of the applicable VAT rates in the restaurant industry, which vary depending on the type of service (dine-in, takeout, delivery). You also gain greater visibility into your cash flow, with up-to-date data to help you better manage your business.
If you manage several establishments, you can centralize all invoices in a single tool, access consolidated reports and work more smoothly with your teams or your chartered accountant.
When you look at it this way, electronic invoicing could very well become a real asset in our day-to-day lives. What do you think?
To comply with the electronic invoicing requirement, your point-of-sale or invoicing software must meet several technical and functional criteria. Here are the points you should check right away:
If your software doesn't meet all these criteria, it's time to consider an update or switch to a different solution. Take concrete steps to prepare your institution.
👉 To find out more : Restaurant cash register software: 9 key features
A all-in-one point-of-sale software like Innovorder is a valuable ally in staying compliant with the Electronic Invoicing Reform, without changing your work habits.
Specifically, Innovorder handles the three key obligations of the reform:
Result: you will be compliant as soon as the reform comes into effect.
2026 is fast approaching, as is the requirement to issue and receive electronic invoices. To avoid last-minute stress, it’s essential to get started now. Take stock of your current tools, consult with your accountant, and prepare for the transition to electronic invoicing. By choosing the right solution, you’ll gain peace of mind, boost productivity, and ensure compliance.
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Are you looking for a comprehensive solution designed to meet the specific needs of restaurant owners? Innovorder is here to guide you every step of the way.
