DocuWare E‑Invoicing Service connects your legal entity, like a company, with country-specific e‑invoicing networks and tax authorities to send and receive compliant e‑invoices.
When sending or receiving electronic invoices with DocuWare E-Invoicing Service, every invoice goes through a defined set of statuses. These statuses show you exactly where an invoice stands, from the moment it is created to its final outcome.
This article explains what each status for e-invoices means, how tax reporting works in the background with statuses. It covers two areas:
E-Invoicing - sending and receiving e-invoices
E-Reporting / Tax Reporting - automatic reporting of domestic e-invoices, B2C e-invoices and cross-border transactions to the tax authority
Example country: France France is used as a practical example throughout this article. The French e-invoicing reform requires companies to send and receive invoices electronically via a certified platform and to report certain transactions to the French tax authority, the DGFiP, Direction Générale des Finances Publiques. DocuWare handles this entire process automatically in the background. The same status logic applies to e-invoicing in other countries where this is required by the government.
How e-invoice statuses work
DocuWare automatically updates the status of your invoices as they move through the e-invoicing process. You do not need to trigger all updates manually. They happen in the background as invoices are processed by the e-invoicing network. Some statuses are set by the DocuWare workflow when the user or process decides that the status has to change, for example Received → Accepted.
Invoices are exchanged via the Peppol network, an international e-invoicing infrastructure that connects senders and receivers. Status changes on one side are automatically reflected on the other side:
When your customer accepts an invoice, DocuWare automatically updates the status to Accepted.
When your customer marks an invoice as paid, DocuWare updates the status to Allegedly Paid.
This automatic status exchange enables automation in your accounts receivable and accounts payable workflows. See article How-to set up workflows for DocuWare E-Invoicing Service to learn how to adapt your DocuWare workflow.
Sent e-invoice statuses (sender side)
The following statuses apply to invoices you send to your customers. An invoice can be created from data stored in DocuWare or from an electronic invoice file, for example UBL or Factur-X format, provided by your ERP system. Note: Creating e-invoices is currently only available for French legal entities.
Status | What it means? | What you should do? / Description |
|---|---|---|
Sending | Your invoice has been created and is queued for transmission. Before sending, the invoice is automatically validated. Two outcomes are possible: Sent or Error. | No action needed. Wait for the next status. This is an automatically provided status indicating that the transaction is still pending. |
Sent | Your invoice has been successfully delivered to the e-invoicing network. The invoice document is now available for download and archiving on the receiver side. | No action needed. The invoice is now being processed. This is an automatically provided status indicating that the transaction is done. |
Registered | Your invoice has been officially accepted and recorded within the local tax authority. It is legally valid and the recipient can now process it. | No action needed. Your e-invoicing obligation is fulfilled within the tax authority. Note this status is relevant for countries with obligation for e-reporting. This is an automatically provided status. |
Accepted | The e-invoice is received and your customer has approved that the e-invoice was issued correctly. | No action needed. Useful for tracking accounts receivable. |
Allegedly Paid | Your customer has declared the invoice as paid. | Note: This is a declaration by the customer, not a confirmed bank transfer. Verify against your own payment records to check payment is received. This is an automatically provided status. |
Refused | Your customer has rejected the invoice (e.g. wrong amount, missing order reference, disputed service). | Escalate and discuss the reason with the customer. Issue a credit note and send a corrected invoice. This is currently a manual process. Exchange of the refusal reason for refused e-invoices is planned for a future release. |
Error | The invoice could not be delivered or was rejected by the e-invoicing platform during validation or transmission. | Check the error details in DocuWare. The invoice must be deleted, corrected, and resubmitted as a new invoice. |
Important: An invoice with status Error cannot simply be resent. It must be deleted and a new invoice must be created.
France: Sent invoice statuses
In France, all domestic B2B invoices are transmitted via the PPF (Portail Public de Facturation) — the official government e-invoicing portal. DocuWare handles this automatically.
The Registered status is especially critical in the French context: it confirms that the invoice has been validated and accepted by the DGFiP. Only at this point is your e-invoicing obligation under the French reform considered fulfilled.
French Status | CDAR Code | Corresponds to | Notes |
|---|---|---|---|
Enregistrée | — | Registered | Accepted and recorded by the DGFiP — legal milestone |
Approuvée | 205 | Accepted | Buyer has confirmed approval for payment |
Encaissée | 212 | Allegedly Paid | Buyer has declared payment; also triggers payment tax reporting (Flux 10) |
Refusée | 210 | Refused | Commercial rejection by the buyer |
Rejetée | 213 | Error | Technical rejection by the PPF platform itself — different from a buyer refusal |
Received e-invoice statuses (receiver side)
When you receive an e-invoice from a supplier through the e-invoicing network, DocuWare allows you to update its status to reflect your internal processing. Your status update is automatically reported back to the supplier.
Status | What it means |
|---|---|
Received | The invoice has arrived on your platform and is ready for processing. |
Accepted | You have approved the invoice for payment. The supplier is automatically notified. |
Refused | You have rejected the invoice (e.g. pricing dispute, missing order reference). The supplier is notified and must issue a credit note and a corrected invoice. The refusal reason is not currently exchanged via the network. This is planned for a future release. |
Paid | The invoice has been declared as paid. |
Updating the status of a received invoice can be done via a DocuWare workflow.
France: Received invoice statuses
In France, recipients are legally required to report the invoice lifecycle back to the PPF. When you update the status of a received invoice in DocuWare, the corresponding CDAR message (Compte-Rendu d'Application Récepteur) is automatically sent to the PPF in the background.
The table below lists all CDAR codes:
CDAR Code | French Status | DocuWare Status | What it means |
|---|---|---|---|
200 | Déposée | (automatic) | Invoice deposited and registered in the PPF. Generated automatically by the PPF — no action required from you. |
202 | Reçue | (automatic) | Invoice delivered to your platform. Confirms the invoice has arrived in your environment — generated automatically. |
205 | Approuvée ✅ | Accepted | You have approved the invoice for payment. Signals readiness to pay after internal accounts payable validation. |
210 | Refusée ❌ | Refused | You have rejected the invoice. The supplier must issue a credit note and reissue a corrected invoice. |
212 | Encaissée | Paid | Invoice declared as paid. Note: This status update is not yet available in DocuWare. Implementation is planned for a future release. |
213 | Rejetée ❌ | Error | The PPF has technically rejected the invoice (e.g. format errors, invalid entries). This is a platform-level rejection — different from a buyer refusal (code 210). The supplier must correct and resend. |
Tax reporting
How tax reporting works
In countries where tax reporting/e-reporting is mandatory, DocuWare automatically generates a tax report alongside each e-invoice and submits it to the relevant tax authority.
The source of truth for the tax report is always the e-invoice. DocuWare does not create a tax report, so any tax reports are derived from the provided e-invoice. The tax reports are always generated from the data contained in your e-invoice. False e-invoice data may result in false tax reporting.
No manual action is required for generating a tax report. In some scenarios, the e-invoice has to be created from data in order to create a tax report. DocuWare E-Invoicing service supports this for countries where this is legally required. The following invoice scenarios can trigger a tax report:
Invoices you receive:
via the Peppol network → always in electronic format
outside the Peppol network → -in an electronic invoice format, PDF, or other accepted format
Invoices you send:
via the Peppol network → reported automatically when the invoice is sent
outside the Peppol network:
in a common e-invoice format → reported as a cross-border invoice
as a simplified B2C invoice → reported from data stored in DocuWare (note: PDF files are not supported for this scenario)
Tax report statuses
Tax reports have their own set of statuses, independent of the commercial status of the invoice:
Status | What it means |
|---|---|
New | The tax report has been created and is waiting to be sent. |
Sent | The tax report has been delivered to the tax authority. |
Acknowledged | The tax authority has received the report and is processing it. |
Registered | The tax authority has accepted and recorded the report. Your tax reporting obligation is fulfilled. |
Refused | The tax authority has rejected the report. Contact DocuWare Support for assistance. |
Error | A technical error occurred during transmission. Contact DocuWare Support for assistance. |
Important: The Registered status on a tax report confirms that your reporting obligation has been fulfilled, independently of the commercial status of the invoice itself, for example whether your customer has paid or not.
France: Tax reporting (Flux 1 and Flux 10)
France requires two distinct types of tax reporting, both handled automatically by DocuWare:
Report Type | Covers | Transmission |
|---|---|---|
Flux 1 | Domestic B2B invoices | Immediately, one tax report per invoice |
Flux 10 | B2C sales and cross-border B2B | Once per day, as a daily batch at 02:00 AM CET |
Flux 1: Domestic B2B invoices
Each B2B e-invoice sent to a French business registered in the PPF Annuaire generates its own individual tax report, submitted to the DGFiP immediately after the invoice is created. Each status change is triggered by a validation notification received from the PPF.
Status | What it means |
|---|---|
New | Tax report created, queued for immediate transmission. |
Sent | Delivered to the PPF. Waiting for PPF validation confirmation. |
Acknowledged | The PPF has received and accepted the file format. DGFiP business validation is still pending. |
Registered | DGFiP has accepted and recorded the invoice. The fiscal obligation is fulfilled. The invoice is now immutable and can no longer be modified. |
Refused | DGFiP has rejected the report (e.g. invalid company number, format violations). The invoice must be deleted and recreated. |
Error | Technical failure during transmission or processing. Check the error details in DocuWare before taking action. |
Annulled | The invoice was annulled after registration — typically after a credit note was issued to cancel the original invoice. |
Flux 10: B2C and cross-border invoices
Invoices issued to private consumers (B2C) or to businesses outside France (cross-border, intra-EU and extra-EU, both sent and received) are grouped into a daily ledger and submitted once per day at 02:00 AM. All invoices in the same daily batch share a common batch ID and progress through statuses together.
Status | What it means |
|---|---|
New | Tax report created, waiting for the daily batch cycle. Not sent immediately. |
Sent | Daily ledger delivered to the PPF. All reports in the same daily batch move to this state together. |
Acknowledged | The PPF has received the ledger. DGFiP validation is still pending. |
Registered | DGFiP has accepted the ledger. All transactions in the batch are officially declared. Cross-border and B2C VAT reporting obligation fulfilled. |
Refused | The entire daily batch has been rejected by the DGFiP. All underlying transactions in the batch are affected. Contact DocuWare Support. |
Error | Technical failure on the ledger transmission. All reports in the batch are blocked. Contact DocuWare Support. |
France: Flux 10 ledger types
Within a single day, multiple ledgers may be produced depending on the type and direction of the transaction. Each ledger is submitted independently and follows its own validation process.
Ledger Type | Direction | Content |
|---|---|---|
Transactions ledger | Outgoing (Sales) | Issued B2B cross-border and B2C invoices. Groups all outbound transactions for the day to non-French contacts or French B2C consumers. |
Transactions ledger | Incoming (Purchases) | Received invoices from foreign suppliers (intra-EU and extra-EU). Only generated when the supplier's country is not France. |
Payments ledger | Outgoing (Sales) | Payment-status updates. Triggered when an invoice transitions to Allegedly Paid. Separates the invoice transmission from its payment lifecycle. |
France: DGFiP process codes
Each tax report submitted to the DGFiP carries a process code that identifies the fiscal nature of the transaction. This code is assigned automatically by DocuWare based on the invoice type and your e-invoicing configuration. You do not need to set it manually.
Code | Type | Description |
|---|---|---|
S1 | Services | Standard invoice for services (e.g. consulting, IT, training). |
B1 | Goods | Standard invoice for goods. |
M1 | Mixed | Invoice combining goods and services. |
S2 / B2 / M2 | Services / Goods / Mixed | Invoice already paid at the time of issuance (e.g. cash sales, immediate settlement). Triggers additional payment reporting via Flux 10. |
S4 / B4 / M4 | Services / Goods / Mixed | Invoice with advance payments or deposits. |
S7 / B7 | Services / Goods | Correction of a previously registered invoice. Note: There is no correction code for registered mixed invoices (no M7 code) — this is a documented gap in the French DGFiP specification, not a DocuWare limitation. |
Troubleshooting
Situation | Recommended Action |
|---|---|
Sent invoice has status Error | Check the error details in DocuWare. Delete the invoice, correct the issue, and create a new invoice. |
Sent invoice has status Refused | Your customer has rejected the invoice for business reasons. Issue a credit note and send a corrected invoice. |
Tax report has status Refused or Error | Check the error details in DocuWare. Delete the invoice, correct the issue, and create a new invoice. |
Received invoice needs to be rejected | Update the invoice status to Refused via your DocuWare workflow. The supplier will be notified automatically. |
Important notes
An invoice with status Error cannot be resent. It must be deleted and a new invoice must be submitted.
The Registered status on both the invoice and the tax report are your two key compliance milestones. Track both independently.
Status updates for received invoices are automatically sent back to the supplier and to the tax authority where required.
France: Important notes
Payment fields are mandatory for B2B invoices but not for B2C invoices. Ensure that remittance information, payment method, and payment terms are included on all B2B invoices.
Company registration verification is asynchronous: A French contact's registration status in the PPF Annuaire may not be immediately confirmed after creation. A Flux 1 tax report will only be generated once the contact is confirmed as registered in the Annuaire.
Flux 10 tax report files cannot be downloaded individually. They are only available as part of the daily ledger they belong to.
Marking a received invoice as paid (CDAR 212, Encaissée) is not yet available in DocuWare. This is the only currently missing capability for the received-invoice lifecycle. Implementation is planned for a future release.
There is no M7 process code for correcting a registered mixed invoice. This is a documented gap in the French DGFiP specification (XP Z12-012), not a DocuWare limitation.
Questions for the team (remove before publishing)
Sent-side Allegedly Paid is labelled "automatically provided status," but the introduction says this status results from the customer declaring the invoice paid. Is it genuinely system-set, or is the "automatically provided" tag inaccurate for this row (and possibly for other sent-side rows where it is appended)?
In the Flux 10 ledger types table, the Payments ledger is marked direction "Outgoing (Sales)," but its content describes payment-status updates triggered by Allegedly Paid. Is "Outgoing (Sales)" correct here, or should the direction differ for received-invoice payment reporting?
Cross-reference link check: this article links to
/help/docs/e-invoicing-service-implementation, while the workflow article links back here using the slug/help/docs/clone-how-to-set-up-workflows-for-docuware-e-invoicing-service. The "clone" slug looks like a draft artifact. Please confirm the correct published slugs for both directions.