Integrator Change in e-Invoices

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What Is a Private Integrator?

A private integrator is an intermediary institution authorized by the Revenue Administration (GİB) based on specific criteria, providing services related to electronic document applications. These institutions offer technical and operational support to taxpayers for the preparation, transmission, storage, and reporting of digital documents such as e-Invoice, e-Archive Invoice, e-Dispatch Note, e-Ledger, and e-Producer Receipt. Private integrators ensure that: Electronic documents are created in compliance with the standards and technical requirements defined by GİB, Documents are electronically delivered to legally defined recipients quickly and securely, Data is archived for the legally required period while maintaining its integrity and confidentiality, and made accessible when necessary. Moreover, private integrators do more than just provide a technical infrastructure. They continuously update their systems by following current legislative changes, guide users through integration processes, and provide operational support services. In this respect, they enable companies to fulfill their legal obligations regarding e-document issuance in an easy, secure, and compliant manner.

Methods of Using the e-Invoice System

Businesses that want to transition to the e-Invoice system have three main options:

GİB Portal: Offered free of charge by GİB but comes with limited features.

Direct Integration: A method where large companies integrate their own software with the GİB system.

Private Integration: A system where services are received through GİB-approved private integrators. Among these three, private integration is generally the most practical and advantageous solution.

Advantages of Working with a Private Integrator

Easy Application and Fast Activation: Private integrators offer turnkey solutions. They provide expert support during the application process and enable quick e-invoice issuance by swiftly completing the activation using a financial seal.

Unlimited Invoice Sending and Storage: While GİB Portal has an annual invoice limit (e.g., 500), private integrators impose no such restriction. Also, documents are stored electronically in compliance with legal requirements for 10 years.

User-Friendly Interface and Customization: Private integrators offer invoice customization options (logo, color, size), customer notes, etc., and improve the user experience with intuitive interfaces.

24/7 Technical Support and Expert Assistance: Unlike GİB Portal where users must resolve issues themselves, private integrators offer 24/7 technical support.

Mobile Compatibility and Remote Access: Thanks to cloud-based systems, e-invoice operations can be performed from anywhere with an internet connection, including via mobile apps.

Up-to-Date Legal Compliance: Changes in technical guides and legal regulations are automatically integrated into systems by private integrators, ensuring users always work with the most current setup.

Integration Capabilities: Private integrators can integrate with accounting software, ERP systems, e-commerce platforms, and marketplaces, automating business processes and saving time.

What to Consider When Choosing a Private Integrator

Although there are many private integrators in the market, not all offer the same quality and service. Key criteria for choosing the right one include:

• GİB authorization

• 24/7 technical support

• Secure data backup and archiving

• Simple and user-friendly interface

• Easy access from mobile devices

• Integration with other systems

• Fast customer service and expert consultancy

How to Change Your Private Integrator

Private integrator companies that provide digital solutions like e-Invoice, e-Archive, and e-Dispatch play a key role in digital transformation. However, over time, due to service quality, support level, pricing, or usability concerns, a business may wish to switch to another integrator. This transition follows a specific process:

Contacting the New Private Integrator and Signing a Contract

First, the business contacts the new private integrator. The provider typically explains its services, pricing, and infrastructure. The business chooses the one that best meets its needs and signs a contract. During this phase, factors like support services, ease of transition, integration options, and user feedback should be considered.

Activation and Registration Process

After the contract is signed, the new integrator sends an activation link. The registration process includes entering key details such as:

• Tax ID number

• Company name

• Financial seal or e-signature information

• Authorized personnel details

• The system is generally integrated with GİB, allowing for real-time verification.

Cancelling Services with the Previous Private Integrator

Once the new system registration is complete, services with the old integrator must be canceled. This is done using the company's financial seal or e-signature, via the old provider’s customer panel or support services. At this point, a backup of e-Invoice and e-Archive data should be taken, in compliance with legal data retention requirements.

Active Use Through the New System

After the old system is closed, the company begins operating via the new integrator’s panel or ERP integration. Initial test invoices are sent, GİB connections are checked, and necessary training and support are provided.

Why Choose a Private Integrator?

Although the GİB Portal is a free solution, it is not ideal in the long term due to limited capacity, a basic interface, and lack of technical support. Direct integration is costly and requires technical expertise. Private integrators, on the other hand, offer businesses fast, compliant, secure, flexible, and user-friendly solutions. Especially for SMEs, private integrators stand out by delivering high performance at a low cost. Any business looking to effectively manage its e-transformation process should seriously consider working with a reliable private integrator.

Conclusion

In today’s rapidly digitalizing world, transferring commercial documents to electronic formats is not just an option but a legal requirement. Private integrators provide crucial support to businesses with their technical infrastructure, legal compliance, operational ease, and user-friendly solutions. While GİB Portal and direct integration are available alternatives for transitioning to e-Invoicing, private integrators stand out with the advantages they offer. Their streamlined application processes, unlimited invoice handling, 24/7 support, mobile compatibility, and system integration capabilities offer businesses significant time and cost savings.