How do you send e-invoices for your online store orders?

Q&A • e-invoicing

How do you send e-invoices for your online store orders?

In Romania, invoices issued by an online store are transmitted through the national RO e-Factura system — both business invoices (B2B) and consumer invoices (B2C), mandatory since 1 January 2025. In practice, a PDF emailed to the customer is no longer enough.

Short answer

  1. Issue the order invoice in a structured electronic format (XML), not just a PDF.
  2. Upload it to the national e-invoicing system within 5 working days of issuing it.
  3. For individual customers with no tax code you use the code made of thirteen zeros.
  4. The system returns a validation message; the invoice counts as transmitted only after acceptance.
  5. Failure to transmit is fined per invoice, so you need a reliable process that does not miss the deadline.

What the law says (in brief)

  • Transmitting B2B invoices through RO e-Factura is mandatory for operators established in Romania.
  • From 1 January 2025 the obligation was extended to B2C invoices issued to individuals.
  • The transmission deadline is 5 working days from the invoice issue date.
  • An individual customer is not required to give a personal ID number; the thirteen-zero code is used instead.
  • Fines for untransmitted invoices apply per invoice, in tiers starting at 1,000 lei.

Practical example

Example: a store with 200 orders a month, 30 of them to companies. All 230 invoices must reach the national system. Done manually that is about 10 minutes per invoice to prepare and upload — over 30 hours a month. With invoice drafts created automatically from orders in 4invoices, all that is left for you is to review, issue and send, without preparing each invoice from scratch.

Common mistakes

  • Emailing only the PDF and considering the obligation met.
  • Asking the customer for a personal ID number at checkout instead of using the thirteen-zero code.
  • Batching invoices and uploading them at month end — you miss the 5-working-day deadline.
  • Not checking the response message and missing invoices rejected at validation.

How 4shopy helps

  • An invoice draft is created in 4invoices (optional connection) from the confirmed order, with the checkout data.
  • Issuing and sending to the national e-invoicing system are done from 4invoices, starting from the draft.
  • On B2C orders you do not ask for a personal ID number; for individuals with no tax code you use the thirteen-zero code when issuing the invoice in 4invoices.
  • You track in 4invoices the status of sent invoices — accepted or rejected at validation.

See also