Submission of a compliant electronic invoice as part of a public procurement or a concession contract
In the context of a public procurement or concession contract, all economic operators must, with some exceptions, issue and submit their invoices as compliant electronic invoices.
As a reminder, public procurement legislation considers as a public contract any contract concluded in writing:
- between an economic operator and a public sector body; and
- which has as its object the execution of works, the supply of products or the provision of services.
Thus, it is also a public contract in the case of:
- contracts which only concern small amounts, for example EUR 1,000 or even less; or
- contracts concluded via:
- a negotiated (direct) procedure between a public sector body and an economic operator without a public tender process; or
- any other procedure that would put different economic operators in competition.
Economic operators can send their electronic invoices:
- via Peppol (Pan European Public Procurement OnLine); or
- if they are not or not yet connected to Peppol, by using one of the 2 types of online forms available on MyGuichet.lu, namely:
- a form which allows to manually enter in the fields of the form the elements of an invoice and then to transmit these data; or
- a form, described below, that allows you to upload an already compliant electronic invoice and then to transmit it.
Other transmission channels than Peppol or MyGuichet.lu are not permitted. It is therefore not permitted, for example, to send compliant electronic invoices via email.
Who is concerned
Economic operators concerned
Any economic operator that issues or sends invoices to a contracting authority or entity in the context of a public contract or a concession contract.
Exclusions
By way of derogation, the requirement to issue electronic invoices does not apply to public procurement contracts entered into:
- for the purpose of development cooperation;
- by diplomatic missions or consulates;
- as part of Luxembourg’s participation in international fairs and exhibitions held abroad; or
- as part of State visits, official visits or working trips abroad.
Prerequisites
The MyGuichet.lu platform is a useful option for economic operators that have no access – or do not yet have access – to the Peppol delivery network.
On the other hand, economic operators that already have an account with the Peppol network can use it to issue and submit their electronic invoices directly.
Preliminary steps
To submit electronic invoices through MyGuichet.lu, the economic operator must have a MyGuichet.lu business eSpace.
How to use MyGuichet.lu
There are 3 possible scenarios:
- The person submitting the application is a new user on MyGuichet.lu and does not yet have an eSpace:
The creation of the eSpace is done in 2 steps:- registration of a user;
- setting up the business eSpace.
A guide for new users is available in the form of a video tutorial or as a PDF document.
- If the person submitting the application is already a MyGuichet.lu user and has a private eSpace: they will have to create a new business eSpace.
A guide for new users is available in the form of a video tutorial or as a PDF document.
- The person submitting the application already has a business eSpace for the company: the existing business eSpace can be used.
Refer to the help section on MyGuichet.lu.
Deadlines
In the framework of a public procurement or concession contract, the obligation for economic operators to issue and send compliant electronic invoices via one of the authorised channels (Peppol or MyGuichet.lu) applies to all economic operators since 18 March 2023.
In addition, the obligation for public sector bodies to receive and process compliant electronic invoices applies:
- to central contracting authorities, e.g. ministries, since 18 April 2019; and
- to sub-central contracting authorities, e.g. communes, and contracting entities since 18 April 2020.
In addition, all public sector bodies have been required to be connected to the Peppol network since 18 December 2021 so that they can receive compliant electronic invoices via Peppol.
How to proceed
Filing of an XML document
The procedure can be completed with or without authentication.
Procedure with authentication
The economic operator, or their agent, who submits the request with authentication must have:
- a business eSpace on MyGuichet.lu;
- a LuxTrust product (e.g. Token, Smartcard or Signing Stick); or
- an electronic identity card (eID); or
- a digital ID issued by another EU country (eIDAS).
- use the form's pre-filling functions with data already recorded in the business eSpace; and
- receive the various acknowledgement sheets and confirmations directly in the business eSpace.
Procedure without authentication
The economic operator, or their agent, who submits the request without authentication needs a one-time access code (token) for each invoice.
The token must be requested in advance from the public sector body with which the public contract or concession contract has been concluded (contracting authorities or entities or concession authority).
Entering the information
After entering the following information:
- the identity of the economic operator;
- the government administration department to which the invoice is addressed;
the person concerned can file the invoice by uploading, through MyGuichet.lu, a compliant electronic invoice – that is, an invoice compliant with the most recent version of the European standard on electronic invoicing which outlines the semantic data model for an electronic invoice, and with one of the syntaxes on the most recent list published by the European Commission.
The user will then receive confirmation of the submission of their compliant electronic invoice to the back office that distributes electronic invoices to the public-sector bodies concerned and, once the back office has processed the invoice:
- if the uploaded electronic invoice is compliant with the European standard, and is passed on to the final recipient: a message informing them that the electronic invoice has been successfully forwarded to the final recipient;
- if the submitted invoice is not compliant with the European standard and/or if it cannot be forwarded to the final recipient for whatever reason: an error message.
The filing party will then receive a forwarding acknowledgement sheet, which simply proves that the invoice has been submitted to the competent administrative authority.
Mandatory documents
In the case of a procedure without authentication, it is mandatory to attach the order form.
In addition and whatever the procedure used, the economic operator may attach to their application :
- plans;
- timesheets;
- other documents that explain the content of the invoice; or
- any other document that they consider appropriate.
Attachments can only be submitted in PDF format and cannot exceed a maximum size of 15 MB.
Financial aid
As part of the introduction of the requirement to submit electronic invoices for B2G (Business-to-Government) transactions, small and very small enterprises may be entitled, under certain conditions, to:
- financial aid for digitalisation under the SME Packages - Digital scheme; and
- personalised assistance:
- from the House of Entrepreneurship;
- from the eHandwierk services at the Chamber of Skilled Trades and Crafts.
Good to know
- Economic operators who have questions about electronic invoicing specifically can contact the eFacturation helpline at (+352) 247-72155 or by email at info@efact.public.lu.
- A tutorial is also available to guide businesses through the electronic procedure.
- Economic operators who have questions about MyGuichet.lu in general and its functionalities (not specific to electronic invoicing) can contact the MyGuichet.lu helpdesk and also consult the help section on MyGuichet.lu.
- Economic operators who wish to receive more information on private service providers who offer access points to Peppol or on invoicing or accounting software editors who offer software already connected by default to Peppol, can contact:
- the House of Entrepreneurship of the Chamber of Commerce; or
- the eHandwierk services at the Chamber of Skilled Trades and Crafts.
Forms / Online services
Submission of an already compliant electronic invoice with authentication in the context of a public procurement or concession contract (filing of an XML document)
Form with authentication using a LuxTrust product, a Luxembourg identity card with an activated electronic certificate or another eIDAS identification means
To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.
That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).
Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.
Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.
Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.
If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 15, boulevard du Jazz L-4370 Belvaux.
By submitting your application, you agree that your personal data may be processed as part of the application process.
Transmission d’une facture électronique déjà conforme dans le cadre d’un marché public ou d’un contrat de concession (dépôt d’un document XML)
Formulaire avec authentification par un produit LuxTrust, une carte d’identité luxembourgeoise munie d’un certificat électronique activé ou un autre moyen d’identification eIDAS
Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.
Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement
Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.
En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.
Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 15, boulevard du Jazz L-4370 Belvaux.
En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.
Übermittlung einer bereits rechtskonformen Rechnung im Rahmen eines öffentlichen Auftrags oder eines Konzessionsvertrags (Hinterlegung eines XML-Dokuments)
Formular mit Authentifizierung – erfordert eine Authentisierung anhand eines LuxTrust-Produkts, eines luxemburgischen Personalausweises mit einem aktivierten elektronischen Zertifikat oder anhand eines anderen eIDAS-Identifizierungsmittels
Ihre in diesem Formular erfassten personenbezogenen Informationen werden von der zuständigen Verwaltungsbehörde verarbeitet, um Ihren Antrag erfolgreich abzuschließen.
Diese Informationen werden von der Behörde für den zur Verarbeitung erforderlichen Zeitraum gespeichert.
Die Empfänger Ihrer Daten sind die im Rahmen Ihres Antrags zuständigen Verwaltungsbehörden. Um die Empfänger der in diesem Formular erfassten Daten zu erfahren, wenden Sie sich bitte an die für Ihren Antrag zuständige Behörde.
Gemäß der Verordnung (EU) 2016/679 zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten und zum freien Datenverkehr haben Sie das Recht auf Zugang, Berichtigung und gegebenenfalls Löschung Ihrer personenbezogenen Informationen. Sie haben zudem das Recht, Ihre erteilte Einwilligung jederzeit zu widerrufen.
Weiterhin können Sie, außer in Fällen, in denen die Verarbeitung Ihrer Daten verpflichtend ist, Widerspruch einlegen, wenn dieser rechtmäßig begründet ist.
Wenn Sie diese Rechte ausüben und/oder Einsicht in Ihre Informationen nehmen möchten, können Sie sich unter den im Formular angegebenen Kontaktdaten an die zuständige Verwaltungsbehörde wenden. Sie haben außerdem die Möglichkeit, bei der Nationalen Kommission für den Datenschutz Beschwerde einzulegen (Commission nationale pour la protection des données, 15, boulevard du Jazz L-4370 Belvaux).
Wenn Sie Ihren Vorgang fortsetzen, akzeptieren Sie damit, dass Ihre personenbezogenen Daten im Rahmen Ihres Antrags verarbeitet werden.
Submission of an already compliant electronic invoice with authentication in the context of a public procurement or concession contract (filing of an XML document)
Form without authentication that requires the entry of a one-time code to be requested in advance from the recipient of the electronic invoice (to be used only if you do not have any of the many national or foreign authentication products accepted by MyGuichet.lu)
To complete your application, the information about you collected from this form needs to be processed by the public administration concerned.
That information is kept by the administration in question for as long as it is required to achieve the purpose of the processing operation(s).
Your data will be shared with other public administrations that are necessary for the processing of your application. For details on which departments will have access to the data on this form, please contact the public administration you are filing your application with.
Under the terms of Regulation (EU) 2016/679 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, you have the right to access, rectify or, where applicable, remove any information relating to you. You are also entitled to withdraw your consent at any time.
Additionally, unless the processing of your personal data is compulsory, you may, with legitimate reasons, oppose the processing of such data.
If you wish to exercise these rights and/or obtain a record of the information held about you, please contact the administration in question using the contact details provided on the form. You are also entitled to file a claim with the National Commission for Data Protection (Commission nationale pour la protection des données), headquartered at 15, boulevard du Jazz L-4370 Belvaux.
By submitting your application, you agree that your personal data may be processed as part of the application process.
Transmission d’une facture électronique déjà conforme dans le cadre d’un marché public ou d’un contrat de concession (dépôt d’un document XML)
Formulaire sans authentification qui nécessite la saisie d’un code à usage unique à demander au préalable auprès du destinataire de la facture électronique (à utiliser uniquement si vous ne disposez d’aucun des nombreux produits d’authentification nationaux ou étrangers acceptés par MyGuichet.lu)
Les informations qui vous concernent recueillies sur ce formulaire font l’objet d’un traitement par l’administration concernée afin de mener à bien votre demande.
Ces informations sont conservées pour la durée nécessaire par l’administration à la réalisation de la finalité du traitement
Les destinataires de vos données sont les administrations compétentes dans le cadre du traitement de votre demande. Veuillez-vous adresser à l’administration concernée par votre demande pour connaître les destinataires des données figurant sur ce formulaire. Conformément au règlement (UE) 2016/679 relatif à la protection des personnes physiques à l'égard du traitement des données à caractère personnel et à la libre circulation de ces données, vous bénéficiez d’un droit d’accès, de rectification et le cas échéant d’effacement des informations vous concernant. Vous disposez également du droit de retirer votre consentement à tout moment.
En outre et excepté le cas où le traitement de vos données présente un caractère obligatoire, vous pouvez, pour des motifs légitimes, vous y opposer.
Si vous souhaitez exercer ces droits et/ou obtenir communication de vos informations, veuillez-vous adresser à l’administration concernée suivant les coordonnées indiquées dans le formulaire. Vous avez également la possibilité d’introduire une réclamation auprès de la Commission nationale pour la protection des données ayant son siège à 15, boulevard du Jazz L-4370 Belvaux.
En poursuivant votre démarche, vous acceptez que vos données personnelles soient traitées dans le cadre de votre demande.
Übermittlung einer bereits rechtskonformen Rechnung im Rahmen eines öffentlichen Auftrags oder eines Konzessionsvertrags (Hinterlegung eines XML-Dokuments)
Formular ohne Authentifizierung – erfordert die Eingabe eines Einmal-Codes, der im Vorfeld beim Empfänger der elektronischen Rechnung beantragt werden muss (nur zu verwenden, wenn Sie nicht über eines der zahlreichen von MyGuichet.lu akzeptierten in- oder ausländischen Authentisierungsmittel verfügen)
Ihre in diesem Formular erfassten personenbezogenen Informationen werden von der zuständigen Verwaltungsbehörde verarbeitet, um Ihren Antrag erfolgreich abzuschließen.
Diese Informationen werden von der Behörde für den zur Verarbeitung erforderlichen Zeitraum gespeichert.
Die Empfänger Ihrer Daten sind die im Rahmen Ihres Antrags zuständigen Verwaltungsbehörden. Um die Empfänger der in diesem Formular erfassten Daten zu erfahren, wenden Sie sich bitte an die für Ihren Antrag zuständige Behörde.
Gemäß der Verordnung (EU) 2016/679 zum Schutz natürlicher Personen bei der Verarbeitung personenbezogener Daten und zum freien Datenverkehr haben Sie das Recht auf Zugang, Berichtigung und gegebenenfalls Löschung Ihrer personenbezogenen Informationen. Sie haben zudem das Recht, Ihre erteilte Einwilligung jederzeit zu widerrufen.
Weiterhin können Sie, außer in Fällen, in denen die Verarbeitung Ihrer Daten verpflichtend ist, Widerspruch einlegen, wenn dieser rechtmäßig begründet ist.
Wenn Sie diese Rechte ausüben und/oder Einsicht in Ihre Informationen nehmen möchten, können Sie sich unter den im Formular angegebenen Kontaktdaten an die zuständige Verwaltungsbehörde wenden. Sie haben außerdem die Möglichkeit, bei der Nationalen Kommission für den Datenschutz Beschwerde einzulegen (Commission nationale pour la protection des données, 15, boulevard du Jazz L-4370 Belvaux).
Wenn Sie Ihren Vorgang fortsetzen, akzeptieren Sie damit, dass Ihre personenbezogenen Daten im Rahmen Ihres Antrags verarbeitet werden.
Who to contact
-
Helpline e-InvoicingHôtel de Bourgogne - 4, rue de la Congrégation
L-1352 Luxembourg
Luxembourg
Phone : (+352) 247-72155
-
House of Entrepreneurship14, rue Erasme
L-1468 Luxembourg
Luxembourg
Opening hours : from 8.30 to 17.00Phone : (+352) 42 39 39 - 330
-
Chamber of Skilled Trades and Crafts
eHandwierk services at the Chamber of Skilled Trades and Crafts2, Circuit de la foire internationale
L-1347 Luxembourg-Kirchberg
Luxembourg
Postal address :
B.P. 1604 / L-1016
-
Ministry for DigitalisationHôtel de Bourgogne - 4, rue de la Congrégation
L-1352 Luxembourg
Luxembourg
Phone : (+352) 247-72100