Electronic Invoicing
In several countries, the tax authority requires invoices and other sales documents to be sent to an authorized gateway for electronic signing and validation before they count as valid fiscal documents. This area lets you turn on electronic invoicing for your company (or per subsidiary), choose the gateway your country uses, and configure the credentials that gateway gave you.
What it is and what it's for
Once electronic invoicing is active for your company, your Credit Invoices, Cash Invoices, Credit Notes/Debit Notes and other fiscal documents stop being just internal vouchers: besides being generated in AdmCloud, they're automatically sent to the configured gateway for signing and validation, and AdmCloud records on the document whether it's already signed or still pending. This replaces traditional (printed or purchased) fiscal numbering, which remains available as a fallback while you complete the transition.
AdmCloud has its own built-in integration with a specific gateway per country:
- Dominican Republic: baVel/Voxel or Polaris (with a certification portal embedded right inside AdmCloud for Polaris).
- Ecuador: Datil.
- Guatemala: Infile.
- Costa Rica, El Salvador, Mexico and Uruguay: an "External" integration — signing happens outside AdmCloud (for example, through your own provider or process), with no dedicated credentials screen inside this area.
Screens in this area
| Screen | What it does |
|---|---|
| Electronic Invoicing Configuration | Turns electronic invoicing on or off (per subsidiary, if subsidiaries are enabled) and picks the gateway type. In the Dominican Republic, it also shows the initial-setup and rollback processes. |
| Configure Gateway | The credentials form for whichever gateway you chose (username, password, token, service URL, and other gateway-specific fields), with a button to validate the credentials work when the gateway supports it. |
| Polaris Certification (Polaris only, Dominican Republic) | Opens Polaris's certification portal inside AdmCloud to create or continue your company's certification process with that gateway. |
How to turn it on, step by step
- Confirm your company has electronic invoicing enabled. AdmCloud is the one that turns this capability on, based on your company's tax country; if you see a "module not enabled" message when opening this area, contact AdmCloud support.
- If your company has subsidiaries enabled, pick the subsidiary at the top of AdmCloud first — electronic invoicing configuration is independent for each one.
- Turn on "Enabled" and select the gateway that matches your country, then save.
- Open Configure Gateway and fill in the data the gateway gave you (username, password or token, service URL and, depending on the gateway, extra data such as the establishment or test mode). Use the validate-credentials button when it's available before saving for production use.
- In the Dominican Republic, run the initial-setup processes (see below) in the order they appear, so your fiscal sequences and your customers' and vendors' sequences are ready for the new electronic scheme.
- If you use Polaris, open "Create or Continue Certification" from Configure Gateway to move your company's certification process forward from the embedded portal, without leaving AdmCloud.
Initial setup process (Dominican Republic)
For Dominican companies only, the Configuration screen shows a table of processes that must be run once, in order, when moving from traditional to electronic fiscal receipts:
| Process | What it does |
|---|---|
| Execute All Migration Processes | Runs the three processes below, in the right order, in a single click. |
| Update Fiscal Codes Taxes | Updates your tax catalog with the fiscal codes the new electronic scheme requires. |
| Create Electronic Fiscal Sequence Types | Creates, if missing, the electronic fiscal receipt types (e-NCF) equivalent to the traditional ones. |
| Assign Electronic Fiscal Sequence Types to Customers and Vendors | Switches your customers and vendors from the traditional fiscal sequence to the electronic one, deactivating the traditional sequence. |
| Create Reasons for Modification of Affected Invoice | Creates the catalog of reasons the DGII requires when modifying (voiding, correcting) an already-issued electronic receipt. |
If you need to go back to issuing traditional receipts, the Reverse Electronic Invoice Changes section offers the opposite process: it reassigns the traditional fiscal sequence to your customers and vendors and deactivates the electronic one.
Key fields
| Field | What it's for |
|---|---|
| Enabled | Turns electronic invoicing on or off for the current company or subsidiary. |
| Gateway Type | The electronic-signing provider you'll use; it determines which credentials form shows up in Configure Gateway. |
| Username / Password / Auth Token | The credentials the gateway gave you so AdmCloud can send it your documents to sign. |
| Service URL | The gateway's web-service address; it's usually different between the test and production environments. |
| Test Mode (Datil) | While on, the signatures generated aren't valid with the tax authority; use it only while you're certifying. |
| Establishment Code (Infile) | Your branch's identifier with the Guatemalan gateway; if the invoice's location doesn't have its own code, this default value is used. |
| Legal Phrases (Infile) | The mandatory legends (export, tax exemption, credit notes) that Guatemala's FEL regulation requires on certain documents. |
Validations when saving
- You can't turn it off once documents are signed. If at least one transaction in the subsidiary already has electronic signing information, the system blocks any attempt to disable electronic invoicing.
- You can't pick a gateway without enabling it first. The gateway type can only be selected while "Enabled" is set to Yes; while disabled, the type must stay set to "None".
- The gateway must be defined before you can open Configure Gateway; otherwise a "gateway not defined" message is shown.
- "External" gateways (Costa Rica, El Salvador, Mexico, Uruguay, and the external variants for the Dominican Republic) have no dedicated configuration screen: trying to open one shows a message saying that gateway doesn't need configuration inside AdmCloud.
Availability and permissions
- Electronic invoicing is available on every AdmCloud plan; what determines whether it shows up is AdmCloud turning it on for your company based on your tax country, not a switch you flip yourself from Plans.
- Access to this area is controlled by the "Configuration" permission of your user group, inside the System Administration module.
- With subsidiaries enabled, each subsidiary has its own electronic invoicing configuration and its own gateway; without subsidiaries, the configuration is a single one for the whole company.
- The embedded Polaris certification button only appears when AdmCloud has that feature turned on for your company; if you don't see it, Polaris certification is done directly on the gateway's own site.
Tips and common mistakes
Do you use custom printing formats? Standard formats already show the QR code, the security code and the signature date required by the DGII, but a custom format only shows what is written in it. When you turn on electronic invoicing, review your formats in HTML Printing Formats: the ones missing that data have the "No e-CF data" label and can be completed with one click. See HTML Printing Formats: electronic invoicing.
Validate your credentials before invoicing in production. When the gateway supports it (for example, Polaris), use the validate button before issuing your first real electronic invoice, to rule out a wrong username, password or URL.
You won't be able to turn it off once you sign your first document. Before enabling electronic invoicing on a subsidiary, double-check the gateway and credentials are correct: once at least one document is signed, the system no longer lets you switch back to "Disabled".
Your country doesn't have its own gateway yet? Costa Rica, El Salvador, Mexico and Uruguay currently use the "External" type: AdmCloud marks your documents as electronically invoiced, but the actual signing process happens outside this screen.
Do you see a ⚠️ next to "Electronic Sign"? AdmCloud monitors DGII availability and, while any of its services is down, shows that warning triangle on the electronic signing option of each document and next to the Sign button on the lists, for Dominican Republic companies with electronic invoicing enabled. You can keep invoicing: when you sign one or several documents, the confirmation message reminds you that signing may fail and that you can try again in a few minutes. Hover over the triangle to read the notice; if you click it, the DGII services status page opens. The status refreshes about every 5 minutes.