Frequently Asked Questions

FAQ TrustWeaver

The questions below relate to TrustWeaver as a company.

What types of compliance does TrustWeaver help me automate?

Our flagship services allow enterprises to meet requirements for integrity, authenticity, tax administration clearance and archiving of electronic invoices. We also have other solutions – for more information please contact us

What guarantees does TrustWeaver provide that you live up to compliance undertakings towards customers?

We have an elaborate monitoring and change management system in place to maintain compliance in supported countries, and provide significant contractual assurances of the result. Our partners choose how to integrate our compliance assurances into their contracts with enterprises. If you want to learn more about how we ensure compliance please contact us

Is TrustWeaver a consulting firm?

No, our core business is to provide Cloud-based trust and compliance services which make consulting services unnecessary because the result is legal compliance. We only provide knowledge services to our partner and customers if this is required for the correct integration of our Cloud services.

Can TrustWeaver sell its services to enterprises directly, or only via its partners?

The deep integrations we have with our partners provide unique embedded value to enterprises looking to set up e-invoicing (or general B2B) processes or to update existing ones. We always recommend that enterprises use our broad variety of partner services, simply because we and our partners have worked hard to achieve seamless process integration that you can benefit from. Our partners represent the world’s best vendors of B2B technologies, and TrustWeaver does not provide such services itself. If an enterprise is not interested in our partners’ services and only needs a Cloud-based compliance component, then we can facilitate from-scratch direct integration between TrustWeaver and with the enterprise’s pre-existing e-invoicing technology.

I’m a B2B vendor, how can I become a TrustWeaver partner?

Please send a mail to business@trustweaver.com and we’ll quickly get back in touch.

Can TrustWeaver help me find a partner that meets my business requirements?

Yes. Naturally we don’t favor any partners above others, but we view it as our natural role to learn about an enterprise’s needs and to provide information about partner capabilities that they have shared with us. We understand that enterprises increasingly want to verify that their prospective B2B vendor has a robust compliance solution, and our experts are always available to facilitate introductions to partners that meet your compliance needs.

FAQ globally compliant invoice e-archiving

The questions below relate to the electronic archiving of original invoices, not to the retention of invoice booking data in e.g. an accounting or ERP system. The former in principle serves as evidence of the correctness of the latter.

Can I also store documents other than invoices in TrustWeaver-Archiving?

Answer: Yes. First of all, you can store attachments to an invoice. You can also simply store non-invoice documents as primary records and then access them through your own application using our API.

We send and receive invoices in many formats through multiple channels – can TrustWeaver help us maintain archiving control?

Answer: TrustWeaver-Archiving was designed to allow enterprises to use it as a single archive regardless of the diversity of invoicing applications, methods and channels used across lines of business, country subsidiaries etc. This way, you can continue to use any combination of B2B, B2G or B2C communication vendors and systems you chose for business purposes while benefiting from a single, well-documented archiving service with contractually guaranteed compliance throughout your extended enterprise.

Just make sure you always ask for TrustWeaver!

Can I use TrustWeaver-Archiving behind my existing web portal?

Answer: Yes, in addition to the graphical web interface your IT team can use the well-documented API to use TrustWeaver-Archiving as a backend solution to your supplier or customer portal.

Does TrustWeaver-Archiving include tools to verify e-signatures on stored invoices?

Answer: Yes, our open web-based e-signature validation page is seamlessly integrated with the TrustWeaver-Archiving web interface. Simply click the ‘audit’ function for selected invoices in the archive, and you’ll automatically be presented with comprehensive signature validation information.

Can I store invoices and attachments manually using the TrustWeaver-Archiving web-based user interface?

Answer: No, TrustWeaver-Archiving does not include a portal for manual upload of records (invoices or attachments); records can only be stored through an automated process based on an application integrated through the TrustWeaver-Archiving API. Such an integrated application can of course include a web portal for manual upload of invoices.

Where can I find a list of countries supported by TrustWeaver-Archiving?

Here you can I find our list of countries 

We’re a US-based company with business in the European Union. Can I store my EU invoices in the US? If not, how can TrustWeaver-Archiving help?

Answer: Most EU member states do not freely allow storage of invoices outside the European Union, certain Nordic countries even require storage within the Nordics. By default TrustWeaver-Archiving stores all data in Sweden, which is a Nordic country and a member state of the European Union, thereby ensuring compliance with the requirements for local storage in all EU countries.

How safe is my data with TrustWeaver? How can I verify this?

Answer: Thousands of large companies have entrusted their critical business data to TrustWeaver since 2009. Our principal security and continuity policies and practice are described in the annual ISAE 3402 Type II audit report and the TrustWeaver-Archiving Practice Statement that are available to our customers and partners. TrustWeaver’s general security is also demonstrated by the fact that it is a Qualified Trust Service Provider under the EU eIDAS Regulation.

What’s TrustWeaver’s ‘Compliance Map’?

Answer: The period of time during which a company is legally required to store its e-invoices and general accounting books varies between 5 and 15 years. Many multinational companies in practice enforce a single storage period of ten years or longer. With the toughening of privacy rules around the world, such practices may need to be revisited because it can be illegal to keep personal data longer than legally required in each country.

TrustWeaver-Archiving ensures that e-invoices are stored according to the legally established storage period in each countries. If you wish to archive according to sector specific rules, it is easy to customize such settings according to your compliance needs.

What are the legal requirements for e-archiving of invoices?

Answer: Legal requirements for electronically archiving invoices normally originate from: (1) VAT or other indirect tax law (e.g. GST) and (2) Accounting law. Commercial law (3) may include provisions that affect archiving of invoices, as well as (4) Privacy law will put restrictions on processing of invoices that contain personal data.

TrustWeaver maintains a high-level list of requirements in different legal areas across the 90-some countries we monitor in our annual white paper on https://www.trustweaver.com/knowledge/

Do laws around e-archiving of invoices change often?

Answer: Yes, in our view laws around e-invoicing and e-archiving will continue to evolve relatively quickly in the coming years. It is not safe to assume that a process that complies today will still necessarily be compliant in six months’ time. This requires focused monitoring and change management.

TrustWeaver is contractually liable towards its customers for maintaining the compliance of its archiving services under the relevant laws of supported countries, regardless of changes in the law.

Can I store only the invoice or are there requirements to store other business data or documents?

Answer: If you trade under the laws of a country where other business documents must be ‘cleared’ in conjunction with an invoice (for example, in Russia where a so-called TORG-12 must be exchanged) such other business document must as a rule be archived under the same conditions as the invoice.

In countries with so-called ‘post audit’ rules (where there are no ‘clearance’ requirements for invoices), in particular in the majority of European Union member states, you may –if you are not using so-called ‘qualified e-signatures’– also need to store all business process data that is required as evidence of the integrity and authenticity of your invoices. TrustWeaver-Archiving’s optional graphical interface is fully integrated with TrustWeaver’s e-signature verification portal; you can simply select electronically archived invoices to be audited and you will be presented with detailed information about their integrity and authenticity.

What security level is required for legal compliance?

Answer: Most applicable laws explicitly or implicitly require that an electronic archive is well-protect against unauthorized access and changes, loss and corruption of data etc. For larger organizations this will often mean that transport of data to and from the archive, as well as archived data ‘at rest’, should be protected against unauthorized access using adequate authentication technologies and encryption.

TrustWeaver-Archiving enables the use of transport-level security and proper authentication for all communication to and from the archive, as well as encryption of archived data ‘at rest’.

How do privacy regulations influence requirements on an e-archiving solution?

Answer: It may sound excessive, but invoices may contain personal data under the laws of many countries. Just the name and professional contact details of an administrative reference person within the supplier or buying organization may be sufficient to subject an invoice to the very extensive data protection rights and requirements in many countries. Implications may include the right of modification and deletion of the data subject; the requirement to have a privacy officer within your organization; certain restrictions as regards cross-border processing and storage of invoices.

TrustWeaver has a Chief Privacy Officer and at all times ensures compliance with applicable data protection laws for data it processes and archives.

Do I need to execute any specific agreements or authorizations when outsourcing e-archiving to a third party?

Answer: Some countries, like Italy, explicitly require specific measures in this area. While other countries do not require specific agreements for archiving purposes, it is always good practice to clearly and contractually agree with your archiving service provider who is responsible for what in relation to your archived invoices.

TrustWeaver provides users of TrustWeaver-Archiving with both general template letters for the authorization of outsourced e-archiving, as well as template appointment/delegation letters tailored under the laws of Italy.

What is the legal storage period of e-invoices? Can we store e-invoices from different countries for the same period of time?

Answer: The period of time during which a company is legally required to store its e-invoices and general accounting books varies between 5 and 15 years. Many multinational companies in practice enforce a single storage period of ten years or longer. With the toughening of privacy rules around the world, such practices may need to be revisited because it can be illegal to keep personal data longer than legally required in each country.

TrustWeaver-Archiving ensures that e-invoices are stored according to the legally established storage period in each countries. If you wish to archive according to sector specific rules, it is easy to customize such settings according to your compliance needs.

FAQ globally compliant e-invoicing

The questions below relate to electronic invoicing.

What does TrustWeaver offer concerning e-invoicing? Are you an e-invoicing service provider, or a tax engine vendor?

TrustWeaver provides a cloud based e-invoicing solution designed to guarantee compliance with specific requirements related to integrity, authenticity, tax authority clearance and long-term storage of electronic invoices.

TrustWeaver is not an e-invoicing service provider, but its services are the dedicated compliance component of the leading B2B platforms in the market.

TrustWeaver is not a tax engine vendor.

I understand you have services for so-called “post audit” and “clearance” countries – what are these and how does that affect my company?

“Post audit” countries have VAT systems where tax authority controls take place after the fact, meaning after the transaction has been completed and the invoice has been archived by the transacting parties.

In a “clearance” country, the tax relevant evidence is examined before the invoice is even issued; it must be “cleared” by the relevant authority or stat appointed agent.

TrustWeaver supports both legal systems.

Why does TrustWeaver use e-signatures in many countries, even in countries where this is not explicitly required by law?

A good number of “post-audit” countries, the VAT legislation does not actually explicitly require e-invoices to include an electronic signature, but mentions e-signatures as one way of meeting the legal obligation of ensuring integrity and authenticity. Tax authorities are however watchful for any risk of invoice tampering; typically, the burden to prove that the invoice has not been altered lies on the taxpayer. This evidence burden can however be reversed if you apply the right type of electronic signature.

What does TrustWeaver offer for compliance in so-called “clearance” countries?

For suppliers in these countries we typically sign the e-invoice and submit it to the clearance platform. We also support additional messaging with the clearance platform e.g. invoice cancellation, so-called contingency issuance etc.

Buyers can rely on TrustWeaver to sign and submit received e-invoices to the clearance platform in order to confirm that the received e-invoice was cleared and that the content of the invoice has not been tampered with.

How does TrustWeaver ensure that its services always guarantee compliance?

TrustWeaver continuously works with local law and advisory firms, technical experts and tax administrations. We work directly with many tax administrations on e-invoicing issues through bilateral contacts and intensively in various standards, legal and policy groups.

My company has not outsourced the e-invoicing process to any service provider, is it still possible for us to use TrustWeaver for e-invoicing compliance?

The most common way of using TrustWeaver is through one of our partners, but if you run your own B2B transaction automation system that can already issue and process content-compliant e-invoices, trading partner onboarding etc., you can also integrate directly to TrustWeaver. Contact business@trustweaver.com for more information.

What’s TrustWeaver’s “Compliance Map”?

This is a document that is available to our partners and customers which for TrustWeaver-Signing reflects at any time the applicable requirements for the electronic signing of invoices and associated data as defined by our expert teams. This requirement definition is based on our global legislative monitoring system and our unique legal and technical change management methodology. Requirements for suppliers and buyers are clearly defined for all supported countries. When a requirement falls within TrustWeaver’s solution scope, the Compliance Map also explains how TrustWeaver meets this requirement.

Is TrustWeaver accredited in all countries where you operate?

If there is a legal requirement for accreditation, TrustWeaver will either obtain accreditation or partner with a local accredited service provider.

Under some jurisdictions, most notably in the so-called Clearance Countries where the tax authorities play an important part in the issuance of the invoice, certain public administration tasks are outsourced to private service providers. Such service providers are certified or accredited to perform such tasks. When TrustWeaver supports countries where locally accredited service providers form part of the requirements for a compliant e-invoicing process, TrustWeaver will use the services of such accredited service providers.

Is e-invoicing mandatory in any country?

Yes, e-invoicing has become mandatory in a great number of countries, especially in Latin America. In fact, another general trend in “clearance” countries is that tax administrations – in their efforts to gain more control over VAT revenue sources and prevent tax evasion – are extending their mandates to cover more fiscal documents. Consequently, the content of these documents is now regulated by law, and must be issued following workflows that do not necessarily match the corresponding business document contents and associated workflows for B2B purposes. This results in two different parallel processes that are forced to co-exist.

In Europe, governments have been making it mandatory to send e-invoices to the public sector (e.g. Italy, Spain, Slovenia and France). Several EU Member States are also actively experimenting with mandatory electronic invoicing for B2G.

What types of compliance does TrustWeaver help me automate?

Our flagship services allow enterprises to meet requirements for integrity, authenticity, tax administration clearance and archiving of electronic invoices. We also have other solutions – for more information please contact us.

Is TrustWeaver an e-invoicing service provider?

No, we provide trust and compliance services to e-invoicing and general B2B service providers. If you buy e-invoicing services from our partners or enabled applications, you get legal compliance as an integrated component of their services.

Our technology experts say that electronic signatures are just too messy to manage – how does TrustWeaver make this easier?

When we design our solutions, we are very conscious of the fact that some enterprises have had bad experiences with using high-end electronic signatures in the past, because they sought to support the very strict legal requirements for such signatures by using their own IT systems. Because our services are Cloud-based and extremely easy to use, you can get the unique legal results of qualified electronic signatures without ever having to worry about certificates, keys or complex signing methods.