Invoice Submission in Brazil FAQs

The invoice processing in Brazil is improving. What are the main changes, impacts and benefits for suppliers?

 

The improvement in Brazil invoice processing means to semi-automate the end-to-end Source to Pay process in that country to minimize manual intervention and errors.

In day-by-day, the change for suppliers is they will be requested to provide an XML copy of the fiscal invoice for goods, and when available, for services. The XML version is provided alongside a PDF copy, whenever the XML is available. This is not a new document to suppliers, as they already do it for local government purposes.

In general, the impacts are minimal and the benefits are significant, as more streamlined AP processes means more accurate and timely invoice processing for suppliers.

Below you can find answers to the most frequently asked questions.

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What is the launch strategy of this enhancement for suppliers?

One select pilot of PO-based suppliers went live first in September 2022, with the rest of the PO-based suppliers to follow on a rolling monthly basis until all their POs are enriched and they are following the new process (target end date Jun 2023). The team planned the segmentation of suppliers per wave and will notify them in advance when Google gets ready to start receiving their XML invoices through the new solution.

What is the enhancement timeline?

Phase 1 (one select supply pilot): September 2022.
Phase 2 (remaining suppliers rollout by groups): October 2022 - June 2023: PO-based Suppliers.

What kind of documentation will be requested to be provided by suppliers who do business with Google in Brazil?

For example, the XML document. Nowadays, the Goods suppliers in Brazil already do XML, but they don’t send it to Google. Now, it will be requested in order to make the processing faster.

How can suppliers send the XML document to Google? Should they carry it on the SAP Ariba platform?

LATAM, as a region, did not implement Ariba Network for electronic invoicing due to Local Compliance. Instead, Suppliers email invoices and other supporting documentation to p2pinvoice@. For Invoicing Requirements by Country go here.

I do not use purchase order. Does this improvement apply to me?

It is only applied to suppliers which do business with Google in Brazil and provide invoices to us.

If I already have XML can I start sending the file from now on to Google?

Not now. Please wait until your wave to start sharing the XML with Google. You will be notified in advance by email when your time comes.

If I can't issue the XML I can't have business with Google anymore in Brazil?

Sending XML is not an obligation or requirement, it is only a request. We will still be able to do business together, but you will not benefit from the faster invoice processing.

How do I know when I should start sending XML invoices?

Close to your wave, Google will notify suppliers about their respective waves in advance to adopt the change in sharing XML invoices along with the PDFs via email. Please note that until you get your notification by email, suppliers should continue to send current PDF invoices to [e-mail].

Today we send the invoices to the email [e-mail]. Must we send them to this new email instead of [e-mail]?

While [e-mail] is dedicated to answering general questions from suppliers, the [e-mail] is a channel created specifically to receive invoices.
Please, start sending your invoice to [e-mail].

What would be the default layout of the XML to be sent to Google? Will it be shared with suppliers as a reference?

Google does not require a specific layout or template for the XML Invoices. You can send the XML invoice in the layout that you use. The Brazilian government also has created tools with layouts you can use. If you create a digital Nota Fiscal with an XML associated to it, that XML is the one you should sent to us along with its PDF.

In case we don't update the invoices in the Ariba system, do we continue to send them by email?

That's right. You don't need to upload anything to Ariba. Suppliers from Brazil (and LATAM) will continue sending their PDF and XML invoices through email.

Will the taxes be applied only in one fiscal invoice - PDF or XML - or it will be duplicated?

The PDF and XML documents of an invoice contain the same data. The main difference is PDFs ease people reading the invoice data while XMLs contain the invoice data in structured form, is therefore machine-readable and can be processed automatically.
So the invoice information won't be duplicated if you send PDF and XML files with the same invoice data.

Should the XML invoice be sent by suppliers who provide services or only goods?

If you have the possibility to send the XML invoice you will benefit yourself from the process updates, otherwise, please continue sharing the documentation in the same way you currently do it.

Would sending the XML invoices speed up the payment process?

The payment will follow the same payment terms that are already in place. The benefit here is a faster, smoother and less erroneous processing. Also, you will be able to easily check the invoice status, its payment date, and detect any errors at an early stage.

How must the suppliers proceed in case of donation?

In case of having the XML invoice, we encourage you to send it to [e-mail]. If you don't have the XML invoice, proceed to send the documentation as you currently do it.

If we are not able to issue the XML invoice, only the electronic invoice, can we continue using the regular process?

It is okay to follow the same process. Whenever you are able to send the XML invoice along with the digital fiscal invoice please do it as this will enable us to process the invoice faster, smoother and with a low risk of having error when processing the invoice.

Rendering notes of the São Paulo City Hall does not provide the file in XML, only TXT and CSV, in this case how should we proceed?

Proceed in the same way you are doing it currently and whenever you are able to send the XML invoice along with the digital Nota Fiscal please do it as this will enable us to process the invoice faster, smoother and with a low risk of having error when processing the invoice.

What should I do if the XML format changes?

If the XML format changes anytime, please notify Google as soon as possible, via the Contact Us button below.