If you run a small business in Greece, your accountant has surely mentioned myData, invoice transmission and e-invoicing. The terms are easy to mix up and the rules change step by step. In this article we explain the basics in plain terms and what to look for in your software. It does not replace advice from your accountant, who knows the obligations of your own business.
What myData is
myData is the online platform of AADE, the Greek tax authority, for what are called electronic books. Every business sends it the details of the documents it issues: invoices, receipts, credit notes. This gives AADE a digital picture of income and expenses, almost in real time.
This sending is called transmission. The data transmitted is a summary, such as the other party's VAT number, amounts, VAT and the classification of the transaction. After each successful transmission, the platform returns a unique registration number.
What MARK is
MARK (Unique Registration Number) is the number myData gives to every document it receives. It proves the document has been registered. In modern software, the MARK and a QR code are printed on the document, so the customer can verify it.
Ways to transmit
A business can send its documents to myData in several ways. Which one suits you depends on how many documents you issue and how you work today.
- Through invoicing software or an ERP, which sends each document automatically the moment it is issued.
- Through an E-invoicing Service Provider, a company certified by AADE that issues and transmits documents on your behalf.
- With AADE's timologio app, aimed mainly at businesses with few documents.
- With the special data entry form in myData, for a very small number of documents or for special cases.
The last two options are free, but they need manual work for every document. Once volumes grow, software that transmits automatically saves time and reduces errors.
E-invoicing: what changes
myData is not the same as e-invoicing. With myData you send summary data. With e-invoicing the invoice itself is issued and exchanged in a digital, structured format, usually through an E-invoicing Service Provider. Transmission to myData then happens automatically.
E-invoicing already applies to invoices issued to the public sector and is being extended step by step to transactions between businesses, by category of business. The dates and exemptions have changed several times. Check with your accountant which date applies to your business.
Ask your accountant to list in an email which obligations you have and from when: myData, e-invoicing, digital delivery notes, POS connection. That list is the basis for choosing software.
Common mistakes worth avoiding
- Documents that are issued but not transmitted, because the software lost its connection and nobody noticed.
- A wrong customer VAT number or wrong classification, which then needs cancelling and reissuing.
- Several separate tools, for example one for the e-shop and one for the office, that do not "talk" to each other.
- TAXISnet and myData passwords shared by all staff.
What to look for in invoicing software
There are many programs on the market, from simple cloud apps to full ERP systems. Before you decide, check the following.
- Automatic transmission to myData, with the MARK and QR code shown on the document.
- E-invoicing through a certified provider, or an easy link to one, for when it applies to you.
- Correct income and expense classifications, so your accountant does not have to fix everything.
- Support for the documents you use: invoices, retail receipts, credit notes, delivery notes.
- Connection to your e-shop, POS or warehouse, if you have them.
- Multiple users with different permissions and an activity log.
- Data export for your accountant without retyping from scratch.
- Backups and support in Greek, with a clear way to get in touch.
Cloud or installed in the office?
Most new invoicing programs run in the cloud. They update automatically when AADE rules change and work from any computer. Installing on a local server makes sense when you already have an ERP in the office or have special requirements, but then it needs proper maintenance and backups.
Either way, transmission to myData needs a stable internet connection at the moment of issue. If your internet drops often, it is worth fixing that before anything else. Also ask the software provider what happens if the connection drops in the middle of issuing a document.
Before you switch software, run a trial with a few real documents and show the results to your accountant. That way you catch classification errors early.
How we help
CyberSpace Dynamics does not give tax or accounting advice. That is your accountant's job. We handle the technical side: choosing and setting up an invoicing system or ERP, connecting it to your e-shop and warehouse, printers and POS, backups and a reliable network.
If the software on the market does not fit the way you work, we can also discuss a solution tailored to your needs. We always start with a conversation about how you issue your documents today.