{"id":9649,"date":"2026-08-12T07:26:17","date_gmt":"2026-08-12T05:26:17","guid":{"rendered":"https:\/\/www.intesa.it\/come-semplificare-lo-scambio-dei-documenti-informatici-tra-aziende\/"},"modified":"2026-08-12T17:48:43","modified_gmt":"2026-08-12T15:48:43","slug":"come-semplificare-lo-scambio-dei-documenti-informatici-tra-aziende","status":"publish","type":"post","link":"https:\/\/www.intesa.it\/en\/come-semplificare-lo-scambio-dei-documenti-informatici-tra-aziende\/","title":{"rendered":"How to simplify electronic document exchange between companies"},"content":{"rendered":"\n<p style=\"text-align: center;\"><em>Discover how to simplify electronic document exchange between companies and stay compliant with AgID&#8217;s retention guidelines<\/em><\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<p style=\"text-align: center;\"><em>Electronic document exchange between companies is the process by which purchase orders, invoices, and delivery notes are transmitted between two or more trading partners&#8217; management systems in a structured digital format, rather than by post or as a plain email attachment. When this exchange follows a shared technology standard, such as EDI, documents can be retained in compliance with AgID&#8217;s guidelines.<\/em><\/p>\n\n\n\n<hr class=\"wp-block-separator has-css-opacity\"\/>\n\n\n\n<h3>In brief<\/h3>\n<ul>\n<li>In B2B supply chains, purchase orders, invoices and delivery notes are exchanged constantly: manual handling carries a high risk of errors and lost documents<\/li>\n<li>EDI is the technology that connects two companies&#8217; management systems, translating documents into a shared standard format<\/li>\n<li>Electronic invoices and other fiscal documents must be retained in compliance with AgID&#8217;s guidelines, in force since 1 January 2022<\/li>\n<li>Intesa&#8217;s EDI platform combines document exchange with 10-year compliant retention, in a single web interface<\/li>\n<li>In Italy only 25% of companies adopt EDI solutions, while 55% still exchange documents by email or certified email (PEC)<\/li>\n<\/ul>\n\n\n<div>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"freccia-interna alignright wp-image-45945\" src=\"https:\/\/www.intesa.it\/wp-content\/uploads\/2025\/10\/freccia-interna.png\" alt=\"\" width=\"31\" height=\"36\" \/><\/p>\n<p style=\"padding-left: 26px; padding-top: 26px;\"><strong>In this article:<\/strong><\/p>\n\n\t<div id=\"toc\">\t  \n\t<\/div>\n\n\t<script>\n\t\tvar c = function() {\n\t\t\treturn({\n\t\t\t\tlog: function(msg) {\n\t\t\t\t\tconsoleDiv = document.querySelector(\"main#single_news .contenuto_news\");\n\t\t\t\t\tpara = document.createElement('p');\n\t\t\t\t\ttext = document.createTextNode(msg);\n\t\t\t\t\tpara.appendChild(text);\n\t\t\t\t\tconsoleDiv.appendChild(para);\n\t\t\t\t}\n\t\t\t});\n\t\t}();\n\n\t\t\/*window.onload = function () {\n\t\t\tvar toc = \"\";\n\t\t\tvar level = 0;\n\t\t\tvar maxLevel = 3;\n\t\t\t\n\t\t\tconst reg = \/<h([\\d])>([^<]+)<\\\/h([\\d])>\/gi;\n\t\t\t\/\/const reg = \/<h([1-6])\\b[^>]*>([\\s\\S]*?)<\\\/h\\1>\/gi;\n\t\t\t\n\t\t\tdocument.querySelector(\"main#single_news .contenuto_news\").innerHTML =\n\t\t\t\tdocument.querySelector(\"main#single_news .contenuto_news\").innerHTML.replace( \/\/\n\t\t\t\t\treg,\n\t\t\t\t\tfunction (str, openLevel, titleText, closeLevel) {\n\t\t\t\t\t\tif (openLevel != closeLevel) {\n\t\t\t\t\t\t\tc.log(openLevel)\n\t\t\t\t\t\t\t\treturn str + ' - ' + openLevel;\n\t\t\t\t\t\t}\n\n\t\t\t\t\t\tif (openLevel > level) {\n\t\t\t\t\t\t\ttoc += (new Array(openLevel - level + 1)).join(\"<ul>\");\n\t\t\t\t\t\t} else if (openLevel < level) {\n\t\t\t\t\t\t\ttoc += (new Array(level - openLevel + 1)).join(\"<\/ul>\");\n\t\t\t\t\t\t}\n\n\t\t\t\t\t\tlevel = parseInt(openLevel);\n\n\t\t\t\t\t\tvar anchor = titleText.replace(\/ \/g, \"_\");\n\t\t\t\t\t\ttoc += \"<li><a href=\\\"#\" + anchor + \"\\\">\" + titleText + \"<\/a><\/li>\";\n\n\t\t\t\t\t\treturn \"<h\" + openLevel + \"><a name=\\\"\" + anchor + \"\\\">\" + titleText + \"<\/a><\/h\" + closeLevel + \">\";\n\t\t\t\t\t}\n\t\t\t\t);\n\n\t\t\tif (level) {\n\t\t\t\ttoc += (new Array(level + 1)).join(\"<\/ol>\");\n\t\t\t}\n\n\t\t\tdocument.querySelector(\"main#single_news .contenuto_news #toc\").innerHTML += toc;\n\t\t};*\/\n\t\twindow.onload = function () {\n\t\t\tvar toc = \"\";\n\t\t\tvar currentLevel = 0;\n\t\t\tvar anchorsSeen = {};\n\n\t\t\tconst reg = \/(<h([1-6])\\b[^>]*>)([\\s\\S]*?)<\\\/h\\2>\/gi;\n\t\t\tconst container = document.querySelector(\"main#single_news .contenuto_news\");\n\n\t\t\tif (!container) return;\n\n\t\t\t\/\/ Rileva l\u2019eventuale h2.wp-block-heading primo figlio da escludere\n\t\t\tconst excludeHeading = container.querySelector(\":scope > h2.wp-block-heading:first-child\");\n\n\t\t\tcontainer.innerHTML = container.innerHTML.replace(\n\t\t\t\treg,\n\t\t\t\tfunction (fullMatch, openTag, levelStr, innerHTML, offset, fullString) {\n\t\t\t\t\t\/\/ Ignora se corrisponde all'h2.wp-block-heading:first-child\n\t\t\t\t\tif (excludeHeading && fullMatch.includes(excludeHeading.outerHTML)) {\n\t\t\t\t\t\treturn fullMatch;\n\t\t\t\t\t}\n\n\t\t\t\t\t\/\/ Esclude i titoli subito dopo <hr class=\"wp-block-separator\">\n\t\t\t\t\tconst prevChunk = fullString.slice(Math.max(0, offset - 100), offset);\n\t\t\t\t\tif (\/<hr[^>]*class=[\"']wp-block-separator[\"'][^>]*>\\s*$\/i.test(prevChunk)) {\n\t\t\t\t\t\treturn fullMatch;\n\t\t\t\t\t}\n\n\t\t\t\t\tvar level = parseInt(levelStr, 10);\n\t\t\t\t\tvar titleText = innerHTML.replace(\/<\\\/?[^>]+(>|$)\/g, \"\").trim();\n\t\t\t\t\tif (!titleText) return fullMatch;\n\n\t\t\t\t\tvar anchorBase = titleText.replace(\/\\s+\/g, \"_\").replace(\/[^\\w\\-_.]\/g, \"\");\n\t\t\t\t\tvar anchor = anchorBase || (\"heading_\" + Math.random().toString(36).slice(2, 8));\n\n\t\t\t\t\tif (anchorsSeen[anchor]) {\n\t\t\t\t\t\tanchorsSeen[anchor] += 1;\n\t\t\t\t\t\tanchor = anchor + \"_\" + anchorsSeen[anchor];\n\t\t\t\t\t} else {\n\t\t\t\t\t\tanchorsSeen[anchor] = 1;\n\t\t\t\t\t}\n\n\t\t\t\t\tif (level > currentLevel) toc += \"<ul>\".repeat(level - currentLevel);\n\t\t\t\t\telse if (level < currentLevel) toc += \"<\/ul>\".repeat(currentLevel - level);\n\t\t\t\t\tcurrentLevel = level;\n\n\t\t\t\t\ttoc += `<li><a href=\"#${anchor}\">${titleText}<\/a><\/li>`;\n\n\t\t\t\t\treturn `${openTag}<a name=\"${anchor}\"><\/a>${innerHTML}<\/h${level}>`;\n\t\t\t\t}\n\t\t\t);\n\n\t\t\tif (currentLevel) toc += \"<\/ul>\".repeat(currentLevel);\n\n\t\t\tvar tocContainer = container.querySelector(\"#toc\");\n\t\t\tif (tocContainer) tocContainer.innerHTML += toc;\n\t\t};\n\n\t<\/script>\n\t\n\t\n<\/div>\n\n\n<h2>What is electronic document exchange between companies<\/h2>\n<p>Today, paper documents physically mailed between companies are rare. Yet in many organisations, exchange still happens in a disorganised way, with documents in the most disparate formats, often as plain email attachments that a member of staff then has to manually log and file correctly in the company&#8217;s <strong>management systems<\/strong>. With this approach, the risk of human error and lost documents is inevitably high.<\/p>\n<p>In the digital era, several services make it easier to <strong>exchange electronic documents between companies<\/strong> \u2014 such as <a title=\"Piattaforma Electronic Data Interchange - EDI\" href=\"https:\/\/www.intesa.it\/electronic-data-interchange-edi\/\"><strong>Electronic Data Interchange<\/strong><\/a> \u2014 some of which are also required by regulations on the <strong>retention of electronic documents<\/strong>.<\/p>\n\n\n\n<h2>AgID&#8217;s guidelines on the retention of electronic documents<\/h2>\n<p><strong>Electronic invoices<\/strong> \u2014 probably the most frequently exchanged type of electronic document between companies \u2014 are among the documents that must be retained in compliance with the law, following AgID&#8217;s guidelines on the management and retention of electronic documents. AgID&#8217;s guidelines specify which <strong>formats, technology standards and metadata<\/strong> must be used to <a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/electronic-archiving\/\"><strong>retain documents in compliance<\/strong><\/a>, whether fiscal or otherwise, as well as how to retain scans of paper documents.<\/p>\n<p>AgID renewed its <strong>retention<\/strong> guidelines in September 2020, aiming to unify the regulatory framework into a single core text, supplemented by more technical, flexible annexes that can be updated more easily to keep pace with fast-moving <strong>technological innovation<\/strong>. The guidelines only became binding, after a deadline extension, on 1 January 2022.<\/p>\n<p>In short, most commercial documents must still be carried in precise formats and languages to be legally <strong>retained in compliance<\/strong>. But retention itself becomes far simpler when document exchange happens in a structured language and format from the start \u2014 as is the case with <strong>EDI<\/strong>.<\/p>\n\n\n\n<h2>How an EDI platform works<\/h2>\n<p><strong>Electronic Data Interchange<\/strong> is a technology built specifically to simplify the <strong>exchange of commercial electronic documents between companies<\/strong>, preventing purchase orders and invoices from getting lost in email exchanges. In practice, an <a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/edi-electronic-data-interchange\/\"><strong>EDI platform<\/strong><\/a> &#8220;connects&#8221; two companies&#8217; management systems, translating documents into a standard language pre-agreed between the two trading partners, which can vary by sector. Documents and the related information are then automatically &#8220;recorded&#8221; by each partner&#8217;s own systems. A web interface lets users monitor the status of documents sent and received.<\/p>\n<p>To simplify the <strong>exchange of electronic documents between companies<\/strong>, it therefore makes sense to adopt an EDI platform, relying on an outsourced provider.<\/p>\n\n\n\n<h2>EDI and digital retention: Intesa&#8217;s solution<\/h2>\n<p><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/edi-electronic-data-interchange\/\">Intesa&#8217;s EDI platform<\/a> combines the convenience of <strong>EDI<\/strong> with regulatory compliance: every document exchanged via EDI is then automatically sent for compliant retention for 10 years.<\/p>\n<p>Sending and receiving commercial documents can be managed from a single web interface, supported by all common browsers and accessible to multiple users with different authorisation levels. No additional software or hardware installation is required, nor specialist technical support.<\/p>\n<p>The portal also makes it easy to manage the <strong>exchange of commercial documents<\/strong> with multiple partners, flagging any transmission or reception errors.<\/p>\n\n\n\n<h2>Why choose to implement an EDI system<\/h2>\n<p><strong>EDI<\/strong> is the most widely used system for simplifying electronic document exchange between companies. With an <a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/edi-electronic-data-interchange\/\"><strong>EDI <\/strong><strong>platform<\/strong><\/a>, all commercial documents related to the <strong>supply <\/strong><strong>chain<\/strong> can be managed and retained in compliance automatically, cutting human error to zero and saving significant time for staff.<\/p>\n<p>Despite these benefits, EDI adoption in Italy still has significant room to grow: only 25% of Italian companies use EDI solutions, while 55% still exchange commercial documents by email or certified email (PEC).<\/p>\n<p>Furthermore, thanks to <strong>EDI, the information contained in electronic documents<\/strong> is standardised and turned into readable data that is highly valuable for the business, via a control tower.<\/p>\n\n\n\n<h2>Glossary<\/h2>\n<ul>\n<li><strong>EDI (Electronic Data Interchange)<\/strong>: technology that enables the automated exchange of commercial documents between two companies&#8217; management systems, in an agreed standard format<\/li>\n<li><strong>Compliant retention<\/strong>: a regulated process that guarantees the authenticity, integrity and readability of an electronic document over time, in line with AgID&#8217;s guidelines<\/li>\n<li><strong>Delivery note<\/strong>: a document accompanying goods during transport, certifying their delivery<\/li>\n<li><strong>AgID<\/strong>: Italy&#8217;s Agency for Digital Italy, the body that sets the technical rules on the creation, management and retention of electronic documents in Italy<\/li>\n<li><strong>Metadata<\/strong>: information attached to an electronic document (date, type, sender, etc.) that supports its retrieval and compliant retention<\/li>\n<li><strong>Management system (ERP)<\/strong>: the software a company uses to manage its internal processes, including orders, invoices and delivery notes<\/li>\n<\/ul>\n\n\n\n<h3>Conclusions<\/h3>\n<p>The <strong>benefits of an EDI platform<\/strong> combined with <a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/electronic-archiving\/\"><strong>compliant retention<\/strong><\/a> are numerous: beyond <strong>dematerialising<\/strong> the entire cycle and eliminating paper, EDI also <strong>automates document exchange<\/strong> and information flow between companies, automatically linking delivery notes and invoices. Documents also become easier to retrieve. Finally, when combined with a control tower, an EDI platform can support business performance analysis and data-driven decisions.<\/p>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\">What is Electronic Data Interchange (EDI)?<\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">It&#8217;s a technology that connects two companies&#8217; management systems, translating commercial documents into a shared standard language, automating sending, receiving and recording.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\">Which documents must be retained in compliance with AgID&#8217;s guidelines?<\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Electronic invoices, and more broadly fiscal and commercial documents, must follow AgID&#8217;s guidelines on formats, technology standards and metadata to be retained in compliance.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\">How does an EDI platform work?<\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">An EDI platform connects two trading partners&#8217; management systems, translates documents into an agreed standard format, and automatically records sending and receiving, trackable through a web interface.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\">How long does Intesa&#8217;s EDI platform retain documents?<\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Every document exchanged through Intesa&#8217;s EDI platform is automatically sent for compliant retention for 10 years.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\"><h3 class=\"aioseo-faq-block-question\">What are the benefits of an EDI platform combined with compliant retention?<\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">It dematerialises the entire document cycle, automates exchange between companies by linking delivery notes and invoices, makes documents easier to retrieve, and, combined with a control tower, supports data-driven analysis and decisions.<\/p>\n<\/div><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\"\/>\n\n\n\n<h4 class=\"markdown markdown-main-panel enable-updated-hr-color\" dir=\"ltr\" aria-live=\"polite\" aria-busy=\"false\"><strong>Discover the solutions for your company&#8217;s digital transformation:<\/strong><\/h4>\n<ul>\n<li><a title=\"Electronic Archiving\" href=\"https:\/\/www.intesa.it\/en\/what-we-do\/electronic-archiving\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Electronic Archiving<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/identification\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Identification<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/edi-electronic-data-interchange\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">EDI &#8211; Electronic Data Interchange<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/electronic-invoicing\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Electronic Invoicing<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/international-electronic-invoicing\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">International Electronic Invoicing<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/electronic-signature\/\"><span style=\"font-weight: 400;\">Electronic Signature<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/document-management-software\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Document Management Software<\/span><\/a><\/li>\n<li><a href=\"https:\/\/www.intesa.it\/en\/what-we-do\/supply-chain-management\/\"><span style=\"font-weight: 400;\">Supply Chain Management<\/span><\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Nell\u2019era della digitalizzazione, i servizi che permettono di facilitare lo scambio di documenti informatici tra aziende &#8211; come l\u2019electronic data interchange &#8211; sono svariati, alcuni richiesti dalla normativa sulla conservazione dei documenti informatici.<\/p>\n","protected":false},"author":3,"featured_media":9648,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_members_access_role":[],"_members_access_error":""},"categories":[180],"tags":[287,281],"class_list":["post-9649","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-solutions","tag-conservazione-a-norma","tag-edi-2"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - aioseo.com -->\n\t<meta name=\"description\" content=\"AgID guidelines on the preservation of electronic documents: orders, invoices, delivery notes, and transport documents (DDT)\" \/>\n\t<meta name=\"robots\" content=\"max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n\t<meta name=\"author\" content=\"etinet_dev\"\/>\n\t<link rel=\"canonical\" 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