Monthly Archives: February 2020

27/02/2020

What do you need to prepare for eInvoicing? Your readiness checklist

So, you’re interested in implementing eInvoicing but unsure where to start? You’ve come to the right place. We’ve put together a few things you’ll need to think about.

Look at your business processes

This is to understand your current business processes and where eInvoicing could fit. Ask yourself:
  • How many invoices are you processing?
  • Are you sending invoices, receiving them or both?
  • Do you work with suppliers or customers overseas?
  • Are you looking to implement this with customers or suppliers, or are you complying with a partner’s requirement?
You’ll need this information to determine what solution is best for your business.

Gather information

If you’re going to send eInvoices, you’ll need to gather your trading partners’ eInvoicing identifiers – it’s usually an ABN or NZBN, but can be a GLN. The identifier is used by your eInvoicing Access Point to find your customers in the eInvoicing network. Your Access Point will also need your own identifier to register you in the network.

Get the relevant teams involved

It’s easy to have just one team take ownership of the project but it’s best to get all relevant business departments involved. By getting them involved, you’ll ensure that the solution suits everyone. The main departments are normally the finance and procurement teams, but it’s also important to include the IT team as it will involve your software.

Define your objectives

It’s important to think about what you’re trying to achieve – your business objectives – and how eInvoicing will help you achieve them. Defining these up front will help you keep on track throughout the project.

Review your software for eInvoicing

Before getting started with eInvoicing you will need to make sure your software is ready. Here are some things you should ask your invoicing software provider. Your Access Point may need this information to get you setup.
  • Does your software support eInvoicing?
    • If so, to what extent? Some software providers will offer a fully-integrated solution, while others might produce a file and customers will have to find their own Access Points.
    • Does eInvoicing require an update or an additional cost?
  • Does your software produce the Peppol file? If it doesn’t, your Access Point may be able to translate the file to the Peppol format.
  • Is your software cloud based or on-premise?
  • What connection protocol your software can work with?

Find an access point

There are a few things you should think about when looking at Access Point providers. These include:
  • Technical capability Make sure they can get you connected with your partners and the Peppol network quickly and easily. You should also be looking for a provider that can offer other services to future proof your investment.
  • Experience It is important to know about your provider’s experience and how they keep up to date with eInvoicing developments.
  • Pricing and support Understand exactly how you will be charged and what support you will receive to avoid any conflict in the future.
Having the information in all the sections above will help you start the process of enabling eInvoicing.

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E-invoicing

27/02/2020

4 things to think about when choosing an eInvoicing Access Point

Businesses around the world are recognising the benefits the Peppol eInvoicing network. Some of the benefits are:
  • easier invoice processing
  • cost savings
  • faster invoice payments
  • fewer errors
  • exchanging invoices directly to and from software
  • security
  • it’s 60–80% more efficient than paper-based processing.
If you’ve decided eInvoicing is right for you, the next step is choosing an eInvoicing Access Point. It’s important to make the right decision the first time around to avoid changing providers later on. Four main areas to consider when comparing eInvoicing Access Points are:
  • technical capability
  • experience
  • pricing
  • support.

Technical capability

An eInvoicing Access Point’s technology plays an important part in assessing their capability. Some of the things to ask are:
  • Does your eInvoicing Access Point have an integration with your ERP or accounting software? If they already have an integration with your software, the eInvoicing setup time is usually much quicker.
  • Can your Access Point translate files to the Peppol standard? This is important if your software doesn’t export files in the Peppol standard. If you’re not sure about your software’s file format, ask your software provider.
  • Can your Access Point send more than just invoices? Future-proof your investment by checking that your Access Point has other Peppol messages on their product roadmap. Automate the exchange of other supply chain documents such as purchase orders, advanced shipping notices and remittance advices once they’ve been added to the Peppol standard.
  • Can your Access Point provide other services? Some providers also offer Single Touch Payroll, SuperStream and electronic data interchange (EDI) solutions so you can bundle your services with the one provider. Some can even automate invoice reconciliation through an integration to your bank. Ask them what other services they offer.
  • Does your Access Point provider offer tools to onboard your customers and suppliers? eInvoicing is only beneficial if your customers and suppliers can exchange invoices with you. Here at MessageXchange, we offer a free service for you to onboard your customers and suppliers. It’s free for them to join and exchange invoices. Your Access Point may also have a service for you to test your messages before going live so you can make sure your message is compliant before you start sending eInvoices.
  • How does your Access Point make changes to their software and infrastructure? Find out their security and infrastructure procedures to make sure your business won’t be impacted when they perform security patches and releases.

Experience

Experience is important when comparing Access Point providers. Your Access Point will be your first point of call for information, so ask them how they keep on top of eInvoicing news and developments. Beyond experience in eInvoicing, it’s beneficial for your Access Point to have experience in related areas, such as electronic data interchange (EDI) for example. Providers with similar integration experience can provide insights and different approaches for your business to achieve its supply chain goals. They might have case studies you can look at. Ideal providers will have worked with businesses in your industry and location so they can provide you with insights and help along the way. If your Access Point has staff familiar with the countries you operate in, they’ll also be able to help you comply with the local requirements.

Pricing

Find out how your Access Point charges. Take the time to understand their model. Do they charge per message? On data consumed? The number or kilocharacters? Are their plans capped or uncapped? And look at their charging model for ongoing support. Be clear about what’s chargeable and what’s not. This will ensure you’re both on the same page and will reduce likelihood of conflict in the future. As well as the cost to you, ask your Access Point to provide you with a guide to work out the expected cost savings from eInvoicing. You can use this to set your expectations and to review the project once it’s been up and running for a while.

Support

Finally, look at the support they offer. Does their support model work for you? Support is crucial when implementing eInvoicing so make sure you‘re fully aware of what is included. Having support in the country you operate in makes your eInvoicing implementation much easier. Ask provider how quickly they respond to enquiries from customers. MessageXchange is the first Peppol-certified eInvoicing Access Point provider in Australia.

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E-invoicingSoftware providers