Monthly Archives: January 2025

31/01/2025

From compliance to competitive advantage: How New Zealand’s eInvoicing mandate can set your business apart

The New Zealand Government’s eInvoicing mandate isn’t just a box-ticking exercise—it’s a transformative opportunity for businesses to reimagine their operations. As part of its digital strategy, the government is driving the adoption of eInvoicing through the internationally recognised Peppol framework, aiming to increase efficiency, transparency, and interoperability. A real opportunity lies in how businesses can leverage this shift to streamline processes, foster trust, and gain a competitive edge. This article explores how New Zealand businesses can move beyond compliance to turn eInvoicing into a powerful driver of growth and innovation.

The mandate: What’s the big deal?

The New Zealand government is updating its procurement rules to expand the use of eInvoicing across a wider range of public agencies, and has set a target for agencies to pay eInvoices in 5 days, in a view to boost efficiency and support businesses. Starting January 2026, about 135 government agencies, including major ones like ACC, Waka Kotahi (NZ Transport Agency), Health NZ and NZ Police, will need to be able to receive eInvoices and pay 95% of domestic trade eInvoices within 5 business days. Agencies who send over 2,000 invoices per annum will also be required to send them as eInvoices. The Government will also begin consulting with businesses on requiring certain government suppliers to send eInvoices as part of the Government Procurement Rules, with the outcomes to be reported back to Cabinet in February 2025.

How eInvoicing gives you a competitive edge

Let’s dive into the real benefits. Sure, compliance is the baseline, but the businesses that treat eInvoicing as more than just a “must-do” will see real rewards.

a) Save time and money

Manually chasing invoices is time consuming, not to mention prone to errors. With eInvoicing, you can automate the whole process, which means:
  • less admin, fewer mistakes
  • faster payments hitting your account particularly critical for SMEs
  • lower costs to process each invoice.
For a small supplier working with government agencies, eInvoicing means you can get paid weeks earlier. That’s a big deal if cash flow is tight.

b) Build better relationships

Imagine being the supplier government agencies know they can count on. You’re not just another vendor—you’re a preferred partner. eInvoicing makes you reliable and easy to work with by:
  • ensuring your invoices are accurate and sent on time
  • cutting out disputes over missing or wrong information
  • creating trust with your customers and suppliers.

c) Use data to work smarter, not harder

Every eInvoice generates a goldmine of data. You can use this to:
  • spot trends in cash flow or late payments
  • better understand your financial health
  • negotiate better deals with suppliers based on insights into your spending patterns.
The businesses that treat eInvoicing as more than just a transactional tool and start tapping into the data are the ones that will stay ahead.

e) Future-proof your business

This Government eInvoicing mandate isn’t the last. Governments and industries are moving fast toward automation, real-time reporting, and other digital requirements. By adopting eInvoicing now, you’re not just solving today’s problem—you’re setting yourself up to adapt easily to whatever comes next. Think of it as building a foundation. Once you’ve got the systems and processes in place, handling future changes will be so much easier.

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30/01/2025

The human element of EDI

In the world of electronic data interchange (EDI), the focus often leans heavily on technology, automation, and process optimisation. However, the human element is just as critical in ensuring a successful EDI implementation. People drive the planning, execution, and refinement of these systems, making their roles indispensable. Here's how to focus on the human side of EDI for the best outcomes.

Getting your internal team ready for EDI

A successful EDI implementation begins with preparing your internal teams. Keeping everyone on the same page ensures smoother transitions and better outcomes. Open communication is essential. Teams involved must be kept up to date on the project's goals, timelines, and progress. Regular updates and transparency help align everyone's efforts and reduce resistance to change. This group should include representatives from various departments who will work together to oversee the rollout. We think these departments are key:
  • Management: They’re the ones you’ll need to get onboard for your EDI project to go ahead. You’ll also need them to continue to keep your EDI project on track in terms of timelines and goals.
  • Information Technology (IT): There’s a bit of technical stuff involved in EDI so they’re the best to tackle those aspects.
  • Finance: EDI significantly reduces manual inputting for accounts payable and receivable and will improve their processes.
  • Buying/procurement: EDI will optimise processes when producing and sending purchase orders.
  • Warehouse: Business operations teams will be able to get the most out of the data received through EDI, particularly information about deliveries.
A cross-functional team ensures diverse insights and facilitates better coordination. It also ensures all your departments are getting the most out of the EDI project.

What people you need for your EDI project

The success of an EDI initiative hinges on having the right people in the right roles. Here are the key areas of expertise you need:

Technical expertise

EDI involves specific technical knowledge. You'll need colleagues skilled in:
  • Understanding file formats, connection protocols and other aspects of your business software.

Workflow design

Designing workflows that align EDI processes with your business operations is critical. This requires colleagues who can:
  • analyse your existing workflows and identify areas for improvement.
  • determine how your EDI solution facilitates your workflow goals and daily operations.

Change management

Adopting EDI often means changing established processes. Specialists in change management help:
  • guide teams through new workflows.
  • address concerns and provide training.
  • plan ahead to ensure a smooth transition with minimal disruptions.

Planning and coordination

Leading an EDI project demands strong project management skills. Your project leader should:
  • develop detailed plans and timelines.
  • coordinate activities across departments.
  • monitor progress and adapt to challenges.
Worried you don’t have people who can cover these areas of knowledge? It’s all good, we’ve been doing data integration for a while so we can help with, or recommend people who can help with some of the expertise areas above. While EDI systems are built on technology, their success depends on the people managing and operating them. By preparing your teams, engaging the right expertise, and fostering collaboration, you can ensure a smooth and successful EDI implementation. Remember, technology may drive efficiency, but it’s people who bring the vision to life.Want to go through your EDI requirements with an expert? Get in touch with us below.

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