Monthly Archives: May 2025

21/05/2025

How to build an EDI strategy that scales with your business

If your business is growing fast, the last thing you want is systems that slow you down. That’s where electronic data interchange (EDI) can make a massive difference. But not all EDI setups are built for growth. If you don't plan it properly, you could end up stuck with something that’s clunky, slow and hard to change later on. Here’s how to set up your EDI in a way that’s flexible, future-proof and ready to scale, without giving yourself a headache.

Make it easy to add new partners

If your EDI system is too hard to set up with new partners, it’ll slow down your growth. MessageXchange offers customers a message compliance testing tool where your trading partners can run through your requirements and ensure compliance. The interface is easy to use and prompts them through the whole process. It also doesn’t require further one on one communication with individual partners. Then, once they’ve passed testing, it can take just minutes to set them up in production for them to start exchanging real EDI messages.

Choosing the right EDI provider for you

When you get to this stage there are a few things to look for. Try to find a provider who:
  • can connect you to lots of different partners
  • supports the different document types you’ll need now and later
  • has the capability to translate your files to that of your partners
  • lets you add new features over time (you don’t have to get everything upfront)
  • handles Australian and New Zealand standards (and maybe international ones too, if you're planning to export).
Want to learn more about this? Check out this blog.

Make sure your systems can talk to each other

You don’t just want EDI working on its own—you want it connected to your important business systems. Connecting your EDI to your inventory, accounting and point of sales platforms allows you to keep your systems updated and data accurate. This means when you get an order, everything updates automatically. No more copying and pasting. No more mistakes. No more delays. Think about the systems you use now, and plan for the future.

Choose the right support

Think about who’s going to run your EDI day-to-day. Make sure they have access to your EDI provider for any issues that may arise. If you have a strong IT team, you might be able to manage it yourself but if you don’t, get a provider who offers services that you might need.

Build reusable processes

You don’t want to create new rules every time you get a new customer or supplier. Instead, set up smart, flexible processes like one order template that works for all customers, one shipping process that works for full or partial deliveries, and one invoicing system that works for wholesale and retail customers.Want to learn how to implement EDI that molds to your growth? Get in touch with our experts.

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21/05/2025

How to run a pilot for eInvoicing

Adopting eInvoicing is a smart move—but going live across your entire organisation all at once can be overwhelming. That’s where a pilot program comes in. It’s a low-risk, high-value way to test eInvoicing in a controlled environment, iron out any kinks, and build internal confidence before scaling. In this blog, we’ll walk you through how to run an effective internal eInvoicing pilot, from planning to execution.

Why run a pilot program?

There are a few benefits to using a small group of partners to pilot eInvoicing. Before jumping into a full rollout, a pilot allows you to:
  • test processes and system compatibility
  • get feedback from real users on the onboarding process
  • identify any gaps or issues early before a full rollout
  • prove value to stakeholders
  • build internal buy-in across teams.
It’s your chance to learn and adjust, without disrupting the business.

Step 1: define clear goals

Setting goals is the first thing to do when putting together a pilot. Have a think about what you want to achieve. Some common pilot goals include:
  • successfully sending and receiving eInvoices via Peppol
  • integating eInvoicing into your existing AP/AR systems
  • measuring improvements in processing time, accuracy, or cost
  • identifying training or change management needs.

Step 2: choose a pilot group and communicate to them

Your pilot group should be small but representative of how your business operates. When you’re looking at partners for the pilot, ideal candidates may:
  • already using eInvoicing
  • already using eInvoicing-compatible systems like Xero or MYOB
  • have a good working relationship with your team
  • are open to trying new digital processes.
If you don’t already know which partners meet these criteria, consider sending out a short survey or questionnaire. This will help identify suitable candidates quickly and efficiently. Once you’ve selected your pilot group, the next step is clear and effective communication. When reaching out, be sure to:
  • explain the purpose and goals of your eInvoicing project, including how it benefits both you and your partners
  • provide simple steps to help them get started
  • outline any requirements, such as mandatory invoice fields or business rules
  • set clear expectations, including timelines and support available
  • use straightforward, jargon-free language.
Finally, it’s wise to avoid launching with your most complex or high-risk accounts. Begin with those more likely to support a smooth and successful pilot—this will help build momentum and confidence for broader rollout.

Step 3: setup your systems

Work with your IT or software provider or your Access Point to:
  • enable eInvoicing functionality (some software like Xero and MYOB already support it)
  • setup validation rules and automation (if applicable)
  • register your business (ABN, NZBN and/or GLN) on the Peppol network
  • test your ability to send and receive Peppol-compliant eInvoices.
Make sure both your finance and IT teams are involved to ensure smooth technical- and process alignment. When your partners are ready you start sending run through some testing. You can get them to send an eInvoice to you and then you can check for any issues or errors. Another way to do things is using our message compliance testing. It allows partners to test their files to your requirements through a web portal where they can upload eInvoice files.

Step 4: train your team

Give your team who are managing the pilot program a clear understanding of:
  • what’s changing and why
  • how to send, receive, and process eInvoices
  • what systems or steps to follow
  • who to contact if something goes wrong
  • what they should be communicating with your trading partners
Keep it simple. Quick reference guides or a short training session are often enough for a small pilot.

Step 5: review, optimise and plan next steps

At the end of your pilot make sure you review your KPIs and goals in step 1. It’s important to identify what worked and what needs improving with the process. Update your internal processes or training based on feedback. With all this, it’s a good time to create a roadmap for your phased rollout across the business.Ready to implement and onboard your partners to eInvoicing? Get in touch with our experts below.

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