Monthly Archives: August 2025

27/08/2025

Creating a communications plan to support your eInvoicing rollout

Rolling out eInvoicing across your organisation or supply chain isn’t just a technical project, it’s a change management exercise. And like any successful change, it relies heavily on clear, consistent and purposeful communication. Whether you’re implementing eInvoicing internally or onboarding suppliers, a strong communication plan is key to getting the buy-in you need and making the transition as smooth as possible. Here are our tips to create one that works.

1. Start with your audience

Not everyone needs the same information. Break your communication plan into key groups and tailor messages accordingly. For example, you might segment your audience into:
  • internal stakeholders: finance, IT, procurement, leadership
  • suppliers or customers: especially those directly impacted by the change
  • support teams: help desk or service teams who may field questions.

2. Define your core messages

Before you start drafting your communications, get clear on the main messages you need to repeat throughout your rollout. Each audience will have different concerns, so your messaging for that segment may need to answer:
  • what eInvoicing is (and isn’t)
  • why your business is adopting it now
  • the benefits for each group (e.g. faster payments for suppliers, less admin for AP teams)
  • what’s expected from each stakeholder
  • where to go for support.
Keep it simple and avoid jargon, especially for external audiences.

3. Use multiple channels

Different people engage with information in different ways. Use a mix of channels to reach your audience effectively:
  • emails: for clear calls to action and updates
  • intranet or internal newsletters: for broader awareness internally
  • presentations or meetings: to get buy-in from leadership or teams
  • FAQs or guides: to support suppliers or new users
  • webinars or drop-in sessions: to answer questions and build confidence.
For supplier onboarding, consider including communication assets like:
  • quick-start guides
  • eInvoicing explainer PDFs

4. Be transparent about timing

People like to know what’s coming and when. Your communication plan should outline:
  • when eInvoicing will go live
  • key dates for testing, onboarding, or cutovers
  • deadlines for any supplier actions (e.g. registering for Peppol)
  • when follow-ups or reminders will be sent.
A clear timeline helps manage expectations and reduces confusion.

5. Make it two-way

Communication isn’t just about sending information, it’s also about listening. Build in opportunities for feedback, questions and dialogue. For example:
  • include a contact for support or queries in every message
  • run Q&A sessions before and after go-live
  • survey your suppliers or internal users post-rollout to capture lessons.
This not only helps resolve issues quickly, but also shows that you value input, which improves buy-in.

6. Follow up and reinforce

Don’t stop communicating once eInvoicing goes live – take stakeholders on your journey. Your rollout communications plan should include:
  • follow-ups for stakeholders who haven’t taken action
  • updates on adoption metrics (e.g. “80% of suppliers are now onboarded”)
  • reminders of benefits achieved (e.g. faster processing times)
  • tips for getting more out of the solution.
Reinforcing success helps drive continued usage and ongoing optimisation.Ready to implement eInvoicing and onboard your partners? Get in touch with our experts below.

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26/08/2025

How FMCG brands are using EDI to stay ahead?

In the fast-moving consumer goods (FMCG) market, brands must be agile, data-driven and efficient, not just to meet retailer mandates, but to optimise operations, free up valuable IT resources and help teams focus on value‑added tasks.Take SunRice, one of Australia’s top branded food exporters. Since 2008, they relied on middleware to translate SAP iDoc files until 2019, when they decided to outsource this to MessageXchange. The results:
  • flexible, fast and accurate data exchange
  • much lower reliance on internal hardware, maintenance or licensing
  • huge time savings: what once took their IT team hours can now be managed in just a few clicks
  • freed-up IT resources that can be diverted toward high-value projects. For FMCG businesses, EDI shouldn’t just be box ticking exercise, it’s a strategic asset.

1. Efficiency gains and cost savings

EDI automates a suite of transactions including purchase orders, advanced shipping notices (ASNs), invoices, product catalogues and sales reports. EDI automates repetitive manual tasks, like entering PO data, checking stock availability or matching invoices, which reduces human error and speeds up transactions. For FMCG businesses where volumes are high and timelines are tight, this means faster turnaround, fewer delays and significant labour cost savings.

2. Relieve IT burden, focus on strategic work

As seen with SunRice, outsourcing EDI translation reduces dependence on internal systems and hardware, letting lean IT teams concentrate on innovation rather than maintenance. With a cloud-based provider like MessageXchange, you get regular updates, compliance with retailer formats and dedicated support. All without having to worry about hardware, infrastructure or ongoing maintenance.

3. Speed and accuracy for fast-moving goods

When every minute and every pallet counts, automation is essential. High turnover items like food and beverage require precise data, shelf-life tracking and real-time updates. Delays and data errors can translate to empty shelves or expired products. EDI ensures your data is delivered quickly, accurately and in the exact format your retail partners expect.

4. Data visibility and better decision-making

EDI platforms like those from MessageXchange, often include real-time reporting dashboards, so brands get greater insight into order status, shipment progress and performance, helping them fine-tune planning, reduce waste and improve forecasting.

5. Seamless integration with business systems

Modern EDI works with Australian favourites like MYOB, Xero, SAP and Oracle, making order-to-invoice workflows smoother, accelerating cash flow and reducing human error.

6. Scalability during growth or new projects

FMCG businesses often experience rapid shifts, expansion into new retailers, seasonal demand spikes and new product launches. With a managed EDI platform, you can easily add new trading partners or documents without redesigning your internal systems. SunRice’s decision to move to MessageXchange was driven by exactly this - the need to handle upcoming large projects without the overhead of manual configuration, costly software licenses or stretched internal teams.Ready to learn more about EDI in the FMCG industry? Get in touch with our experts.

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