Author Archives: Rodrigo Martinez

28/11/2025

Future-proofing your operations: EDI strategies for the next 12 months

As the end of the year approaches, many businesses are turning their attention to 2025. Planning for growth, looking at ways to improve, and finding smarter ways to scale. One area that’s often overlooked in this process is your electronic data interchange set up. If you’re relying on electronic data interchange (EDI) to connect with suppliers, customers or partners, now’s the perfect time to ask: Is your EDI setup ready for what’s next? Here are some practical EDI strategies you can put in place now to future-proof your operations for the year ahead.

1. Review your current EDI setup

Start with a quick audit:

Are all your key trading partners connected via EDI?
Are you still relying on any manual workarounds or PDFs?
Do your systems handle all required documents (e.g. POs, ASNs, invoices)?
Is your EDI solution cloud-based and easy to maintain?

Identifying gaps now helps you avoid issues during busy periods and sets you up to onboard new partners or channels more easily next year.

2. Upgrade legacy systems

If your EDI system is still running on local servers or relies on custom code, it might be time to modernise. Think about whether your system is currently:

easy to integrate with your ERP and finance systems
automatically updates and needs improved security
able to provide real-time monitoring and reporting
flexible enough for your business to grow.

Modernising doesn’t mean starting from scratch. You can often keep what works and upgrade only what’s holding you back.

3. Simplify supplier onboarding

If you’re planning to add more suppliers in the coming year, especially small ones, offer them a simple way to connect. You could use a free EDI web portal to onboard suppliers who don’t have their own EDI systems. Our web portal solution, Colladium, is free for your community to use. It speeds up onboarding, reduces manual emails and ensures your data stays clean.

4. Explore hybrid EDI/API solutions

APIs are playing a growing role in supply chain integration, especially for real-time data like inventory, pricing or order tracking. In the coming year, it could be worth looking at systems in your organisation using API and incorporating that with your EDI setup. Our Gateway solution give customers one central connection between systems, mediating between systems, connection protocols, file formats and trading partners/businesses. It can bring a lot of benefits including:

full visibility of data exchange activity
the ability to transform and manipulate data
ability to see errors and act, or build in escalation processes.

5. Get ahead of compliance changes

With eInvoicing standards like PEPPOL becoming more widely adopted in Australia and New Zealand, it’s worth reviewing your invoice process to be compliant. Government agencies are paying suppliers faster when using eInvoicing and we could see more business following too.

6. Use EDI data to drive insights

EDI isn’t just about moving documents; it’s also a rich source of business data. It’s worth thinking about the data you are getting from EDI and how to utilise it for reporting like:

Analysing supplier performance
Identifying common delays or errors
Improving order accuracy and fill rates
Forecasting demand more accurately

Want to learn more about future proofing your EDI set up? Get in touch with our experts.

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28/11/2025

Using eInvoicing as a stepping stone to end-to-end finance automation

When businesses start looking at eInvoicing, they often focus on the immediate wins: fewer errors, faster processing and less chasing. And they’re all great reasons to get started. But there’s a bigger opportunity too. eInvoicing sets you up for something much more powerful: end-to-end finance automation. If your business is thinking about modernising processes or reducing the manual work your team does every day, eInvoicing is the perfect place to begin.

What eInvoicing gives you right away

eInvoicing fixes some of the most painful parts of handling invoices. It helps you:

cut out manual data entry
avoid mismatched or incomplete invoice details
reduce duplicate payments
move invoices through approvals much quicker

eInvoicing can help you:

issue customer eInvoices automatically
speed up payment times
improve cash flow forecasting
reduce manual reconciliations.

But the real magic isn’t just the faster processing, it’s the structured data you get from Peppol eInvoices. That’s what unlocks everything else.

Why structured data matters

eInvoicing isn’t just about reducing manual processing and costs. It allows you to get clean, consistent data to work with. With structured data, you can start doing things like:

matching invoices to purchase orders automatically
setting up approvals based on rules instead of manual checks
building dashboards that show spend in real time
linking invoices straight through to payment and reconciliation

It’s the difference between reacting to problems and preventing them in the first place.

What eInvoicing makes possible next

Once eInvoicing is in place, you can continue to take your finance automation further. These can be big or small, it depends on your business and where you want to go. Our Gateway solutions can take your business process automation further.

Procure-to-pay automation

You can start automating your whole procurement process including:

creating and sending purchase orders to suppliers
sending order confirmations and delivery information to buyers
payment reminders
matching invoice information against order information
invoice payment approval processes
payment runs

Want to see how eInvoicing can be a stepping stone to financial automation? Get in touch with our experts below.

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E-invoicing government Retailers Suppliers

10/11/2025

Payday super: what super funds need to know

The way employers pay superannuation contributions is set for a major change. The Government’s ‘payday super’ reforms requires employers to pay super at the same time as they pay salary and wages, instead of quarterly. The Treasury Laws Amendment (Payday Superannuation) Bill 2025 and Superannuation Guarantee Charge Amendment Bill 2025 has passed and it will take effect from the 1st of July 2026. For super funds, this change represents one of the most significant shifts to contribution processing in decades. And now is the time to prepare.

Why payday super is being introduced

Currently, employers only need to pay superannuation guarantee (SG) contributions quarterly. This delay means employees may not see their super until weeks or months after they’ve earned it, and some never receive it at all. By being paid super on their payday, it means “the average 25-year-old workers’ retirement balance an extra $6000 in today’s dollars”, according to the Government. The Government’s payday super reforms aim to:

ensure employees receive their super sooner
reduce unpaid super by aligning payments with payroll cycles
improve visibility and trust in the super system
help workers grow their retirement savings faster.

The practical impact of payday super

From 1 July 2026:

Employers will be required to pay SG contributions each pay cycle, at the same time as, or soon after, salary and wages are paid.
Contributions will need to be received by the employee’s super fund within 7 business days of payday.
Funds must allocate or return contributions that cannot be allocated, within 3 business days, down from 20.
A new “qualifying earnings” (QE) base will replace the current ordinary time earnings (OTE) base for SG purposes.
The ATO’s Small Business Superannuation Clearing House will close to new users from 1 October 2025, and cease operation from 1 July 2026.
There will be changes to the SuperStream data and payment standards:
- Data standard will allow for faster payments via the New Payments Platform and improve error messaging to ensure employers and intermediaries can quickly address errors.
- Enhanced error response messaging will allow employers, gateways and clearing houses to quickly identify and fix contribution issues.
- A new SuperStream Member Verification Request (MVR) message is also being developed for employers to verify an employee’s super fund details are correct and the super fund will accept a contribution.

What Payday super means for super funds

Although employers are the ones directly affected by the payment timing rules, super funds will feel the operational impact. More frequent payments mean more data, more reconciliation and greater demand for automation. Here’s what funds should consider:

1. Managing increased contribution volumes

Funds that currently process monthly or quarterly contributions will soon much more frequent inflow of data. Systems that rely on batch processing or manual checks will need to evolve to handle continuous data flows. This shift aligns with a broader payments modernisation agenda – moving from batch-based systems like BECS to real-time, data-rich payments through the NPP. The move to payday super will therefore dovetail with the retirement of BECS by 2030, reinforcing the importance of modern, flexible payment infrastructure.

2. Automating data validation and reconciliation

With higher transaction frequency means there’s less room for manual intervention. Automated tools that can validate, reconcile and report in real time will become critical to efficiency and compliance. For funds, adopting technology that leverages richer NPP data will help reduce contribution errors, accelerate allocation and minimise unallocated contributions.

3. Updates to SuperStream messages

Funds will need to review and update their SuperStream messaging and processing systems to accommodate new data elements introduced for payday super, including fields related to NPP payment information and the addition of the new Member Verification Request (MVR) message type. Improved error response messages will play an important role in maintaining data integrity. These changes will help funds, employers, and intermediaries resolve contribution errors faster, improving member outcomes and reducing administrative effort.

Prepare for payday super now

Payday super will reshape the super landscape. The proposed start date of 1 July 2026 gives funds a window to:

assess system scalability and readiness
automate data ingestion and reconciliation
test processes for continuous contribution flows
collaborate with clearing houses, payroll providers and gateways to align on new data and payment standards
review communication strategies for members and employers.

Funds that prepare early will be best positioned to manage the transition with minimal disruption.

How MessageXchange can help

MessageXchange already enables some of Australia’s largest super funds, payroll providers and employers to exchange super contribution data securely, accurately and efficiently. Our platform is built to handle high transaction volumes and real-time processing, making it ideal for the move to payday super. By automating data validation, securely transferring contributions and providing detailed reporting, MessageXchange helps funds and employers get ready for this next evolution in the super system.

The bottom line

Payday super is not yet law, but it’s coming. For super funds, now is the time to prepare systems, partners, and processes to handle more frequent contributions. The changes will deliver long-term benefits to members, but only if the industry acts early to adapt.

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Superannuation

29/10/2025

eInvoicing for government suppliers: What’s required and how to get started

If you supply goods or services to government agencies in Australia or New Zealand, chances are you’ve heard about eInvoicing. Both governments are driving adoption as part of their digital transformation programs, making it easier and faster for businesses to get paid.

If you’re a supplier looking to start your eInvoicing journey, here’s what you need to know and how to get started.

What is eInvoicing?

eInvoicing lets organisations send and receive invoices directly between software systems – no emails, PDFs or manual data entry. It removes errors and speeds up the payment process.

Why should you use eInvoicing?

In Australia, the Government’s five-day payment policy rewards suppliers who send eInvoices to federal agencies. In New Zealand, agencies aim to pay within 10 days.

Other key benefits include:

faster payments
less manual work
fewer invoice errors and rejections
better data security
reduced environmental impact
connect once and trade with multiple buyers.

How do you get started with eInvoicing?

Step 1: Check your software

Ask your software provider if eInvoicing is already built in. If not, you can connect through a Peppol Access Point like MessageXchange. Your finance or IT team may be able to confirm your options.

Step 2: Get registered on the Peppol network

Register your business using your ABN (Australia) or NZBN (New Zealand). This gives you access to securely send and receive eInvoices. Registration is done through your software or Access Point.

Step 3: Start sending

Before going live, your customer may ask you to send a test invoice first to make sure they receive everything as expected.

Additional resources

ATO – eInvoicing for businesses (Australia)
New Zealand Government – eInvoicing for businessesReady to start sending eInvoices to your government customers? Get in touch with our experts below.

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E-invoicing Suppliers

27/10/2025

What a fully automated order-to-cash process looks like

Processing orders, shipping goods, issuing invoices and getting paid - it’s all part of the order-to-cash (O2C) cycle. But for many businesses, this process is still slowed down by manual tasks, disconnected systems and back-and-forth emails. That’s where electronic data interchange (EDI) changes everything. With EDI, you can automate the entire order-to-cash cycle from end to end, reducing errors, speeding up turnaround times and freeing up your team to focus on growth, not admin. Here’s what a fully automated O2C process looks like when EDI is working behind the scenes.

Ordering

Purchase order is received automatically

Your customer sends a purchase order (PO) and it is sent straight from their system to yours. This means you don’t need to manually input data into your software. No emails, no PDFs, no manual data entry!

Order confirmation is sent with one click (or none)

Once the PO lands in your system, an order response can be created and sent automatically. Orders can also be checked against things like stock levels before being confirmed. If an order confirmation needs changes, suppliers can reject it or suggest updates, but all the information is pulled straight from the purchase order, reducing manual work.

Delivery and shipping

Goods are picked, packed and shipped with visibility

When it’s time to ship, your system generates an advanced shipping notice (ASN) from the order confirmation. The ASN tells your customer exactly what’s on the way, when it’s arriving and how it’s packaged (pallets, cartons, etc.). If you use SSCC barcodes, they’re included too. These codes make it easy for retailers to scan and load all goods into their systems.

Payment

Invoice is created

The invoice is created in the supplier’s software. Sometimes this can even be created using the order information: No copying, no pasting, no spreadsheets and no PDFs. For some retailers, you can include tax, freight and discounts - everything they need to process payment quickly.

Payment is received and reconciled faster

Invoices need less manual input, which reduces errors. Retailers can easily complete two or three way matching, meaning their system can approve and pay the invoice without needing to check things manually.Want to learn more about message compliance testing and avoiding common EDI errors? Get in touch with our experts.

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EDI Retailers Suppliers

30/09/2025

eInvoicing KPIs: What to measure?

So, you’ve implemented eInvoicing. It can be easy to just forget about it once you’ve gone live and onboarded a few trading partners, but to really get the most the most out of it, check back against the KPIs you first set out with. This will help you track your progress and make sure achieving your goals. Here are a few that might help.

Adoption and engagement

As more of your trading partners onboard to eInvoicing, the more automation and benefits you gain. This is a key metric for getting the most from your eInvoicing investment. Here are some of the KPIs to think about when assessing your goals:

% of partner onboarded to eInvoicing: You should be always tracking how many of your partners have onboarded to eInvoicing.
% of customers receiving eInvoices: for suppliers it’s important to see how many of your customers are receiving eInvoices so you can start gaining the benefits from your implementation.
% of invoices sent via Peppol and % received via Peppol: tracking how many invoices are sent and received through Peppol is important to make sure you’re getting the most out of your setup.

Process efficiencies

One of the main benefits of eInvoicing is automation. Keep track of these stats to make sure you’re getting the benefits:

Average invoice processing time: record how long it takes to process the average invoice.
Manual touchpoints per invoice: at what point, if any, are staff having to intervene in the process? Knowing this will allow you to look at more ways to improve and streamline the process.
Invoice exception rate: how many invoices need manual review or fixing? The goal should be to see this figure continue to drop.

Financial improvement

Looking at the financial impact of processing invoices is important. If it’s all working well, the cost to process an invoice should reduce. Here are some metrics you should be tracking:

Cost per invoice processed: this should be assessed before implementing eInvoicing and again once eInvoicing is implemented.
Payment cycle time: Seeing faster invoice payments shows your processes are improving and will make your suppliers happy too.

Need help getting your eInvoicing KPIs sorted? Get in touch with our experts below.

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E-invoicing government Retailers Suppliers

29/09/2025

Futureproof against EDI errors from your suppliers

When looking to implement EDI with your suppliers, we always recommend having measures in place for if, on the off chance, things go wrong. Knowing how to deal with errors before they happen can significantly reduce delays in order processing. There are common errors to look out for, as well as ways to fix or avoid them. Plus, one way to mitigate errors once going live with suppliers is using a message compliance testing tool to automate testing with your suppliers. Let’s have a look in more detail.

Common errors and how to solve them

Missing or invalid data

The data in an EDI message needs to align with what you’re expecting. If not, messages may not end up where they’re meant to, which could cause delays in the procurement process. Or, if data you receive is incorrect, it can also make it hard to perform other automations like multi-way matching to approve invoices for payment. Some ways these errors can occur are:

if the data wasn't entered in your supplier’s system correctly
if data is in the wrong format (e.g. letters instead of numbers)
if a mandatory field isn’t included.

To prevent bad data from getting to you, we can setup validation rules in your MessageXchange Gateway, to make sure the data is correct before it reaches you. And if it’s not, we can automatically notify the sender, and even you.

Receiving EDI documents out of sync

Sometimes EDI messages arrive in the wrong order, or a document can go missing altogether. This can cause gaps in your data, which can lead to other processing hitting a roadblock. Often this happens when the supplier’s EDI system isn’t following the correct business flow, or it could be because files are sent closely together and one makes it before the other. To prevent this from happening, make sure you have monitoring in place so you can detect when something is missing or arrives too early. You can even automate an error message to send back to your suppliers.

Incorrect SSCC labels

If suppliers send barcodes or SSCC labels in the wrong format, they may not scan properly. That often leads to manual data entry, which defeats the purpose of automation. To avoid this, share clear labelling guidelines and make sure labels are included in your testing process.

How a message compliance testing platform can be part of your onboarding process

Testing EDI messages during onboarding is essential, but it can be time consuming. That’s where a message compliance testing platform comes in. Colladium offers a tailored service that lets your suppliers test their messages against all your EDI requirements. They can upload their files, see any errors, and fix them – all before they start sending you live messages. No back and forth, just quicker onboarding for both you and your suppliers. Want to learn more about our message compliance testing platform Colladium, click here.Want to learn more about message compliance testing and avoiding common EDI errors? Get in touch with our experts.

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EDI Retailers Suppliers

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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E-invoicing government Retailers Suppliers

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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EDI Retailers Suppliers

30/07/2025

What we’ve learned from five years of eInvoicing adoption

Five years ago, eInvoicing in Australia and New Zealand was just beginning to gain traction. Fast forward to now, and it’s become a key component of digital finance strategy across government and business sectors. With both countries adopting the Peppol framework and establishing compliance requirements, eInvoicing is no longer a ‘nice to have-, it’s becoming an industry standard. Here’s what we’ve learned from half a decade of real-world implementation.

1. It’s easier to get started than most people think

In the early days, many businesses assumed eInvoicing required costly custom IT setups, major internal process changes and technical knowledge or external consultants. But today, thanks to widespread support from cloud accounting platforms and Peppol-certified Access Points, getting started is often as simple as enabling a setting in your software. Businesses using systems like Xero, MYOB or Reckon can:

register on the Peppol network quickly
send and receive eInvoices directly from their invoicing software
avoid manual data entry and email-based invoicing altogether.

This low barrier to entry means even micro and small businesses can start enjoying the benefits of electronic invoicing.

2. Government leadership matters

Both the Australian Taxation Office (ATO) and New Zealand’s Ministry of Business, Innovation and Employment (MBIE) played a vital role in kickstarting adoption through:

mandates for federal and state agencies to receive eInvoices
encouraging government suppliers to register on the Peppol network
providing education, webinars and toolkits to support uptake.

This top-down approach has given suppliers confidence and clear direction. With more potential mandates in the future, adoption will continue to grow. Government continues to work with private sector players to grow the benefits of eInvoicing even further.

3. Onboarding is one of the biggest barriers

Changing business processes, particularly invoicing, can seem like a daunting task. On top of that organisations that think eInvoicing is just sending a PDF, are unaware their software supports it, or don’t understand the benefits or process. To overcome these hurdles, successful businesses have learned to approach onboarding like a project by:

communicating benefits clearly (for example, faster payments or less admin)
sharing easy ‘how-to’ guides
offering support during the switch
starting with a small, manageable group of trading partners.

4. The benefits are real. And measurable.

Over our years as an eInvoicing Access Point, we see how eInvoicing benefits aren’t just theoretical. Businesses across Australia and New Zealand have reported:

Reduced processing time by up to 65%
Reduced errors by up to 37%
Reduced costs to less than $10 an invoice
Reduction in paper use

And these benefits aren’t just for large enterprises. SMEs are often the biggest winners, as they gain access to faster cash flow and less back-office admin with minimal investment.

5. eInvoicing is just the start, not the finish

At first, eInvoicing was seen as a finance automation tool. But now, it’s a stepping stone to wider digital transformation across entire organisations. Once organisations see the benefits of digitising their processes, it’s not long before you think about automating more processes like procurement.Ready to implement eInvoicing and onboard your partners? Get in touch with our experts below.

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E-invoicing government Retailers Suppliers

29/07/2025

Onboarding suppliers to EDI: why offer a free web portal?

Rolling out electronic data interchange (EDI) across your supply chain is a smart move. It reduces admin, cuts down errors and gives you better visibility across every order, invoice and delivery. But there’s one challenge that can get in the way: getting your suppliers onboard. Not every supplier is EDI-ready, especially smaller ones that don’t have the systems or budgets for full integration. That’s where a free web portal can be a game changer.

What is a web portal?

A supplier EDI web portal is a web-based service that allows your suppliers to participate in EDI processes without needing their own EDI system or software. It acts as a lightweight, easy-to-use entry point for suppliers who aren’t ready (or able) to integrate EDI into their own systems.

Through the portal, suppliers can log in from any web browser to:

receive purchase orders (POs) from your business and view them in a human-readable format
send back order responses or confirmations (e.g. accepting, rejecting or modifying orders)
send advance shipping notices (ASNs), letting you know what’s being delivered and when
create and send invoices
view message history and document status, so they know what’s been received or processed.

For suppliers, it’s like having a basic EDI system, without the technical setup or system integration. They simply receive a login and start transacting. They just need a web browser and they’re ready to go.

Why offer it for free?

Due to the simplicity of the web portal solution, it is often a cheaper form of EDI compliance for your suppliers. What makes us a little different from others is we offer our web portal solution, Colladium, for our customers’ suppliers to use at no cost to them.

It’s just another way to ensure success by removing a cost barrier for your suppliers. They can sign up and start sending and receiving EDI messages in minutes. Once your suppliers start using a web form portal, it can be a stepping stone for them to move to an automated integrated solution giving them a greater range of benefits from EDI compliance.

Getting started with MessageXchange

We try and make the process of getting started easier.

Let us know what you want to achieve and we’ll suggest the best solution for you
Start our partnership
Connect to MessageXchange and test connectivity and messaging
Go live and start onboarding your suppliers!

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EDI Retailers Suppliers

18/06/2025

EDI vs manual processing across the supply chain

As your business grows, the way you manage your supply chain can either drive efficiency or cause chaos. Below is a breakdown of how manual processes compare to EDI at each major stage of the supply chain, so you can see exactly where the value lies.

Ordering (purchase orders)

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Manual processing

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Electronic Data Interchange (EDI)

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Orders are emailed manually

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Orders are sent automatically from your system to the supplier’s

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Prone to typos or data entry errors

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Less manual inputting improving data accuracy and consistency between systems

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Delays due to back-and-forth communication

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Close-to-instant transmission speeds up the order cycle

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Difficult to track changes or confirm receipt

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Built-in acknowledgements and logs ensure visibility

Order confirmation

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Manual processing

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Electronic Data Interchange (EDI)

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Suppliers send confirmation via email or phone, or don’t even send any confirmation

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Order acknowledgements are sent straight from the supplier to the retailers’ software through EDI

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Retailers need to manually input updates from supplier

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Status updates from suppliers flow directly into retailers’ ERP or inventory system

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Easy to miss changes in quantity or delivery dates

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Changes are tracked and recorded in real time

Inventory and stock updates

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Manual processing

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Electronic Data Interchange (EDI)

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Inventory is updated manually,often after goods arrive

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Inventory systems update stock levels as soon as dispatch or shipment notices are received

Shipping and logistics

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Manual processing

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Electronic Data Interchange (EDI)

Difficulty in coordinating warehouse receiving or delivery planning

Warehouses can prepare ahead of time with barcoded SSCC labels with pallet info and shipment breakdowns

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Shipping info is shared by email or phone, often with limited detail

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Advanced shipping notices (ASNs) give full visibility into what’s coming, when and how

Receiving goods

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Manual processing

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Electronic Data Interchange (EDI)

Extra admin to update stock and finance systems

Automatic updates across inventory and finance platforms

Errors in quantity or items are common and slow to resolve

Faster receipting with digital matching of items and quantities

Reporting and analytics

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Manual processing

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Electronic Data Interchange (EDI)

Data is scattered across emails, spreadsheets, and paper

Centralised data from across your supply chain

Hard to get a full picture of performance or issues

Built-in dashboards and alerts make it easy to track key metrics

Invoicing and payments

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Manual processing

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Electronic Data Interchange (EDI)

Invoices are emailed as PDFs or hard copies are left with the stock or posted

Invoices are transmitted electronically and validated automatically against other order information

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Manual data entry into accounting system

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Invoice data flows straight into your accounting software

Prone to errors and delays, causing payment disputes

Faster, cleaner approvals reduce days outstanding and improve cash flow

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