Author Archives: Rodrigo Martinez

Prevention is better than a cure: Here’s how to prevent issues when implementing EDI

Putting some effort in before embarking on your EDI journey will put you in good stead. Think about your processes and what you’re trying to achieve up-front, and it’ll help you navigate through the stages of implementation with ease. Here are our suggestions of things to consider.

Get your relevant teams involved

When you’re going through the implementation stages of EDI, it’s important to have a core team that includes a representative from all relevant departments of the business. Having all teams involved in the EDI process ensures communication and transparency of the EDI project. It also ensures understanding and consistency of the objectives and goals of the project.

Be clear on your requirements

Clearly defining your requirements as well as your trading partners’ requirements is key. Some things to think about are:
  • How you’ll connect to your VAN, whether that’s by sFTP, an API, AS2 or something else.
  • What file format your software exports and imports
  • What file format you’ll exchange with your trading partners
  • If you require any business rules, validations or data enrichment.

Have a plan for onboarding

Planning ahead for the onboarding stage of implementation is important to ensure success. If you’re onboarding your suppliers, make sure you segment them according to the goals you’ve set. This might turn out to be segmenting by capability, or order volumes. Each segment needs to have tailored communications that relates to them. If you’re a supplier onboarding to EDI, think about how you will comply with your partners’ requirements. If you’re not using EDI, you’ll need to look at either a web portal solution or an integrated solution. We go over what might be best for you in our blog here.

Testing with your EDI provider and trading partners can take time

During testing, the best thing you can do is be as prepared as possible. This means having a team that is set to do the testing. They will send and receive messages back and forth, but the faster they can respond, the quicker testing will be completed. To relieve pressure on retailers who are onboarding suppliers, MessageXchange provides a message compliance testing (MCT) tool. This automates the testing process for you so suppliers can login to a portal and go through the testing process themselves. This reduces the need for retailer teams to be following up with suppliers. The tool allows suppliers to:
  • generate realistic POs in the format they would receive in production, complete with their GLN, vendor number and products.
  • upload messages they would send to you in production, like shipping notices, invoices, control messages and even SSCC labels for you to check.
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Australia Budget 2024: Fighting fraud and increasing cash flow through eInvoicing

In 2023, total losses from reported scams reached $2.74 billion, according to the ACCC’s Scamwatch. In response to this, we saw the recent Australian federal government budget announcement include significant funding for digital technology and fraud reduction. eInvoicing is one of the way the government sees businesses, government and the wider economy can benefit from digital technology and achieve a reduction in fraud. Here’s how the budget announcement impacts eInvoicing.

Improved cash flow

The government is looking to fund initiatives that improve payment times to small businesses. They have committed $25.3 million over 4 years to improve cash flow and boost productivity by supporting the Payment Times Reporting Scheme. This adds to the existing policy introduced by the government of 5 days payment terms for all invoices where Peppol compliant eInvoicing capability exists.

Increased eInvoicing adoption

The Australian Taxation Office (ATO) will receive $23.3 million to continue operating the nation’s eInvoicing network. This funding will also be used to increase eInvoicing adoption in the economy to improve cash flow, disrupt payment redirection scams and boost productivity for small businesses. As part of this funding the government will be:
  1. Continuing the operation of the Australia Peppol Authority and the eInvoicing network, including specifications, accreditation, and network governance.
  2. Working with DSPs, business, and government to ensure the eInvoicing environment is ready to expand at scale:
    • Increasing federal agency readiness to send and receive eInvoices.
    • Working with industry to resolve implementation issues.
    • Increasing DSP readiness.
  3. Targeted activities to increase adoption:
    • Working with DSPs to explore further opportunities to proactively register customers onto the eInvoicing network.
    • Securing more large business champions who will actively promote and onboard business partners.
  4. Develop policy:
    • to help embed eInvoicing as a default channel for sending and receiving invoices in government.
    • to increase economy-wide adoption of the technology.
    • To developing eInvoicing branding.

Fighting digital scams

Small and medium businesses are among the potential beneficiaries of a $67.5 million funding package to help fight digital scams. The government will give $37.3 million to develop mandatory industry codes and enforce them to guard against scams through a Scams Code Framework.Want to learn how eInvoicing help your business against scams and improve efficiency? Get in touch with our team by completing the form below.

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Paying eInvoices: How to automate approvals and payments

For businesses in Australia and New Zealand who take advantage of electronic invoicing (eInvoicing), they can nor automate the approval and payment processes to save a significant amount of time, money and resources.

Automating approvals of eInvoices for payment

Traditional invoicing processes often involve manual approval workflows, which can be time-consuming and prone to delays. With eInvoicing data, businesses can automate the approval process by setting predefined rules and workflows. For example, invoices can be automatically crossed check with predetermined criteria for approval such as invoice amount, purchase order number, quantities on the order, quantities received and prices on invoice match those on the order. This streamlines the approval process, reduces bottlenecks, and ensures invoices are processed in a timely manner.

Streamlining payments with payment gateways

MessageXchange allows you to set criteria to automate the payment of an eInvoice through our Payment Gateways. Once the approval criteria is deemed to be met, your Gateway can then create the payment and send it onto your bank. MessageXchange is even smart enough to look at things like your company’s cash position, to determine the best payment method. This saves teams time from having to check how payment should be completed. Conversely, if the approval criteria is not met, an escalation workflow can be invoked for further review. This saves teams time and reduces the risk of paying fraudulent invoices, or even overpaying legitimate invoices.

Benefits of integration

Automating approvals of eInvoices for payment offers numerous benefits for businesses:
  1. Improved efficiency: Automation reduces the time and effort required to manage invoices, approve them and process payments, freeing up valuable resources for other tasks.
  2. Faster payments: Automated payment processing ensures invoices are paid promptly, improving customer relationships.
  3. Reduced errors: Automation of eInvoicing and payment approvals minimises the risk of human error, ensuring accurate invoicing processing.
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The Cost-Benefit Analysis of EDI for Small and Medium-sized Suppliers

For small and medium-sized suppliers, staying competitive means finding innovative ways to streamline operations while maximising profitability. One such solution is electronic data interchange (EDI). But before diving headfirst into this technology, it's essential for businesses to conduct a thorough cost-benefit analysis to determine if the investment aligns with their strategic goals.

Things to think about when putting together a cost-benefit analysis

Before you put your cost-benefit analysis together there are a few things to consider:

  • Get your internal departments involved
    Like all business projects, it’s important to keep the relevant departments who will be impacted by the change in the loop. This allows them to present any things that they want from the project and make sure all departments are happy. It also could impact what requirements you need in your EDI solution.
  • Think about integration and web portal EDI solutions
    For most small to medium businesses, you’ll normally have two choices to comply with EDI requirements. Integrated EDI solutions like our Gateway solution connect directly into your software. This allows you to use your own software to send and receive EDI messages. The other option is a web portal solution like Colladium.

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Consider EDI webforms if…

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Consider an EDI gateway if…

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You trade with a small number of retailers

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You trade with a large number of retailers

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You receive roughly 30 or less orders a week

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You receive more than roughly 30 orders a week

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You sell a limited range of products

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You sell a large range of products

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Your customers don’t require too much data

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Your customers require a substantial amount of information

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Your software can’t generate the information required by your customers

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You want automated processes

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You’re just starting out with EDI

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You don’t want to double-enter data

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You need a flexible solution that grows as your business does

Looking at all factors for your cost-benefit analysis

Before you put your cost-benefit analysis together there are a few things to consider:

  1. Initial investment costs: Implementing an EDI integration solution can require upfront investment to set up. However, compared to traditional systems, the initial costs of EDI can often be recouped relatively quickly through the increased efficiency and reduced errors.
  2. Operational savings: One of the primary benefits of EDI is the significant reduction in manual data entry and processing time. This translates into staff being able to work on other priority tasks.
  3. Improved accuracy and compliance: Manual data entry is prone to errors, which can lead to costly mistakes. EDI integration can ensure data accuracy by automating the exchange of electronic documents between trading partners.
  4. Faster order processing and fulfillment: In today's on-demand economy, speed is paramount. EDI enables faster exchange of business documents, resulting in faster order processing and fulfillment cycles.
  5. Scalability and flexibility: EDI systems are designed to scale with business growth and adapt to evolving business needs. Whether it's adding new trading partners, integrating with existing ERP systems, or expanding into new markets, EDI provides the flexibility to support business expansion without significant disruptions.
  6. Competitive advantage: In today's hyper-competitive marketplace, staying ahead of the curve is essential for survival. Implementing EDI can provide small and medium-sized suppliers with a competitive edge by improving operational efficiency, reducing costs, and enhancing customer satisfaction. Moreover, many large retailers and corporations mandate EDI compliance, making it a prerequisite for doing business with them.
  7. Customer expectations and relationships: As consumer expectations continue to evolve, so do the demands placed on suppliers. EDI enables small and medium-sized suppliers to meet the increasing demands for speed, accuracy, and transparency in business transactions. By delivering a seamless and efficient ordering experience, suppliers can strengthen customer relationships and foster long-term loyalty.

Calculating savings

We’ve put together a useful tool to calculate the possible savings you would get from using an integrated EDI solutions, check it out here.

Need help putting together a business case for your EDI project, have a look at our whitepaper.Want to learn more about our implementation process? Ask our experts by getting in touch below.

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You can already receive eInvoices. Here’s why you should consider sending eInvoices

Electronic invoicing, or eInvoicing, has emerged as a powerful tool for streamlining business operations and improving efficiency. In countries like Australia and New Zealand, Government has already embraced eInvoicing for receiving invoices. However, there's a compelling reason to also start sending eInvoices too.

With Australia and New Zealand already mandating government agencies have the ability to receive eInvoices, government suppliers will continue to be encouraged to send them eInvoices. The sweetener for suppliers is getting payment sooner.

New Zealand is now looking to ramp up government agencies sending eInvoices. This comes off the back of comments made by the New Zealand Minister for Small Business and Manufacturing, Hon Andrew Bayly.

No doubt there are a lot of benefits to receiving eInvoices. So why send eInvoices?

Digitise your invoicing process

One key benefit is making it easier for customers and other agencies to do business with you. As more of your customers sign up to eInvoicing, you’ll likely receive more requests to start sending eInvoices. Government agencies can make customer experience more seamless by sending eInvoices directly into the recipient’s software.

Faster payment processing

Sending eInvoices to customers’ makes the process more seamless. There’s no need to send emails or PDFs – eInvoices are sent straight from your software to the recipient’s software. This accelerates the invoicing cycle by delivering invoices instantly to recipients, ready for them to be approved and paid, faster than manually-received invoices.

An eInvoicing standard makes it easier to exchange eInvoices with everyone

Australia and New Zealand have teamed up to develop one standard for exchanging eInvoices with businesses across both countries. This means once a business is setup, it can send eInvoices to any other business who receives eInvoices. Unlike some other forms of exchanging data, you can set and forget. Want to learn more about sending eInvoices to your customers? Get in touch with our team with the form below.

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What to think about when onboarding customers to eInvoicing

For many Australian and New Zealand businesses, the shift towards electronic invoicing (eInvoicing) can feel like an uphill battle. While the potential benefits – faster payments, streamlined processes, and reduced costs – are undeniable, achieving widespread adoption can be a challenge.

Understanding customer needs and concerns

Businesses come in all shapes and sizes, and their eInvoicing readiness varies greatly. It's crucial to understand your customers' individual needs and concerns. Consider asking customers directly or send an informal survey to gain insights into their:

  • Current invoicing processes: What pain points do they experience receiving traditional paper or PDF invoices?
  • Level of technical expertise: Are they comfortable using new technologies? What level of support would they need?
  • Concerns about eInvoicing: What hesitations or reservations do they have about adopting eInvoicing?

Addressing customer concerns and making eInvoicing easy

Once you understand your customers' perspectives, you can tailor your approach to address their concerns and make eInvoicing a smooth transition for them. Here are some key strategies:

  • Offer flexible options: Don't force a one-size-fits-all approach. Provide a variety of eInvoicing solutions, including web portals and integrated solutions, to cater to different preferences and technical capabilities. MessageXchange offers customer a free portal for partners to use, Colladium.
  • Prioritise education and support: Provide clear and accessible resources, such as user guides, FAQs, and training webinars, to help your customers understand and implement eInvoicing. Offer ongoing support to answer questions and address any issues they encounter, or be able to refer them to someone who has the answers.
  • Focus on the benefits: Clearly communicate the value proposition of eInvoicing to your customers. Highlight the faster payment cycles, reduced costs, and improved efficiency they can expect.

Building a collaborative ecosystem

Remember, eInvoicing isn't just about your individual business; it's about fostering a collaborative ecosystem where all participants benefit. By working with your customers, industry partners, and government agencies, you can create a smoother and more efficient invoicing experience for everyone.

  • Engage with industry associations: Collaborate with industry bodies and peak organisations to advocate for eInvoicing standards and best practices.
  • Advocate for government support: Encourage government initiatives that promote widespread eInvoicing adoption across the economy. This could be working with Government for them to motivate others towards eInvoicing.

By prioritising your customers and building a collaborative ecosystem, you can unlock the true potential of eInvoicing and create a more efficient and prosperous business environment for all. Remember:

  • Tailor your approach to the specific needs and concerns of your Australian and/or New Zealand customer base.
  • Offer flexible options, provide education and support.
  • Focus on the benefits of eInvoicing and build a collaborative ecosystem with industry partners and government agencies.

By taking these steps, you can turn eInvoicing adoption from a challenge into a win-win for your business and your customers.Want to learn more about how to work with your customers to get them onto eInvoicing? Get in touch with our team with the form below.

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The evolution of EDI file formats from EDIFACT to ANSI X12, XML and beyond

Remember the days of paper invoices piling up on your desk? Thankfully, times have changed, and electronic data interchange (EDI) has revolutionised business-to-business (B2B) communication in Australia and around the world. But EDI formats themselves haven't been static – they’ve evolved to meet the ever-changing needs of modern commerce. So, let's explore the world of EDI file formats, from their humble beginnings to where they're headed next.

EDIFACT: The start of EDI formats

Back in the days of dial-up modems and chunky desktops, EDIFACT (electronic data interchange for administration, commerce and transport) emerged as the global standard. As the first file format in Australia in the EDI space, it got a head start on other file formats. This format uses tags and codes to structure data (some tags include BGM (Beginning of message) and IMD (Item description)), ensuring everyone involved could understand the information being exchanged. EDIFACT offers stability and reliability, becoming the go-to format for many industries, especially retail.

XML: A breath of fresh air

As technology moved forward, more file formats began to emerge. Enter XML (extensible markup language), a format based on human-readable tags and values, like labelling your tools in plain English. Tags in XML can be anything, but more commonly they can be human readable like or or . This offered a range of benefits:

  • Flexibility: XML could easily adapt to new data types and business processes.
  • Interoperability: It wasn't tied to specific industries, making it easy for diverse businesses to connect.
  • Human-readability: Understanding the data is simple.

JSON: The lightweight contender

Think of JSON as the text messages of the data world: simple, quick, and perfect for short bursts of information. It's a lightweight format often used in web-based APIs, where real-time data exchange is crucial. While not a traditional EDI format, JSON can play a role in specific EDI scenarios, such as:

  • API integrations: Businesses can use JSON to exchange data with other systems, their EDI provider and applications through APIs, streamlining data flow.
  • Complementary to other formats: JSON can be used alongside XML or UBL to transmit specific data elements within an EDI message.

ANSI X12: A widely adopted standard

ANSI X12, or the American National Standards Institute's Accredited Standards Committee X12, is a another file format used in electronic data interchange (EDI). This standard, as you can see in the name, is commonly used in North America. It sets guidelines and rules for structuring and formatting electronic business documents. ANSI X12 has a similar hierarchical structure to EDIFACT/EANCOM but segment names are very different, and how the content is structured is different too. This standard plays a crucial role in enhancing operational efficiency, reducing costs, and minimizing errors in electronic transactions, ultimately fostering smoother and more reliable business relationships.

Remember, choosing the right format depends on your specific needs, industry, and trading partners. So, keep your ear to the ground, stay up-to-date on the latest EDI trends, and ensure your business stays ahead of the curve!Want to learn more about how MessageXchange can help with your data integration needs? Ask our experts by getting in touch below.

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Still using PDFs, emails and AI for invoice processing? Think about eInvoicing instead

This month we've put together a comparison eInvoicing with PDFs, emails and AI to see how efficient each is. Take a look at the infographic below that shows how they both compare when it comes to invoice processing.Want to learn more about eInvoicing and how it can create more efficiency for your business? Get in touch with our team below.

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Shaping Tomorrow: The Future of EDI for Suppliers

In the current fast-paced business landscape, suppliers are continually seeking innovative ways to stay ahead of the curve. Electronic Data Interchange (EDI), a tried-and-tested technology, is undergoing a transformative evolution, opening new avenues for suppliers. We want to dive into the future of EDI, exploring emerging trends and technologies that are reshaping the way suppliers operate and collaborate in the digital age.

Blockchain integration: Reinventing trust and security

Blockchain technology is revolutionising EDI with its transparency. Suppliers integrating blockchain with EDI are ensuring secure, tamper-proof transactions. Blockchain can store and verify EDI transactions and provide additional features, such as audit trails, instant transaction tracking, reduced fraud and improved compliance through visibility of transactions.

Artificial Intelligence (AI) and Machine Learning (ML): Predictive insights and automation

AI and ML algorithms are transforming EDI data into actionable insights. Predictive analytics powered by AI can forecast demand patterns, optimises inventory management, and automates order processing. Suppliers leveraging these technologies can anticipate market trends and improve inventory turnover.

Internet of Things (IoT): Real-Time Visibility and Decision-Making

The IoT ecosystem is empowering suppliers with real-time data. IoT devices provide insights into product movement, storage conditions, and demand fluctuations. In EDI, this translates into accurate demand forecasting and streamlined logistics, enabling suppliers to make data-driven decisions promptly.

5G Connectivity: Unparalleled Speed and Reliability

With lightning-fast speed and low latency, Australian and New Zealand suppliers can exchange data almost instantaneously. Real-time order processing, quick inventory updates, and swift responses to customer queries become the norm. 5G connectivity ensures suppliers can keep track of their EDI whilst on the move easily and quickly.

EDI in the Cloud: Scalability and Flexibility

Cloud-based EDI solutions are becoming the norm. With scalable, pay-as-you-go models, suppliers can expand or contract their EDI systems based on demand. This flexibility ensures that suppliers can scale their operations seamlessly, meeting market demands without worrying about IT infrastructure constraints.

By integrating these advancements into your EDI strategies, EDI users aren’t merely keeping up; they’re redefining the future of their operations. The ability to process orders faster, respond to market changes in real-time, and provide immersive customer experiences positions you at the forefront of the industry. The future of EDI for Australian and New Zealand suppliers is not just about transactions; it’s about transformative, data-driven, and customer-focused experiences, paving the way for unparalleled success in the digital age.Want to learn more about how MessageXchange can help with your data integration needs? Ask our experts by getting in touch below.

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Enhancing supplier-customer relationships: The competitive edge of EDI

Strong relationships between suppliers and customers are more than a business strategy—it's key to success. Electronic Data Interchange (EDI) is a powerful tool that allows businesses around the world to seamlessly interact and collaborate. Have a look at how to use EDI to gain a competitive advantage in your industry by enhancing supplier-customer relationships.

Streamline communication for clear understanding

Clear communication forms the foundation of any successful relationship. EDI eliminates communication barriers by automating the exchange of crucial information. From order details to shipping updates, EDI ensures both suppliers and customers have access to accurate data. With message types like purchase order responses (POR), suppliers can let their customers know if orders can be fulfilled or need to be updated. With advanced shipping notices (ASN), suppliers can also give their customers a heads up of what they’re sending in a delivery so they can better prepare their warehouse.

Ensuring precision in order processing

Inaccurate orders are a major pain point for customers and suppliers alike. EDI eliminates manual inputting errors by automating the order process. Suppliers can receive orders directly into their systems, reducing the likelihood of mistakes. Customers receive exactly what they ordered, enhancing satisfaction in suppliers’ reliability.

Boosting trust and issue resolution

Transparency builds trust. EDI provides a transparent view of the entire supply chain, from order placement to delivery. Customers can track their orders, ensuring visibility and peace of mind. This transparency not only enhances trust but also demonstrates suppliers’ commitment to customer satisfaction. No business relationship is without challenges. EDI equips suppliers with immediate access to transaction records. In case of discrepancies or issues, suppliers can swiftly track an order and address any issues. The ability to resolve problems promptly builds customer confidence and loyalty.

In the competitive markets of Australia and New Zealand especially, supplier-customer relationships aren’t just transactional; they're partnerships built on trust, understanding, and mutual benefit. EDI, with its ability to streamline communication, ensure order precision, boost transparency, enable proactive issue resolution, and promote adaptability, is not just a technology—it's the linchpin of these vital relationships.Want to learn more about how MessageXchange can help with your data integration needs? Ask our experts by getting in touch below.

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Suppliers to Government: How to use eInvoicing

In recent years, the governments of Australia and New Zealand have been driving forward a digital transformation agenda, and with good reason – the savings to businesses and therefore the economy, can be huge. A significant part of this transformation involves the adoption of electronic invoicing, or eInvoicing. For businesses that engage with government agencies in these countries, understanding and complying with eInvoicing mandates is important. In this blog, we will delve into the eInvoicing mandates in Australia and New Zealand, providing a comprehensive guide for suppliers looking to navigate this landscape.

Understanding the mandates as they are now

Both Australia and New Zealand have introduced eInvoicing mandates to accelerate the adoption of digital invoicing practices and streamline government procurement processes. In Australia, the eInvoicing mandate is set by the Australian Taxation Office (ATO). All federal government agencies are required to ne able to receive eInvoices. In New Zealand, the mandate is driven by the New Zealand government's Digital Public Service (DPS) initiative. Government agencies are mandated to be able to receive eInvoices as of last year, and it's encouraged for suppliers to use eInvoicing to interact with the government.

How suppliers can use eInvoicing

Complying with eInvoicing mandates can seem complex, but breaking it down into a series of steps can simplify the process:
  1. Assess your current software: Begin by evaluating your current invoicing software. Determine if it can generate eInvoices in the required format (usually PEPPOL BIS Billing 3.0) and if it is compatible with compatible with eInvoicing in Australia and New Zealand.
  2. Choose an Access Point provider if your software doesn’t already: If your software doesn't have an Access Point in the background, select an accredited Peppol Access Point Provider to facilitate your eInvoicing transactions. These providers act as intermediaries, ensuring secure and compliant transmission of eInvoices between your business and government agencies.
  3. Upgrade your software: If necessary, make the required adjustments or upgrades to your invoicing software to generate eInvoices compatible with the Peppol eInvoicing framework. Your software Provider can guide you in this process.
  4. Register on the Peppol network: Register your business on the Peppol network. This involves obtaining a Peppol ID which is normally just your ABN or NZBN, which uniquely identifies your business for eInvoicing transactions. You should already have a Peppol ID.
  5. Test Transactions if your software isn’t already eInvoicing enabled: If your software isn’t already eInvoicing enabled, you may need to conduct test transactions with your chosen Access Point Provider to ensure that everything is functioning correctly.
  6. Communicate with your government clients: Inform your government clients that you are ready to send eInvoices through the Peppol network. Coordinate with them to ensure a smooth transition.
  7. Implement eInvoicing as standard: Once you've completed these steps, make eInvoicing your standard invoicing method for government transactions. You may also have other customers, not in government, who can also receive eInvoices.

Benefits beyond compliance

eInvoicing can enhance your efficiency, reduce administrative costs, minimise errors, and facilitate faster payments. Plus, it positions your business as a forward-thinking and compliant partner, potentially opening doors to more government contracts and business opportunities.Want to learn more about signing up to eInvoicing with your government customers? Get in touch with our team below.

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Getting the most out of your onboarding for eInvoicing

Onboarding your suppliers to eInvoicing can be a challenge – there’s often little knowledge about it, suppliers are time-poor and it’s just not high on their priority list. Some of our customers have been hugely successful, achieving and even exceeding their onboarding goals, so we know that being prepared for your onboarding project is critical.

Segment your suppliers

We often suggest staging your onboarding. Businesses often start with their larger-volume suppliers, or if they know who, those who are already eInvoicing enabled. This is often a quick win and can provide insights to improve the process with your other suppliers. For example, stage 1 could be those already eInvoicing enabled and setting a timeline of up to three months.

Find out more about your suppliers’ eInvoicing capability

It pays to find out what software your suppliers are using. By finding this out you can learn if the software they’re using is eInvoicing capable already. There are a few ways you can do this:
  1. Take a look at the emails they use to send you PDF invoices today
  2. Survey your suppliers
  3. Search for you supplier’s ABN or NZBN in the Peppol directory.

Prepare your communications

You’ve segmented your suppliers now it’s time to get in touch with them. It’s important to use different channels and focus on educating your suppliers and giving them time to prepare. So in your communications you should include a few things:
  • what eInvoicing is and what the benefits are
  • explain how they can get started, mention what software is eInvoicing enabled and don’t forget we provide a free service, Colladium
  • be clear about what you need them to do like the date you want them to start sending eInvoices and the fields they need to include
  • stick to simple terminology
  • promote incentives that you can offer suppliers to entice them to implement eInvoicing.

Now, start writing

There are a few types of communications that you need to put together. You have a communication for each of these stages:
  • First email describing what eInvoicing is and the benefits and what’s next in the eInvoicing implementation.
  • Another email about when you’re ready to onboard a supplier
  • When a supplier hasn’t started sending eInvoices

Go beyond just email communications

Get help from others

Determine the touch points of your suppliers within your business – your procurement team, your finance team, account managers or someone else. Educate these people so they know what eInvoicing is, its benefits to your suppliers and any other important information, so they can reiterate the message when speaking with suppliers. Not only does this help with creating more transparency of the process internally but also helps get more insights from those who are dealing with suppliers on a day to day.

Use various communication methods

Think about using communications methods such as:
  • Webinars to teach suppliers what eInvoicing is, its benefits and how to get started. It could be worth even going through the process for those who use the major accounting packages, so they can see just how easy it is.
  • Create an email signature that reminds suppliers to send eInvoices.
  • Adding a note to your purchase orders, like a banner in the PDF and/or a message in the email you send, is a good way to get the message across to the right person.
  • Add a page on your website about eInvoicing.

Consider your business-as-usual plan

You’ll need to consider your business-as-usual plan, or your plan for onboarding new suppliers. Make sure to include that eInvoices are used so this is clearly communicated to new suppliers.Want to learn more about onboarding suppliers to eInvoicing? Get in touch with our team below or download the our whitepaper here.

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