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 gaining insights by asking customers directly or send an informal survey about 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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EDI and APIs: Is it one or the other?

In the ever-expanding digital landscape, two powerful tools, Electronic Data Interchange (EDI) and Application Programming Interfaces (APIs), are pivotal in shaping how data is exchanged in the business world. While these technologies serve distinct purposes and have unique characteristics, they also share common goals.

Understanding EDI

Electronic Data Interchange (EDI) is a well-established message standard for exchanging structured business documents between trading partners. EDI has been a trusted format for decades and is often used in supply chain management, particularly in industries like retail, manufacturing, and healthcare. Here's a brief overview of EDI:
  • Structured format: EDI uses structured data formats, such as EDIFACT or X12, which define the layout and content of documents.
  • Legacy system integration: EDI excels at integrating with legacy systems, making it valuable for industries with established practices.
EDI messages can be sent and received over any protocol (including APIs) in real-time and in batch.

Understanding APIs

Application Programming Interfaces (APIs), in contrast, haven’t been around quite as long as EDI. APIs are sets of rules and protocols that enable different software applications to communicate with each other in real-time. APIs have opened the possibility of industries of all types to start connecting business systems and data.

Finding common ground

Now that we've explored the key differences between EDI and APIs, we should recognise their shared objectives:
  • Data exchange: Both EDI and APIs are used for exchanging data efficiently and accurately between systems and organizations.
  • Efficiency: They aim to streamline processes, reduce manual data entry, and minimise errors, ultimately improving operational efficiency.
  • Business integration: Both technologies promote business integration, allowing different systems to work harmoniously together.
  • Enhanced communication: Whether through structured formats (EDI) or other connections (APIs), both solutions enhance communication between systems and trading partners.
In the world of data exchange, EDI and APIs are two formidable players, each with its unique strengths and capabilities. Often they are both pitted against each other but the reality is that both can be utilised together. APIs can be used with EDI and we are seeing more and more business take advantage of this. We frequently connect to customers' ERP systems via APIs to exchange EDI messages in real-time. Our Gateway solution has the flexibility to work with all types of connection protocols whether it’s API or another. Some of the key positives of a MessageXchange gateway, include:
  • One central connection between systems, mediating between systems, connection protocols, file formats and trading partners/businesses.
  • Having full visibility of data exchange activity
  • Ability to transform and manipulate data
  • Ability to see errors and act, or build in escalation processes.
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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Ensuring Secure eInvoicing: Safeguarding Your Financial Data

In today's digital world, eInvoicing has emerged as a cutting edge technology for businesses in Australia and New Zealand. Streamlining the invoicing process, it offers numerous benefits such as faster payments, reduced errors, and improved efficiency. However, with the growing adoption of eInvoicing, ensuring the security and privacy of financial data has become more crucial than ever. In this article, we’ll delve into the significance of security and data privacy in eInvoicing, shedding light on the measures businesses should take to safeguard their financial information and build trust in this transformative invoicing method.

The importance of data security in eInvoicing

In an era of advanced cyber threats and data breaches, prioritising the security of sensitive financial data is paramount. eInvoicing involves the electronic exchange of confidential financial information between buyers and suppliers. But the Peppol network, which is governed by the ATO and MBIE here in Australia and New Zealand, govern the eInvoicing network and have measures in place that each Access Point must adhere to. At MessageXchange, we take security even further to maintain the integrity of your business and protect your stakeholders' trust.

Encryption: the first line of defence

One of the fundamental security measures in eInvoicing is encryption. This process involves encoding the data during transmission, ensuring that only authorised parties can decipher the information. Implementing robust encryption protocols helps prevent unauthorised access and eavesdropping during data transfer, safeguarding your financial data from potential breaches.

Secure data storage

Beyond secure transmission, it’s equally important to focus on secure data storage. Access Points in particular should adopt secure servers and data centres that comply with industry standards for safeguarding data. Regular backups and stringent access controls must be in place to minimise the risk of data loss or unauthorised access. All MessageXchange data is securely stored in Australia and regularly backed up by our Australian-based team.

Compliance with data protection laws

Compliance with data protection laws, such as the Australian Privacy Act and the New Zealand Privacy Act, is non-negotiable. Businesses engaged in eInvoicing must understand and adhere to the legal obligations regarding the collection, storage, and use of personal and financial data. Being compliant not only ensures data security but also enhances your reputation as a responsible entity.

Multi-factor authentication (MFA)

Implementing multi-factor authentication (MFA) is a powerful way to enhance the security of your eInvoicing system. By requiring users to provide two or more forms of identification before accessing the system, MFA adds an extra layer of protection against unauthorised access attempts. MessageXchange uses MFA, giving more security to our customers’ accounts.

Selecting trusted eInvoicing partners

When choosing an eInvoicing Access Point, it is crucial to conduct due diligence. Look for reputable companies with a proven track record in data security and compliance. Seek out providers, like MessageXchange, that adhere to industry standards and certifications, such as ISO 27001, to ensure the highest level of protection for your financial data.Want to learn more about eInvoicing for you business? Ask our experts by getting in touch below.

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Choosing the Right EDI Service Provider: Factors to Consider

Electronic Data Interchange (EDI) enables seamless data exchange and facilitates efficient supply chain management. As businesses in Australia and New Zealand continue to embrace EDI, selecting the right EDI service provider becomes a critical decision. The market offers a few providers, and making the right choice can significantly impact a company's success. In this blog, we will explore the essential factors to consider when choosing an EDI service provider in the ANZ region.

Industry expertise

One of the most critical factors to consider is whether the EDI service provider has expertise in your specific industry. Different industries have unique requirements and compliance standards. An EDI provider with experience in your industry will understand these nuances, ensuring a smooth implementation process and providing tailored solutions that align with your business needs. MessageXchange has been helping businesses in retail, supply chain, manufacturing and more, excel with EDI for more than 20 years.

Scalability and flexibility

As your business grows, your EDI requirements may evolve as well. It is crucial to choose a provider that offers scalable solutions, capable of accommodating increasing transaction volumes and expanding business needs. A flexible EDI service provider can adapt to your changing requirements, saving you the hassle of switching providers down the line.

Integration capabilities

The EDI service provider should be able to seamlessly integrate with your existing systems, such as Enterprise Resource Planning (ERP) software, Warehouse Management Systems (WMS), and other business applications. Integration simplifies data exchange, reduces manual intervention, and enhances operational efficiency across your organisation. Check with your prospective EDI provider what they support for you both now, and as your business grows.

Compliance and security

EDI involves the exchange of sensitive business data. Therefore, data security and compliance are all important factors. Ensure that the EDI service provider adheres to industry-standard security practices and complies with data privacy regulations. Like MessageXchange, look for certifications such as ISO 27001 to confirm their commitment to data security.

Customer support and reliability

Prompt and reliable customer support is crucial when dealing with EDI. Like MessageXchange, look for providers with locally based support teams for fast acting support. Check customer reviews and testimonials to gauge the reliability and responsiveness of the EDI service provider.

Customer support and reliability

Prompt and reliable customer support is crucial when dealing with EDI. Like MessageXchange, look for providers with locally based support teams for fast acting support. Check customer reviews and testimonials to gauge the reliability and responsiveness of the EDI service provider.

Cost and pricing model

Evaluate the pricing model of the EDI service provider. Some providers charge per transaction, while others offer subscription-based pricing. Consider the cost implications based on your transaction volume and choose a pricing model that aligns with your budget and business strategy. Be aware of any hidden fees or additional costs that may apply.

Interoperability with trading partners

In the interconnected world of EDI, the ability to collaborate with multiple trading partners is crucial. Ensure that the EDI service provider has a robust network of trading partners across Australia and New Zealand, as well as globally. Compatibility with various EDI standards, such as EDIFACT and XML, is essential for seamless data exchange.

Implementation and onboarding process

The onboarding process should be well-structured and efficient. A reputable EDI service provider will have a clear implementation plan and dedicated support to guide you through the setup phase. Avoid providers that promise quick setup without proper planning, as this may lead to complications later on.Want to learn more about how MessageXchange can help with your EDI needs? Ask our experts by getting in touch below.

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The role of access points in eInvoicing

eInvoicing has emerged as a game-changer in streamlining invoicing processes around the world. One key element facilitating the adoption of Peppol eInvoicing is the presence of service providers, or Access Points. Read on to see what they are and why they’re important.

Facilitating connectivity

Access Points act as intermediaries, connecting businesses to the eInvoicing network. They provide the technical infrastructure and expertise to integrate with the Peppol network and exchange eInvoices between trading partners.

Ensuring compliance

Access Points play a vital role in ensuring compliance with Peppol eInvoicing standards set by the OpenPeppol and the local Peppol authorities, the Australian Taxation Office (ATO) and the Ministry of Business, Innovation and Employment (MBIE). This ensures that eInvoices exchanged between you and your customers and suppliers meet the required standards, including data structure, formatting and security protocols.

Data validation and enrichment

Some Access Points offer features that enhance the quality and accuracy of eInvoices. Through automated validation, they can check invoice data for accuracy, ensuring that it meets the necessary requirements and is error-free. Access Points may also offer enrichment capabilities, such as automatically populating missing information or validating invoice line items against relevant catalogues, improving efficiency and reducing manual efforts.

Integration with existing systems

Integrating eInvoicing with existing accounting and enterprise resource planning (ERP) systems can be seen as a challenge. Service providers understand this challenge and offer solutions that seamlessly integrate with businesses' existing software infrastructure. This integration enables businesses to generate eInvoices directly from their existing accounting systems, eliminating the need for manual data entry or switching between multiple platforms.

Supplier onboarding and support

Service providers assist businesses in onboarding their suppliers onto the eInvoicing network. They offer guidance and support, helping suppliers understand the benefits of eInvoicing and providing tools for seamless onboarding. We offer our customers and their suppliers a free eInvoicing portal, Colladium, so suppliers can easily create and send eInvoices from a web browser. MessageXchange also use dedicated customer support teams based in Australia to address any technical issues or queries that businesses or their trading partners may encounter during their eInvoicing journey.

Access Point providers are crucial enablers in the successful adoption of eInvoicing in Australia and New Zealand. Their expertise, infrastructure, and support facilitate connectivity, ensure compliance, enhance data quality, enable system integration, and provide assistance throughout the onboarding process. By partnering with a reliable Access Point, businesses can accelerate their eInvoicing implementation, reduce costs, improve efficiency, and strengthen relationships with trading partners.

Why choose MessageXchange?

  • Experience
    Over 20 years' experience in eInvoicing and EDI, providing automation services for some of Australia's largest companies.
  • Onboarding solutions
    We offer Colladium for free so you can easily onboard your suppliers and customers to send and receive e-invoices.
  • Based in Australia
    Local support, account management and technical teams.

Getting started

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Check your software

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Our team connects you to the Peppol eInvoicing network

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Go live!

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Getting started with EDI as a supplier: a step-by-step guide

Electronic Data Interchange (EDI) has emerged as a transformative technology for streamlining supply chain operations, enhancing efficiency, and improving communication between trading partners. As a supplier, adopting EDI can offer numerous benefits, from reducing manual processes to increasing order accuracy. Have a read through this step-by-step guide, to walk you through the process of getting started with EDI.

Step 1: Understand the benefits and requirements of EDI

Before diving into EDI integration, it is crucial to familiarise yourself with the benefits and requirements of this technology. Have a look into the advantages EDI offers, such as improved efficiency, reduced errors, and improved visibility of your supply chain. Gain insights into the specific EDI requirements and standards prevalent in the Australian market, including formats like EDIFACT and XML, as well as communication protocols like SFTP and AS2.

Step 2: Assess your business needs and objectives

Evaluate your business needs and objectives to determine how EDI can align with your overall strategy. Identify pain points in your current processes, such as manual data entry or lengthy order fulfillment cycles. Establish goals you wish to achieve through EDI integration, such as faster order processing or improved customer satisfaction. This assessment will help you tailor your EDI implementation to address specific challenges. You may initially be looking for compliance with your customer’s request, but also think about how to make it work for you.

Step 3: Research and select an EDI solution

Do some research to find the most suitable EDI solution for your business. Look for reputable EDI service providers that offer robust features, scalability, and compatibility with Australian trading partners. Consider factors such as ease of implementation, customer support, and cost-effectiveness. MessageXchange provide options for suppliers to meet their EDI requirements.[vc_column_inner width="1/2" css=".vc_custom_1565317545162{padding-top: 0px !important;background-color: #00b7f1 !important;}"]

EDI Webforms

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EDI Gateway

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Exchange EDI messages from an easy-to-use web portal

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Exchange EDI messages directly from your software

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Fully comply with over 20 retailers’ EDI requirements

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Comply with your customers’ EDI requirements, or onboard your suppliers to electronic trade

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Generate SSCC labels that can be printed on an office printer

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Remove double handling

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Have traceability and history of orders

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Generate custom reports

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Receive email notifications when a new order arrives

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Add your own business process management and validation

Check out our blog on what EDI solution is best for your business.

Step 4: Engage with your retailer partners

Normally your retailer partners will specify their requirements like EDI formats, document types, and communication protocols. They’re also likely to have a roadmap for onboarding to EDI with them, including a testing process. It’s important to keep open communication with retailer partners ensures a smooth transition to EDI and helps foster strong relationships built during the transition to EDI.

Step 5: Plan and prepare for integration

Create an integration plan that outlines the steps, timeline, and resources required for successful EDI implementation. Identify the internal stakeholders involved in the process, such as IT, operations, and customer service teams. Collaborate with your EDI solution provider to map your existing business processes to EDI workflows, including order processing, invoicing, and inventory management. Define roles and responsibilities, establish testing procedures, and set realistic milestones for each phase of the integration.

Step 6: Test, validate and refine

Testing and validation are crucial to ensure a seamless EDI integration. Collaborate with your retailer partners to conduct testing, including the exchange of sample documents. Validate the accuracy and reliability of data transmission and interpretation. Identify and resolve any issues or discrepancies encountered during testing. Continuous refinement based on feedback and results will help fine-tune your EDI processes and improve overall efficiency.

Step 7: Train your team and monitor performance

Provide comprehensive training to your team members involved in EDI processes. Educate them on EDI protocols, and best practices. Familiarise them with the EDI solution and its functionalities. Encourage ongoing learning to ensure your team stays updated with industry trends and advancements in EDI technology. Additionally, implement monitoring and performance tracking mechanisms to assess the effectiveness of your EDI integration and identify areas for further optimisation. Want to learn more about how MessageXchange can help with your EDI needs? Ask our experts by getting in touch below.Want to learn more about how EDI could help solve your business issues? Ask our experts by getting in touch below.

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