How to run a pilot for eInvoicing

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

Why run a pilot program?

There are a few benefits to using a small group of partners to pilot eInvoicing. Before jumping into a full rollout, a pilot allows you to:

• test processes and system compatibility
• get feedback from real users on the onboarding process
• identify any gaps or issues early before a full rollout
• prove value to stakeholders
• build internal buy-in across teams.

It’s your chance to learn and adjust, without disrupting the business.

Step 1: define clear goals

Setting goals is the first thing to do when putting together a pilot. Have a think about what you want to achieve. Some common pilot goals include:

• successfully sending and receiving eInvoices via Peppol
• integating eInvoicing into your existing AP/AR systems
• measuring improvements in processing time, accuracy, or cost
• identifying training or change management needs.

Step 2: choose a pilot group and communicate to them

Your pilot group should be small but representative of how your business operates. When you’re looking at partners for the pilot, ideal candidates may:

• already using eInvoicing
• already using eInvoicing-compatible systems like Xero or MYOB
• have a good working relationship with your team
• are open to trying new digital processes.

If you don’t already know which partners meet these criteria, consider sending out a short survey or questionnaire. This will help identify suitable candidates quickly and efficiently.

Once you’ve selected your pilot group, the next step is clear and effective communication. When reaching out, be sure to:

• explain the purpose and goals of your eInvoicing project, including how it benefits both you and your partners
• provide simple steps to help them get started
• outline any requirements, such as mandatory invoice fields or business rules
• set clear expectations, including timelines and support available
• use straightforward, jargon-free language.

Finally, it’s wise to avoid launching with your most complex or high-risk accounts. Begin with those more likely to support a smooth and successful pilot—this will help build momentum and confidence for broader rollout.

Step 3: setup your systems

Work with your IT or software provider or your Access Point to:

• enable eInvoicing functionality (some software like Xero and MYOB already support it)
• setup validation rules and automation (if applicable)
• register your business (ABN, NZBN and/or GLN) on the Peppol network
• test your ability to send and receive Peppol-compliant eInvoices.

Make sure both your finance and IT teams are involved to ensure smooth technical- and process alignment. When your partners are ready you start sending run through some testing. You can get them to send an eInvoice to you and then you can check for any issues or errors. Another way to do things is using our message compliance testing. It allows partners to test their files to your requirements through a web portal where they can upload eInvoice files.

Step 4: train your team

Give your team who are managing the pilot program a clear understanding of:

• what’s changing and why
• how to send, receive, and process eInvoices
• what systems or steps to follow
• who to contact if something goes wrong
• what they should be communicating with your trading partners

Keep it simple. Quick reference guides or a short training session are often enough for a small pilot.

Step 5: review, optimise and plan next steps

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