15/07/2021

eInvoicing for micro and small businesses

Changing processes can be hard for any business, especially small and micro ones. And with more and more businesses embracing eInvoicing, the pressure to join them is growing quickly. Here are a few reasons to get eInvoicing working for you:
  • Your larger business partners are starting to expect it
  • To take advantage of government incentives
  • You’ll get paid faster
  • You’ll be ready for a possible eInvoicing mandate.
The best place to start is to work out if your existing software can handle eInvoicing. Talk to your software provider to see what their eInvoicing options are.

Your best options and how to set them up

The web portal solution

eInvoicing web portals allow quick, easy eInvoicing, you just need web access and a browser. With the simple interface you can create and email eInvoices for free with our partner, Colladium. Benefits
  • no need for additional software
  • sending and receiving is free
  • receive eInvoice responses
  • easy set up.
How to get started with Colladium
  1. join Colladium enable eInvoicing when you sign up
  2. create and send an eInvoice. You’ll be notified if there’s a customer response or status update.
  3. start receiving eInvoices.

The plug and play solution

Some eInvoicing access points have plug and play integrations with major software providers so you can use your software to send and receive eInvoices. MessageXchange offers this for MYOB AccountRight (the web version) and the New Essentials. Benefits
  • integration in minutes
  • Use existing software
  • If your customer provides them, you get alerts when your invoice is being reviewed, paid and more.
Getting started with MYOB eInvoicing through MessageXchange
  1. Connect with your MYOB account and sign up to eInvoicing through MessageXchange
  2. Raise an invoice. You’ll be notified if you get a response back
  3. Login to see your balance, to top up and more
Learn more about our plug and play MYOB eInvoicing solution.

eInvoicing Connect with MessageXchange

We make enabling eInvoicing easy, even with sophisticated software like TechOne Ci Anywhere. Benefits
  • Quick to implement
  • Low cost
  • Uses your existing software
  • If your customer provides them, you get alerts when your invoice is being reviewed, paid and more.
How to get started with eInvoicing connect
  1. Complete this form
  2. Our team will be in touch to complete your setup
  3. Start sending and receiving eInvoices! Too easy…

To sum up...

  • There are lots eInvoicing options for small and micro businesses.
  • eInvoicing doesn’t have to be complicated or impact your existing processes.
Talk to our team about getting started with eInvoicing.

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E-invoicingSuppliers

29/06/2021

Creating an eInvoicing compliance program to onboard your suppliers

If you’re onboarding a lot of partners, knowing all parties can send and receive eInvoices is very important. But this is where it gets complicated and time consuming, unless you have an eInvoicing compliance program.

What is an eInvoicing compliance program?

It makes sure ensures suppliers learn how eInvoice you complete with the information and format you need. This could be to make sure your two-, three or four-way matching works, or to make sure the data can be input into your software correctly, or even to help with your automated approval processes.

What does a compliance program check for?

Normally they check:
  • each eInvoice features the information you need, like a purchase order number or payment details
  • the invoice only has characters that your software can accept, like no special characters or adherence to character limits
  • all the elements are in the right place.

There are two types of compliance programs…

1. Manual

  1. a supplier sends you an eInvoice
  2. you review it closely to ensure it meets your criteria
  3. you ask your supplier to amend any issues
  4. you manually repeat this via phone/email until they get it right (particularly time consuming if you’re onboarding a lot of suppliers)
As you can see, manual processing takes a lot of time. In fact, you might even need a few temps get you through.

2. Automated

With an automated program like Colladium it’s a lot easier.
  1. You tell us your requirements
  2. we configure the workflow and business rules
  3. you invite your suppliers to register on Colladium
  4. your supplier upload their eInvoice to Colladium, which automatically reviews it and lets suppliers know if there’s any problems
  5. This 100% automated process keeps repeating until everything is perfect. No temps or staff involved. Just maximum productivity and full visibility of each supplier’s progress.

Why an automated program?

  • It’s a lot less hassle, no phoning/emailing to suppliers to fix errors
  • It’s cheaper
  • It’s 100% automated so no extra staff needed
  • Your team’s free to get on with their jobs.

How to work out if you need an automated compliance solution

Ask yourself, do you:
  • have a lot of suppliers to onboard?
  • lack time and resources?
  • have set invoicing rules for suppliers?
  • don’t want valuable staff time wasted running a manual system?
If you answered YES to any of these then the answer is YES! Get in touch with our team today to learn more about eInvoicing compliance programs.

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E-invoicingRetailers

28/06/2021

The benefits of an eInvoicing mandate for software providers

Right now, a lot of software providers are holding back on enabling eInvoicing due to low demand. However, an eInvoicing mandate would completely change this in 3 ways.

1. Demand for eInvoicing enabled software will explode

If there’s a mandate, businesses will be scrambling for eInvoicing solutions. And while existing customers will want to use their current software, businesses without a financial software will want one ASAP.

2. Welcome to your new revenue stream

You could offer eInvoicing as a premium feature for existing customers or as a standalone product for businesses. Lots of options.

3. Your competitive advantage is waiting

Software that allows eInvoicing will be a differentiator. Xero and MYOB are currently offering eInvoicing to their customers.

MessageXchange offers two solutions to help you integrate eInvoicing

eInvoicing Gateway

  1. Choose your protocol and file format and we’ll connect you.
  2. We translate your file into the Peppol eInvoice file format.
  3. When you or a customer sends or receives an eInvoice, we’ll facilitate it through the Peppol network.
  4. We can help you provide additional services for your customers, including:
    • Reporting To allow your customers to get more insights from the eInvoices they receive or even to track the number of eInvoices exchanged.
    • Business process management To allow you customers to add additional checks on eInvoices they receive like dates being in the future or having a PO number on the eInvoice and build escalation processes around them.
    • And more.
  5. There are minimal changes needed on your side.

eInvoicing Connect

Our eInvoicing Connect product makes it easy for your customers to get onboard to eInvoicing. We connect to your cloud-based software so your customers can subscribe to a low cost solution. Contact us to find out more. Get in touch with our team to learn more about how eInvoicing can improve your business.

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E-invoicingRetailers

11/06/2021

Five reasons you should start issuing eInvoices to your government customers

The Australian economy is starting to repair itself after the economic challenges faced from the pandemic. Even before the pandemic hit, the Commonwealth government identified eInvoicing as a key driver to improve the economy and in the latest budget, committed $15.3m to accelerate the adoption of eInvoicing. All federal government agencies will need to have the ability to receive eInvoices by July 1, 2022. State and local government agencies, as well as the business community are also encouraged to follow suit in adopting eInvoicing.While we can see notable benefits for the government, the benefits of eInvoicing for suppliers to government shouldn’t be overlooked.

Here are five reasons you should start issuing eInvoices to your government customers:

Save money

Peppol eInvoicing is completely paperless and suppliers who adopt eInvoicing can reduce processing costs by over one third. The ATO estimates the cost to process a PDF invoice to be $27 and the cost of processing an eInvoice to be less than $10. eInvoicing provides increased accuracy, so suppliers will save costs from reduced errors and requests for re-issues and customer service calls. Your employees can use this time on other important tasks.

Get paid faster

The Commonwealth government has announced a five day payment policy for suppliers who issue peppol eInvoices and have contracts valued under $1m. Government agencies will pay their suppliers within five days or pay interests on late payments.

Fewer Rejected Invoices

An eInvoice is transmitted electronically from the supplier’s software to the buyer’s software, eliminating manual processes and a lot of errors. As a result of the reduced errors, the risk of invoices getting rejected is lowered.

Improve productivity

eInvoicing is almost instant, so suppliers can be confident their customers will receive eInvoices straight away. Suppliers can be kept up-to-date on the status of the invoices through the eInvoice response message to see if their customer has received the eInvoice, whether it’s been approved and submitted for payment, reducing the need for follow up calls and emails. eInvoicing also reduces the number of disputes lodged as a result of its increased accuracy.

Eco- friendly

eInvoicing is environmentally friendly as there is practically no use of paper and energy used in production and transportation of paper invoices is reduced. You also do not have to worry about the physical space used to store the paper invoices or worry about losing them! If you’re a government supplier and are interested in learning more about eInvoicing and it’s benefits for you, request a call from our eInvoicing experts below.

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E-invoicinggovernment

24/05/2021

Reason for State Government agencies to implement eInvoicing

eInvoicing is growing globally with governments all around the world recognizing its benefits and financial incentives. The rising popularity of eInvoicing can be seen in countries like UK, India, Singapore and US. The National Informatics Center reports that in India, more than 49 million eInvoices were exchanged in October 2020 and in the USA, the eInvoicing market is expected to grow by US$ 15.49 billion between 2021 and 2025. Governments are implementing electronic invoicing as a way to digitise trade activities. Australia also boosted electronic invoicing by announcing mandatory adoption for all federal agencies by July 2022. As a part of the digital business plan, the Commonwealth government is promoting digital transformation to create new opportunities and drive productivity on a national level. The 2021 Federal budget commits $15.3m to accelerate adoption of Peppol eInvoicing in Australia. Many state agencies still rely on traditional invoicing processes, which result in barriers to business activities, errors and inefficiency. But with the growing movement around eInvoicing in Australia, state government agencies should start to prepare now for eInvoicing, rather than wait until it’s mandated.

Why should state governments consider adopting Peppol eInvoicing?

Piggy back off the work the Federal Government is doing

The Federal government has mandated adoption of eInvoicing among its agencies by the 1st of July 2022. Piggy back off the hard work they’re doing to get their suppliers on board while eInvoicing is hot. Once the suppliers to federal government get on board, you can capitalise by onboarding those same suppliers to eInvoicing. Invoicing software providers are also getting on board now, getting ready for their supplier to issue invoices to Government agencies. The eInvoicing conversations are happening now, so now is the time to strike.

Save time and costs when processing invoices- helping on the road to post-Covid recovery

Processing paper-based invoices has some disadvantages- its costs more, needs more infrastructure and there are high chances of errors. A paper based or a PDF invoice can cost up to $30 because of the amount of time used to manually process them whereas processing an eInvoice costs less than $10. State governments can save costs immediately by adopting eInvoicing. It can significantly reduce manual processes and help to reduce costs.

Increase security

Paper based or PDF invoices bears the risk of being compromised because they’re either handled manually or is sent via email. An eInvoice is electronically sent from the supplier to the buyer which reduces this risk. Additionally, cyber-attacks are increasing and risks will only grow in the near future. eInvoicing is an effective way to secure your agency’s financial information and also reduce the risk of security breaches. Yes, it’s still digital, but there are strict measures in place, like encryption in transit and at rest, and ATO-certified processes that service providers need to meet. eInvoicing enhances security and reduces the risk of duplicate and fraudulent invoices which costs the state governments millions of dollars every year.

Streamline internal processes

Administrative processes within agencies take significant amount of employee time and effort. eInvoicing helps in automating these processes which results in improved administrative efficiency and cost savings for the government. It also ensures that suppliers get paid faster and makes the process of invoice management transparent. eInvoicing across all levels of government can help agencies to work more efficiently, save costs and maintain service to drive economic growth. The Australian Taxation Office (ATO) has already mandated eInvoicing for all federal agencies. Now is the right time for state government agencies to transition to eInvoicing rather than scrambling to adopt it when the requirement is extended. If you’re interested in learning more about eInvoicing, request a call from our eInvoicing experts below.

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E-invoicinggovernment

20/05/2021

Benefits of an eInvoicing mandate for businesses

The possibility of an eInvoicing mandate for Australian businesses is generating a lot of talk. Right now, the government is seeking feedback on the best way to do this. While mandates can be daunting, this one offers businesses significant benefits.

Direct benefits

  • faster payment
  • automated invoicing processes
  • reduced costs and paper use
  • fewer errors
  • improved security.
Check out our Benefits of eInvoicing for businesses infographic for more.

Businesses will get paid faster

At any given point it’s estimated that unpaid invoices for Australian businesses total $26 billion. According to sources, eInvoicing will reducing payment times and:
  • improve on-time payment by 15%+
  • reduce processing time by up to 65%.

$28b saved over 10 years

Australia exchanges 1.2 billion invoices p.a. eInvoice processing is around 70% cheaper than traditional invoice processing, saving the economy an estimated $28 billion over 10 years.

Business has a reason to get onboard

A mandate will hasten the crucial digitisation of business. More eInvoicing means more businesses on the network making it work better for users, delivering significant benefits for everyone.

The broader digitisation of business and trade

We can all agree digitisation is the future. eInvoicing simplifies trade for many businesses by reducing processes and international trade barriers while improving systems and providing more growth opportunities.

More software will allow eInvoicing

An eInvoicing mandate for business will drive software providers to integrate eInvoicing into their products.

What we’ve seen from other mandates

In Australia Single Touch Payroll (STP) was mandated. It forced employers to disclose payroll and tax information to the ATO after every payday. Without it, businesses would still be using an error prone, paper-based and manual reporting system. Employees would also need a PAYG summary when they do their tax returns.

So, what’s the takeaway of a possible eInvoicing mandate?

An eInvoicing mandate would kick off great things for Australian businesses as they streamline their legacy processes and reduce costs. But adoption is key and an eInvoicing mandate will ensure this. Get in touch with our team to learn more about how eInvoicing can improve your business.

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E-invoicingRetailers

23/03/2021

Three reasons to act now for eInvoicing

eInvoicing is growing in popularity around the world but particularly in Australia and New Zealand. Now is the time to get started with eInvoicing. Not just because of the benefits eInvoicing brings, but also because of the financial incentives. Many businesses are also looking to improve their reporting and analytics through the use of eInvoicing. So, here are three reasons to act now for eInvoicing.

Faster payments

We’ve seen organisations promote discounts or faster payments for eInvoices. A prime example is the Australian federal government announcing 5 day payments to suppliers who send eInvoices for contracts less than $1 million. For businesses with poor cash flow, particularly small businesses, this can make a huge difference. And even if you’re not able to secure guaranteed discounts or shorter payment terms, the average eInvoice is processed in 5 days (compared with 23 days for a regular invoice).

Real-time insights

Another reason to jump on eInvoicing is that it makes it really easy to get financial data for more accurate decision making. eInvoicing significantly improves the accuracy of your data because of the automation and reduced manual inputting. With eInvoicing, you can generate reports and analytics in an instant. eInvoicing can capture data such as:
  • the number of invoices sent and received
  • the value of invoices sent and received
  • the number of invoices rejected and accepted.
It allows you to monitor everything from the convenience of one platform. And because it’s digital, you can access your financial data from anywhere with internet.

Efficiencies to your business

The benefits eInvoicing brings to both buyers and sellers is also a reason to act now and implement. These include:
  • Cost savings Studies have found that it costs $30.87 to process a paper invoice, $27.67 a PDF invoice, and only $9.18 to process an eInvoice.
  • Easier invoice processing Removes the need for unnecessary data entry - the invoice just appears in your software.
  • Fewer errors Because much of the data entry is removed.
  • Exchange of invoices directly to and from software To reduce the risk of invoices going astray, reduce the time to receive them and reducing data entry errors.
  • Secure Security measures, like encryption at rest and in transit, are implemented throughout the eInvoicing network so your data remains secure along the way.
If you’re interested in learning more about getting your teams ready for eInvoicing, request a call from our eInvoicing experts below.

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E-invoicinggovernment

16/03/2021

Getting your IT department ready for eInvoicing

Preparation is key when implementing eInvoicing, especially with your internal teams. Your IT team will be a particularly important cog in your journey. Here’s how we suggest getting your IT team ready for eInvoicing.

Introduce them to eInvoicing

eInvoicing is a pretty new thing, so not everyone is going to know about it. It can helpful to go over the basics including:
  • what eInvoicing is
  • how it works
  • an introduction to Peppol
  • an introduction into Access Points.

Let them know how it will impact them

It’s a good idea to review the changes your IT team will need to make before you implement eInvoicing. These could include asking your team:
  • what eInvoicing is
  • will new hardware or software need to be purchased?
  • will additional resources be needed to implement eInvoicing?
  • does your eInvoicing service provider or Access Point adhere to your security policy?
They’ll also be able to tell you if your software is eInvoicing enabled, allowing you to start sending and receiving eInvoices. If it isn’t eInvoicing enabled, your IT team will need to work with an Access Point. Your IT team should be able to answer questions from you Access Point, including:
  • Can your software produce the Peppol file (this is the file type that’s used through the eInvoicing network)?
  • Is your software cloud based or on-premise?
  • What connection protocol can your software work with? E.g. API, sFTP, AS2, etc.

Create progress meetings

Keeping track of progress is important in any project. A good way to go is to organise meetings with your internal departments, including your IT team, to set actions and monitor progress. Having these meetings in place will ensure deadlines are met and your project doesn’t go over deadline.

Start testing

This stage of eInvoicing is critical as it determines whether everything is working correctly. Your IT team will need to work with your Access Point in order to ensure the connection between them and your software is working. This normally involves sending a file and ensuring it is correctly received, and receiving a file to make sure it’s processed correctly on your end.

Create a process for issues

If any issues arise, you need to have a process in place to deal with them. It’s important to plan ahead to make it clear what each of your internal teams, including IT, need to deal with. There are a few scenarios that IT may need to assist with when using eInvoicing, including:
  • if a supplier says they’ve sent an invoice but you can’t see it in your software
  • if your team are contacted by a supplier who’s received a notification to say their invoice has been rejected.
Having a clear plan for these types of issues is important to reduce delay of payment for your partners. If you’re interested in learning more about getting your teams ready for eInvoicing, request a call from our eInvoicing experts below.

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E-invoicinggovernment

04/03/2021

Three common challenges onboarding suppliers to eInvoicing and how to overcome them

Three of the most common challenges we hear about when customers have onboarded their suppliers to eInvoicing are:
  • lack of knowledge from those you’re onboarding
  • getting buy-in from those you’re onboarding, and
  • sticking to your timeline.
But luckily we’ve got some suggestions for these challenges.

Lack of knowledge

Because it’s still in its infancy here in Australia and New Zealand, you might find that the partners you’re onboarding to eInvoicing only have a very basic understanding of what it is and how it works. This can make it hard for them to feel comfortable enough to make the move. The best way to overcome this is to give them the information they need. Start with the basics like:
  • how eInvoicing works
  • Introduce Peppol
  • what’s in it for them
  • explaining Access Points and what they do
  • where and how to find an Access Point.
It’s also important to make sure your partners don’t fall for any myths about eInvoicing, like it being costly or that it takes a long time to implement. There are free eInvoicing solutions out there that are easy to get setup and use (like colladium.com – it takes minutes to get started), and even paid services can cost as much as a phone plan and take less than a day to set up. Promoting the opportunities and savings of eInvoicing is also a really great way to diminish concerns. Another thing you should pass on to your partners is any business requirements you might have. Things like having due dates in the future or having invoice numbers with no symbols.

Getting buy-in from those you’re onboarding

Another commonly-reported challenge is getting buy-in from your partners. The lack of knowledge (like we’ve spoken about above) doesn’t help to start with, but often the concept needs to be sold to them and some may need to be hand-held. Firstly, be clear on why your organisation has chosen to use eInvoicing. It could be to enable faster payments, improve processes or something else. The next thing is to promote the benefits eInvoicing can have on your suppliers’ businesses. This is the sell. Think about things like:
  • Cost savings Studies have found that it costs $30.87 to process a paper invoice, $27.67 a PDF invoice, and only $9.18 to process an eInvoice.
  • Easier invoice processing Removes the need for unnecessary data entry - the invoice just appears in your software.
  • Faster invoice payments The average eInvoice is processed in 5 days (compared with 23 days for a regular invoice). Or if you’re promising so pay eInvoices in a certain time, mention that here.
  • Fewer errors Because much of the data entry is removed.
  • Security Security measures, like encryption at rest and in transit, are implemented throughout the eInvoicing network so your data remains secure along the way.
I mentioned above that some of your partners might need some hand-holding. So keeping regular contact during the onboarding process can be useful too. Have a think about:
  • Holding information sessions and webinars to educate your partners This can also be a great indication of who might be interested in onboarding and prioritise them first.
  • Listing eInvoicing providers This makes it easier for your partners to get onboard. Having low or no cost solutions are always more likely to entice your partners. MessageXchange provides a free tool, Colladium, for customers to get their partners started.
  • Making direct contact Pick up then phone and chat them through it. They might just need someone to talk them through it one-on-one.

Keeping to your timeline

If this is your first rodeo, you mightn’t know what to expect. After all, how long is a piece of string? Firstly, be realistic about the timelines you set for yourself. And call on the expertise of your Access Point provider. The likelihood is that if you’ve chosen a reputable, experienced company, they’ve seen this done many times over. Putting together a comprehensive communication and implementation plan puts you in the best position. Make sure you put together a timeline of your communications and the groups you’ll be sending it to. This will help you stay organised and ensure you don’t miss any communications to your suppliers. Another thing you can do is plan ahead for the changes at your end. Break down what each department will need to do in preparation, and when you’ve gone live to send and receive eInvoices. Don’t forget we’ve got this whitepaper, A guide to successfully onboarding trading partners to eInvoicing. Check it out if you’re new to this all. There might be some things in there you haven’t thought about before. If you’re interested in learning more about onboarding partners to eInvoicing, request a call from our eInvoicing team below.

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E-invoicingRetailers

16/02/2021

The benefits of eInvoicing for Government: An infographic

eInvoicing is gaining popularity especially with government. The Australian government has even mandated the use of eInvoices for government agencies by July 2022. This is how many invoices are sent annually in Australia and New Zealand:With that amount of invoices, you can imagine the savings to the economy that could be made by switching. Here are other benefits that government agencies can expect by moving to eInvoicing:

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E-invoicinggovernment

04/02/2021

Getting your accounts payable department ready for eInvoicing

eInvoicing can help businesses improve their processes and save money. But often the success is dependent on the collaboration within the business – how well you can bring everyone on the journey. One of the key departments to be involved is accounts payable.

Think about your accounts payable team’s current processes and how they’ll change

The processes of traditional invoicing and eInvoicing can be different for your accounts payable team. Traditional invoicing looks something like this:
  1. Receive email with PDF invoice
  2. Send to accounts payable team
  3. The invoice is downloaded, reviewed and approved
  4. Accounts payable inputs invoice information into relevant software programs
  5. Invoice is paid and archived
eInvoicing cuts out a lot of the manual processes by automating the inputting into your software. It looks a bit more like this:
  1. The seller sends the invoice electronically from their software. The invoice is sent, almost magically, through the Peppol network directly to the buyer’s accounts payable team’s software.
  2. Accounts payable match the received invoice against the PO for payment authorisation.
As you can see, your accounts payable team’s processes will change with eInvoicing – they’ll no longer have to input invoices into their software.

Planning for eInvoicing

There are a few things you can do to plan ahead for receiving eInvoices.

What’s in it for them?

Figuring out what’s in it for each team when it comes to eInvoicing, is an important step to bring them along on the journey. In this case, your accounts payable team won’t need to spend nearly as much time on entering invoices into your software. And if you’ve setup automated matching in your software, the automation could handle with mismatches like incorrect prices, or the absence of a purchase order number – something that your accounts payable team would have handled in the past. So all in all, it’ll mean less work for them, and more time they have to spend on the more important things.

Knowledge sharing

You not only need to get buy-in from each team, but you also need to make sure they’re armed with all the information they’ll need. It’s worth running a session with your accounts payable team to explain to them:
  • what eInvoicing is
  • what’s in it for them
  • what will change for them
  • what’s in it for your customers and suppliers
  • what the process be for your customers and suppliers
  • what questions they might get from suppliers and how to answer them
  • and who to contact for help.

Who will look after the supplier onboarding and communications?

If you’ve decided that your accounts payable team hold the relationship with your customers and suppliers, you might task them with the onboarding and communications. Skill the team up before the rollout to make sure they’re well equipped with the information and collateral they need, as well as making sure they’re familiar with what you’re asking of your customers and suppliers. We’ve got a handy resource you can use as a starting point, ten steps to successful community onboarding.

What if something goes wrong?

Your accounts payable team need to be ready if things go wrong or if they get curly questions and know what process to follow. If a supplier says they’ve sent an invoice but they can’t see it in your software, should they contact your IT team or Access Point provider? If your team are contact by a supplier who’s received a notification to say their invoice has been rejected, who should your accounts payable team contact? It’s also worth having a plan for the case that your suppliers can’t send an eInvoice because of an issue on their end. Perhaps you offer email as a last resort. If you’re interested in learning more about getting your accounts payable ready for eInvoicing, request a call below.

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E-invoicingRetailers

03/02/2021

Traditional invoicing vs eInvoicing: An infographic

This isn’t sending a PDF and or sending an email, eInvoicing is software to software and 100% automated. By comparing traditional invoicing and eInvoicing we can see just how efficient e-invoicing can be for both buyers and sellers.

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E-invoicingRetailersSuppliers