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.Ready to implement and onboard your partners to eInvoicing? Get in touch with our experts below.

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To get the full benefit of eInvoicing, your trading partners need to be on board too. eInvoicing delivers its biggest wins when invoices flow directly between systems—no PDFs, no emails, no manual handling. So how do you bring your suppliers, customers, or contractors along for the ride? Here are some practical, proven ways to encourage your trading partners to adopt eInvoicing.

1. Communicate the benefits

Don’t assume your partners understand what eInvoicing is—or why it matters. Provide a simple, clear explanation of:

• What eInvoicing is (machine-to-machine, not email PDFs)
• How it benefits them. Some of the main ones are:
  • faster accounts payable invoice processing
  • fewer errors which can cause payment delays
  • better security due to business needing to be registered on the Peppol network
  • lower admin and finance costs from streamlining processes.
• What you’re looking to gain from the transition including objectives you’re looking to achieve. This could be automating invoice processing, reducing invoicing related costs and more.

2. Make it easy to get started

The easier it is for your partners to get going, the more likely they are to say yes. Consider:

• Sharing step-by-step guides (we have a few on our website) or links to government resources. Some businesses even set up an eInvoicing onboarding pack—a short PDF or landing page with everything a supplier or customer needs to get started.
• Letting them know about what software is eInvoicing-ready like Xero, MYOB, QuickBooks, or others they may already use.
• Offering to connect them with a Peppol access point or solution provider, like us. You can even direct them to our web portal, Colladium, where they can send eInvoices for free!

3. Start with key trading partners

You don’t need to convince everyone at once. We often recommend a batch approach to onboarding but start with:

• your highest-volume suppliers or customers
• partners who are open to innovation
• those already using digital systems like eInvoicing or cloud accounting.

Getting this information from your partners may not be all that straight forward but you can send out surveys or chat with internal departments to segment partners into categories. Once you build momentum with a few, you can use those success stories to encourage others.

4. Offer incentives or benefits

Where possible, give trading partners a reason to prioritise eInvoicing. Using incentives is a great way to get them involved, it could be things like offering faster payment terms for eInvoices. In fact, this is something government agencies currently provide for their suppliers, with many promising five day payment for eInvoices.

5. Collaborate, don’t push

eInvoicing adoption is a journey—especially for smaller businesses that may feel overwhelmed by change. Instead of pressuring your partners, offer:

• support and follow-ups throughout the process
• a contact person for questions or troubleshooting
• a clear channel for feedback.

Relationships matter. The more helpful and proactive you are, the more likely they are to follow your lead. Communication is key for your partners so make sure you keep them updated on your journey.Ready to implement and onboard your partners to eInvoicing? Get in touch with our experts below.

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eInvoicing is gaining momentum across Australia and New Zealand, but with that comes plenty of misconceptions. From concerns about complexity to confusion about what eInvoicing actually is, these myths can slow down adoption and prevent businesses from realising the benefits. The reality is, eInvoicing is designed to make invoicing simpler, faster, and more secure – but misinformation often stands in the way. In this blog, we’ll unpack some of the most common myths we hear and set the record straight.

Myth 1: eInvoicing is just sending PDFs via email

One of the biggest misconceptions is that eInvoicing simply means emailing a PDF invoice. But it’s not. eInvoicing refers to the direct exchange of structured invoice data between accounting systems via the secure Peppol network, without the need for manual data entry. Unlike PDFs, true eInvoices are machine-readable, automatically processed and help reduce errors. This ensures greater accuracy, faster processing and a smoother experience for businesses.

Myth 2: eInvoicing is only for large enterprises

Many small businesses assume that eInvoicing is only for corporations with complex financial systems. eInvoicing is designed to benefit businesses of all sizes, especially SMEs that struggle with late payments and administrative costs. Governments in Australia and New Zealand are actively encouraging small business adoption, with incentives and resources available to make the transition easier. Including faster payment times helping improve cash flow. We provide our web portal, Colladium, for small businesses to send and receive eInvoices for free!

Myth 3: eInvoicing is expensive and hard to implement

Some businesses fear that switching to eInvoicing requires a costly software overhaul. The truth is, most accounting platforms like Xero, MYOB and QuickBooksalready support eInvoicing, often at little or no extra cost. While there may be an initial learning curve, the long-term savings from reduced admin, fewer errors and faster payments outweigh the effort of implementation.

Myth 4: My customer isn’t using the same software as me, so I can’t send eInvoices to them

eInvoicing works with any software, so anyone can use it. It operates through the Peppol network, which uses Access Points, like MessageXchange, to send and receive eInvoices. Think of it like a mobile network – just as Telstra, Optus and Vodafone connect calls regardless of the phone you use, Access Points enable eInvoicing, no matter what software you have.

Myth 5: eInvoicing is not secure

With increasing cyber threats, security concerns around eInvoicing are understandable. However, eInvoicing is actually more secure than traditional invoicing methods.

• Peppol eInvoicing operates on an encrypted network, reducing the risk of invoice fraud and email phishing scams.
• Unlike emailed PDFs, which can be intercepted and altered, eInvoices go directly from one accounting system to another, eliminating tampering risks.

While clearing up these common myths helps paint a more accurate picture of eInvoicing, it’s also important to acknowledge that implementing eInvoicing isn’t without its challenges. Even with the right information, businesses may still face hurdles when it comes to adoption and rollout. Let’s take a closer look at some of the key challenges organisations encounter on their eInvoicing journey.

Challenge 1: Lack of awareness and understanding

A major hurdle to adoption is that many businesses simply don’t know what eInvoicing is or why it matters. Without clear guidance, it can seem like an unnecessary change. Governments and industry bodies are ramping up education efforts. Businesses can also consult their accounting software providers to see how easy it is to enable eInvoicing. Even if one business adopts eInvoicing, it only delivers full benefits when trading partners also come on board. Businesses can encourage suppliers and customers to make the switch by highlighting efficiency gains and compliance benefits. Governments are also offering incentives to drive adoption.

Challenge 2: Resistance to change

Many businesses are reluctant to move away from familiar processes, especially if their current invoicing system “works just fine”. The transition to eInvoicing doesn’t have to happen overnight. Businesses can start by enabling eInvoicing within their existing software and adopting it gradually. The benefits –faster payments, fewer errors, and reduced admin – will quickly prove its worth.Want to get more information on eInvoicing for your organisation? Get in touch with our experts below.

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This year has been a big one for eInvoicing in both Australia and New Zealand. Governments have rolled out new initiatives to boost adoption, and we’ve also seen some technical updates to eInvoicing messaging to put us in good stead going forward. There are now nearly 200,000 businesses and 461 government agencies able to receive eInvoices and more than 1.5 million eInvoices have been sent in Australia and New Zealand, while the number of eInvoices sent each month has more than triple in New Zealand. Let’s take a look at the highlights of the year and what we can expect in 2025 and beyond.

Australian Budget 2024: eInvoicing funding for the next four years

The Australian Government’s 2024 budget included significant investments in digital technology and fraud prevention, with eInvoicing playing a key role. Here are some of the main announcements:

• Funding for eInvoicing: The Australian Taxation Office (ATO) has been allocated $23.3 million to maintain the national eInvoicing network for the next four years. This funding will also help promote eInvoicing adoption to improve cash flow, reduce payment redirection scams, and boost productivity for small businesses.
• Payment Times Reporting Scheme: The Australian government have committed $25.3 million over four 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.

Peppol PINT A-NZ Billing: A move towards international interoperability

To improve interoperability between regions, the Peppol PINT specifications have been introduced by the Australian and New Zealand Peppol authorities. These specifications differ from the A-NZ Peppol BIS 3.0 standards we’ve used since 2018. Key changes include:

• Updates to the UBL file exchanged between Access Points.
• Changes to the registration and lookup of receiving capabilities in the Service Metadata Publisher (SMP).

If you handle accounts payable eInvoices, you’ll need to be ready to receive the new PINT A-NZ format. While senders can start using the PINT A-NZ specification now, it will become mandatory from 15 May 2025. Check out our blog to learn more about the PINT specifications changes.

New Zealand Government procurement changes

Starting January 2026, around 135 New Zealand government agencies, including major ones like ACC, Waka Kotahi (NZ Transport Agency), Health NZ, and NZ Police, will need to:

• be able to receive eInvoices.
• pay 95% of domestic trade eInvoices within five business days.

Additionally, agencies that send more than 2,000 invoices annually will need to send them as eInvoices. These changes aim to lift productivity and improve public sector efficiency by adopting smarter ways of working. Faster payments will also help small businesses with limited cash flow.

Xero enable eInvoicing for more New Zealand businesses

Xero took a significant step in increasing eInvoicing adoption by enabling the service for all New Zealand users, except those who have opted out, mirroring its earlier rollout in Australia. Xero customers can access eInvoicing at no additional cost, making it easier for businesses to adopt this streamlined invoicing process. This move aligns with the New Zealand government’s efforts to increase eInvoicing adoption nationwide. By enabling eInvoicing for a broader user base, we'll see uptake increase and see more New Zealand businesses embrace more efficient invoicing practices.

What’s expected in 2025

Looking ahead to 2025, we can expect some key developments in the eInvoicing space:

• Consultation on Supplier eInvoicing: The New Zealand Government will consult with businesses on requiring certain government suppliers to send eInvoices, as part of the Government Procurement Rules. Outcomes are expected to be reported in February 2025.
• New Message Types: There’s a possibility of introducing order messages, including purchase orders, to the eInvoicing network. While Peppol has specifications for these messages, they haven’t been implemented yet.

Additionally, agencies that send more than 2,000 invoices annually will need to send them as eInvoices. These changes aim to lift productivity and improve public sector efficiency by adopting smarter ways of working. Faster payments will also help small businesses with limited cash flow.Ready to have a look at eInvoicing for your organisation? Ask our experts by getting in touch below.

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The New Zealand Government has recently changed their procurement rules for suppliers. These changes look to benefit suppliers, particularly small and medium business, with their cash flow. Here’s a breakdown of the changes.

What changes are coming?

The New Zealand government is updating its procurement rules to expand the use of eInvoicing across a wider range of public agencies, and has set a target for agencies to pay eInvoices in 5 days, in a view to boost efficiency and support businesses. These changes were announced by Economic Development Minister Hon Melissa Lee and Small Business and Manufacturing Minister Hon Andrew Bayly on the 5th of November 2024. Starting January 2026, about 135 government agencies, including major ones like ACC, Waka Kotahi (NZ Transport Agency), Health NZ and NZ Police, will need to be able to receive eInvoices and pay 95% of domestic trade envoices within 5 business days. Agencies who send over 2,000 invoices per annum will also be required to send them as eInvoices. Michael Alp, the eInvoicing Executive Sponsor and Chief Operating Officer at MBIE, emphasised the benefits already being seen by businesses, such as faster payments, better cash flow, reduced administrative work, and improved security. The push towards eInvoicing is expected to streamline transactions, minimise errors, and reduce the risk of payment fraud, creating a more efficient and reliable payment system for New Zealand’s public sector suppliers. The Government will also begin consulting with businesses on requiring certain government suppliers to send eInvoices as part of the Government Procurement Rules, with he outcomes to be reported back to Cabinet in February 2025.

Why are they being introduced?

The Government is ambitious about lifting New Zealand’s economic productivity and improving public sector efficiency, which means adopting smarter ways of working. Prompt payment is especially important for small businesses which have limited cash reserves – an unpaid or late invoice can be the difference between being able to pay staff on time or not. Having invoices paid on time can mean a world of difference to small and medium sized businesses

How to get started with eInvoicing

The best time for government agencies and businesses alike to get started with eInvoicing is now. For government agencies, earlier implementation means avoiding the rush. For businesses, it means getting faster payments earlier. The process to get started is easy:

1. Look at your business processes This is to understand your current business processes and where eInvoicing could fit. It’s important to set objectives for your eInvoicing and have buy in internally.
2. Review software capabilities
   • Does your software support eInvoicing?
     • If so, to what extent? Some software providers will offer a fully-integrated solution, while others might produce a file and customers will have to find their own Access Points.
     • Does eInvoicing require an update or an additional cost?
   • Does your software produce the Peppol file? If it doesn’t, your Access Point may be able to translate the file to the Peppol format.
   • Is your software cloud based or on-premise?
   • What connection protocol your software can work with?
3. Find an access point Look at access points and the solutions they provide, a few things to think about should be:
   • Technical capability Make sure they can get you connected with your partners and the Peppol network quickly and easily. You should also be looking for a provider that can offer other services to future proof your investment.
   • Experience It is important to know about your provider’s experience and how they keep up to date with eInvoicing developments.
   • Pricing and support Understand exactly how you will be charged and what support you will receive to avoid any conflict in the future.

Check out our A guide to adopting eInvoicing whitepaper to learn more here.Want to get started with eInvoicing? Ask our experts by getting in touch below.

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You might’ve heard about the Peppol PINT A-NZ Billing specification recently, as all Peppol users in Australia and New Zealand will soon have to adhere to the new standard. But what is it? Well, it’s pretty technical, but we’ve tried to spell it out in plain English below.

What is PINT A-NZ Billing?

It’s a new specification that is being mandated by the local Australian and New Zealand Peppol authorities. It’s a slight change from the existing A-NZ Peppol BIS 3.0 specification we’ve used since 2018. It mainly impacts:

1. The UBL file that is exchanged between Access Points (and in some cases, onto the software)
2. The registration and lookup of receiving capabilities in the SMP (service metadata publisher).

What are the changes?

There are four main changes in the new PINT A-NZ Billing specification:

1. New identifier values

Basically, in the UBL file that Access Points exchange between each other, there will be a field in there that specifies the specification that message is using – either the A-NZ Peppol BIS 3.0 specification or the new PINT A-NZ Billing specification.

2. Wildcard scheme

At the moment, each organisation registered has specific information registered in the SMP (service metadata publisher), which is basically the master registry for Peppol. Usually it’s your Access Point who will manage the registration for you. It holds information such as:

1. your identifier (like your ABN, NZBN or GLN)
2. the identification type (whether it is an ABN, NZBN or GLN)
3. the message(s) you can receive (such as invoices, credit notes, business response messages).

And now, it will hold the Peppol PINT specification(s) you can receive. For example, if you can receive all PINT specifications, like from Australia and New Zealand, Japan, Singapore and everywhere else, your entry would have “pint:billing-1*” – the wildcard (*) denoting you can receive all. However, if you can only receive the A-NZ PINT specification, your registration would have “pint:billing-1@aunz-1”.

3. Business rules

Basically, the rules in the specification have been tidied up – some identifiers of the rules have changed, some rules have been rationalised and redundant rules have been removed. Also, rules that used to have a ‘warning’ have been removed, given they added little value.

4. Publication of the specification

The new specification is published on the OpenPeppol website like the previous specification was, but this one is documented in a better, more usable format, with the ability to drill down via semantic or syntax definitions and users can easily navigate between related objects.

Why are these changes being made?

Many regions have their own Peppol specifications designed for the local market and practical use cases within that region. For example, the EU, Singapore and Japan have their own specifications. The idea behind the new PINT specification is to achieve interoperability between regions. The new PINT standard is an umbrella specification that can be specialised to create new specialisations.

What’s the practical impact for those sending and receiving eInvoices?

From what we’ve seen, the change is usually being made by the party who produces the Peppol UBL eInvoice, or consumes it. We’ve seen these two examples:

1. The accounts payable/receivables software exports/imports the Peppol UBL file

In this case, the software may need to make changes on their side, given they export/ingest the Peppol UBL file, which is the file affected by this change.

2. The Access Point maps the Peppol UBL file to/from the Peppol UBL to the accounts payable/receivable’s software’s native format

In this case, it’s usually the Access Point who can make the change and build this change into the map that goes to and from the sender and receiver’s software. Of course, whichever scenario you’re in, we always recommend thorough testing before going live.

What are the dates to be aware of?

If you’re receiving accounts payable eInvoices, you must be able to receive the new PINT A-NZ specification by Friday the 15th of November 2024. Senders can start sending eInvoices in the PINT A-NZ specification from that date, but must send them in that format from the 15th of May 2025.

Does this mean you can send and receive cross-border Peppol eInvoices now?

If your Access Point and software supports receiving eInvoices in different regions’ specifications, the answer is yes. As for sending Peppol eInvoices overseas, it depends on what your customer’s Access Point and software can support.Want to learn more about Peppol PINT A-NZ Billing requirements? Fill in the form below to get in touch with our experts.

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