18/06/2025

EDI vs manual processing across the supply chain

As your business grows, the way you manage your supply chain can either drive efficiency or cause chaos. Below is a breakdown of how manual processes compare to EDI at each major stage of the supply chain, so you can see exactly where the value lies.

Ordering (purchase orders)

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Manual processing

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Electronic Data Interchange (EDI)

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Orders are emailed manually

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Orders are sent automatically from your system to the supplier’s

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Prone to typos or data entry errors

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Less manual inputting improving data accuracy and consistency between systems

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Delays due to back-and-forth communication

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Close-to-instant transmission speeds up the order cycle

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Difficult to track changes or confirm receipt

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Built-in acknowledgements and logs ensure visibility

Order confirmation

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Manual processing

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Electronic Data Interchange (EDI)

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Suppliers send confirmation via email or phone, or don’t even send any confirmation

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Order acknowledgements are sent straight from the supplier to the retailers’ software through EDI

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Retailers need to manually input updates from supplier

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Status updates from suppliers flow directly into retailers’ ERP or inventory system

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Easy to miss changes in quantity or delivery dates

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Changes are tracked and recorded in real time

Inventory and stock updates

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Manual processing

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Electronic Data Interchange (EDI)

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Inventory is updated manually,often after goods arrive

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Inventory systems update stock levels as soon as dispatch or shipment notices are received

Shipping and logistics

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Manual processing

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Electronic Data Interchange (EDI)

Difficulty in coordinating warehouse receiving or delivery planning

Warehouses can prepare ahead of time with barcoded SSCC labels with pallet info and shipment breakdowns

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Shipping info is shared by email or phone, often with limited detail

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Advanced shipping notices (ASNs) give full visibility into what’s coming, when and how

Receiving goods

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Manual processing

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Electronic Data Interchange (EDI)

Extra admin to update stock and finance systems

Automatic updates across inventory and finance platforms

Errors in quantity or items are common and slow to resolve

Faster receipting with digital matching of items and quantities

Reporting and analytics

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Manual processing

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Electronic Data Interchange (EDI)

Data is scattered across emails, spreadsheets, and paper

Centralised data from across your supply chain

Hard to get a full picture of performance or issues

Built-in dashboards and alerts make it easy to track key metrics

Invoicing and payments

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Manual processing

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Electronic Data Interchange (EDI)

Invoices are emailed as PDFs or hard copies are left with the stock or posted

Invoices are transmitted electronically and validated automatically against other order information

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Manual data entry into accounting system

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Invoice data flows straight into your accounting software

Prone to errors and delays, causing payment disputes

Faster, cleaner approvals reduce days outstanding and improve cash flow

Ready to update your manual processes with EDI? Get in touch with our experts.

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18/06/2025

How Peppol Access Points work (and why they matter)

When you dive into the world of eInvoicing, you'll quickly come across a key term: Peppol Access Points. They're at the heart of how businesses send and receive eInvoices securely across Australia, New Zealand, and many other countries. But what exactly are Peppol access points, and why should businesses care about them? In this blog, we'll explain how they work, why they matter and how they make eInvoicing possible.

What is the Peppol network?

Peppol (Pan-European Public Procurement Online) is a secure global framework designed to standardise and simplify the electronic exchange of documents, like eInvoices,between businesses and governments. Australia and New Zealand have both adopted Peppol standards to drive eInvoicing adoption, ensuring that different systems can talk to each other without complex integrations. Peppol isn't a piece of software. It's a set of standards and a network,and Access Points are how businesses plug into it.

What is a Peppol Access Point?

A Peppol Access Point acts like a secure digital post office that connects your business to the wider Peppol network. Instead of every business needing a direct connection to every other business, you simply connect to an Access Point, and your Access Point connects you to the network.

How do businesses use Access Points?

You have two main options to connect to an Access Point: 1. Through your software provider Most cloud-based accounting and ERP software (like Xero, MYOB and QuickBooks) already have built-in connections to an Access Point. This is the easiest option for SMEs—you don't need to do anything extra except enable eInvoicing features. 2. Direct registration with an Access Point provider Larger businesses, or those with larger, more complex systems might choose and register with an Access Point, like MessageXchange, directly. This option offers more flexibility but may require a little more setup. Either way, once connected, you can send and receive eInvoices directly from your finance system, with no PDFs, emails, or manual rekeying.

Why do Peppol Access Points matter?

Here's why Access Points are so important for the success of eInvoicing:

Security: Access Points use encryption and strict verification processes to ensure that documents are securely transmitted between trusted parties, helping reduce fraud and scams.
Interoperability: Without Access Points, businesses would need to build one-to-one integrations with every trading partner. With Peppol, you connect once, and can exchange documents with anyone else on the network, anywhere in the world that supports Peppol.
Speed and efficiency: Because Access Points validate and format invoices automatically, businesses experience fewer errors, faster processing, and quicker payments.
Compliance: Access Points ensure invoices meet Peppol and local regulatory standards (like ATO requirements in Australia or MBIE requirements in New Zealand), reducing the compliance burden on businesses.

Choosing the right Access Point

Choosing the right Peppol Access Point is key to making eInvoicing work smoothly for your business. Here are four things to consider:

Peppol compliance and functionality: Ensure the provider is Peppol-certified and supports both sending and receiving eInvoices. Look for features like automated validation and compliance checks to reduce errors.
Integration flexibility: Check that the provider supports integration with your finance or ERP system. Options like APIs, file-based integration or web portals offer flexibility depending on your setup.
Support and onboarding: Choose a provider with clear onboarding, good documentation and responsive support—especially important if you have multiple entities or trading partners.
Visibility and reporting: Some providers offer better tools than others. Look for invoice tracking, status updates and reporting dashboards to keep your finance team informed.

Learn more in MessageXchange’s blog: 4 things to think about when choosing an eInvoicing Access PointWant to learn more about Access Points and how we can help you implement eInvoicing? Get in touch with our experts below.

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E-invoicing government Retailers Suppliers

21/05/2025

How to build an EDI strategy that scales with your business

If your business is growing fast, the last thing you want is systems that slow you down. That’s where electronic data interchange (EDI) can make a massive difference. But not all EDI setups are built for growth. If you don't plan it properly, you could end up stuck with something that’s clunky, slow and hard to change later on. Here’s how to set up your EDI in a way that’s flexible, future-proof and ready to scale, without giving yourself a headache.

Make it easy to add new partners

If your EDI system is too hard to set up with new partners, it’ll slow down your growth. MessageXchange offers customers a message compliance testing tool where your trading partners can run through your requirements and ensure compliance. The interface is easy to use and prompts them through the whole process. It also doesn’t require further one on one communication with individual partners. Then, once they’ve passed testing, it can take just minutes to set them up in production for them to start exchanging real EDI messages.

Choosing the right EDI provider for you

When you get to this stage there are a few things to look for. Try to find a provider who:

can connect you to lots of different partners
supports the different document types you’ll need now and later
has the capability to translate your files to that of your partners
lets you add new features over time (you don’t have to get everything upfront)
handles Australian and New Zealand standards (and maybe international ones too, if you're planning to export).

Want to learn more about this? Check out this blog.

Make sure your systems can talk to each other

You don’t just want EDI working on its own—you want it connected to your important business systems. Connecting your EDI to your inventory, accounting and point of sales platforms allows you to keep your systems updated and data accurate. This means when you get an order, everything updates automatically. No more copying and pasting. No more mistakes. No more delays. Think about the systems you use now, and plan for the future.

Choose the right support

Think about who’s going to run your EDI day-to-day. Make sure they have access to your EDI provider for any issues that may arise. If you have a strong IT team, you might be able to manage it yourself but if you don’t, get a provider who offers services that you might need.

Build reusable processes

You don’t want to create new rules every time you get a new customer or supplier. Instead, set up smart, flexible processes like one order template that works for all customers, one shipping process that works for full or partial deliveries, and one invoicing system that works for wholesale and retail customers.Want to learn how to implement EDI that molds to your growth? Get in touch with our experts.

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EDI Retailers Suppliers

21/05/2025

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

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E-invoicing government Retailers Suppliers

28/04/2025

How to encourage your trading partners to use eInvoicing

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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E-invoicing government Retailers Suppliers

24/04/2025

EDI in retail: from manufacturer to shelf

In today’s competitive retail landscape, businesses across Australia and New Zealand are under pressure to be faster, leaner and more connected than ever. From the factory floor to the shop shelf, electronic data interchange (EDI) is helping manufacturers, suppliers, distributors and retailers work together more efficiently. By digitising how supply chain partners share information—orders, deliveries, invoices, and more—EDI is making the entire retail ecosystem stronger, smarter, and future-ready.

What Is EDI?

Simply put, EDI (electronic data interchange) is the exchange of business information directly between business software. Think of a purchase order being created in one company’s accounting package, and it ‘magically’ appears in the supplier’s software; no email, no PDF, no manual data entry. Well, it’s not magic, it’s EDI!

Starting at the source: manufacturers and suppliers

The journey begins with the people who make or source the goods – manufacturers and suppliers. When a retailer or distributor places an order via EDI, it lands straight in the supplier’s system, ready for processing. Whether the supplier is sourcing locally or globally, EDI helps them:

confirm product availability
respond quickly to order changes
manage lead times more effectively
send digital confirmations and updates.

Suppliers can also use EDI to communicate with their own vendors, helping them maintain stock levels and plan ahead. For manufacturers, much like suppliers, EDI can automate order processing. Orders for raw materials, make-to-order or custom builds can go straight into their software. For manufacturers who produce on demand, EDI can even integrate with production planning systems to trigger workflows as soon as the order comes in.

Through the supply chain: warehousing and distribution

Once goods are packed and ready to ship, advanced shipping notices (ASNs) are sent via EDI to alert the next link in the chain. These ASNs provide details on what’s being delivered, in what quantities and when. That allows receiving teams to prepare and improves inventory accuracy. With standardised labels and barcode integration (like SSCC labels), goods can be tracked from origin to shelf with minimal manual input.

At the retailer: smarter ordering and replenishment

Retailers can create orders and send them directly to their suppliers’ software. Retailers can get responses back from suppliers to confirm if they can fulfill the order and also receive invoices directly into their software. You can take it even further with the information you get from EDI. When stock drops below a set threshold, EDI can trigger and order automatically to suppliers or distributors, reducing out-of-stocks and avoiding overordering.EDI has applications all across the retail supply chain. Want to learn more about implementing EDI? Get in touch with our experts.

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3PLs EDI Logistics Retailers Suppliers Supply Chain

26/03/2025

eInvoicing busting myths, overcoming challenges and clearing misconceptions

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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E-invoicing government Retailers Suppliers

24/03/2025

Best practices for implementing EDI in supply chain management

Electronic Data Interchange (EDI) is a powerful tool for improving efficiency, accuracy and speed in supply chain management. But simply adopting EDI isn’t enough –you need a solid implementation plan to ensure a smooth transition and maximise the benefits. Whether you’re new to EDI or looking to optimise your existing setup, following best practices can make all the difference. Here’s a step-by-step guide to help you get it right.

1. Get an internal team together

EDI implementation isn’t just an IT project – it affects multiple departments, including procurement, finance and logistics. Form a cross-functional team to oversee the process, ensuring that all key stakeholders are involved from the start. This will help with decision-making, troubleshooting and overall coordination. While putting together your internal team, think about your objectives. Make sure all internal departments are providing input on what they want to EDI to do for them.

2. Look at your processes and identify areas for improvement

Before diving into EDI, assess your current supply chain processes. Where are the inefficiencies? Are there bottlenecks that slow things down? Identify the pain points that EDI can help resolve, such as reducing manual data entry, minimising errors, or improving order fulfilment times. EDI isn’t just about automating transactions –it’s about improving visibility and decision-making. Consider what data you need from your supply chain to enhance forecasting and inventory management. Ensure that your EDI solution supports the exchange of this critical information. No matter where you sit in the supply chain, look at all aspects such as logistics/3PLs, suppliers, retailers, manufacturers, and warehousing.

3. Get your partners involved early

Successful EDI implementation depends on your trading partners being on board. Engage with them early to understand their capabilities, challenges and requirements. Work collaboratively to find solutions that work for everyone. This will help prevent delays and ensure a smoother rollout. Not all your suppliers and customers will be at the same level of EDI capability. Some may already be using EDI, while others might need more support. Make a list of your key trading partners and evaluate their readiness. This will help you prioritise onboarding efforts and address any potential roadblocks. Smaller suppliers may not have the resources or expertise to implement full-scale EDI. A web portal solution can make it easier for them to participate without needing a complex setup. We provide customers with a web portal solution, Colladium, that‘s free to use for your partners to send and receive EDI documents through a simple, user-friendly interface.

4. Plan for onboarding support

Onboarding partners to EDI can be a challenging process, especially for trading partners who are new to EDI. Provide clear documentation and support to help them transition smoothly. Assign a dedicated contact or team to assist with questions that may arise during implementation. Testing EDI messages with your partners is another thing that can take time and resources. A solution we provide our customers is automated message testing. It lets your business partners test the messages they’ll send you, before actually sending them. They’ll get feedback there and then. And no manual checking from your team, your partners do it all on our Colladium web portal. This takes a lot of the heavy lifting off your plate.Want to learn more about implementing EDI across your supply chain? Get in touch with our experts.

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3PLs EDI Logistics Retailers Suppliers Supply Chain

28/02/2025

EDI for small business: Benefits of web portals

Complying with your retailers’ electronic data interchange (EDI) requirements can be confusing and complex. For small businesses, you want to comply in an easy, cost-effective way with minimal impact on your existing processes. This is where web portal solutions, like Colladium, become a viable solution.

How does a web portal solution work?

EDI web portals allow businesses to exchange documents electronically with their trading partners via a web browser. Instead of integrating EDI directly into their internal systems, businesses can log in to a portal, where they manage EDI transactions. You don’t need to install any software or hardware, and no in-depth knowledge of EDI is required. With the web portal, you can easily create, receive, and send all necessary documents, including purchase order responses, advanced shipping notices, invoices, and more.

When is a web portal right for your business?

There are a few reasons you might choose a web portal for EDI over a fully integrated EDI solution:

You trade with a small number of retailers
You’ll receive a small volume of orders through EDI (roughly 30 or less orders a week)
You sell a limited range of products
Your software can’t generate the information required by your customers
You’re just starting out with EDI.

Why choose Colladium for your EDI compliance?

It’s low cost: It's free to trade with many retailers. We also have a range of retailers that you cantrade with for $99 per month to trade and $49 for each additional retailer.
Quick to get started: Register, put in your details and start trading in as little as minutes.
No technical expertise required: A user-friendly interface where you can create all requiremed documents with ease, even advanced shipping notices (ASNs) or despatch advices.
Compliance with rrading partners all in the one place: See all your orders in the one listing and respond to them all in the one, familiar way. Behind the scenes, we make sure that everything your customer needs is covered, down to their validation checks, business rules and more.
Add more integration and functionality – Download orders in CSV or XML format for easy uploading into your software, and share information with your logistics and 3PL partners for them to create the ASN on your behalf, for as little as $49 a month.
Help at your fingertips: We’ve got a comprehensive knowledge base that’ll walk you through how to get started, how to accept an order, issue an ASN or invoice and more. And if you can’t find what you’re looking for there, just get in touch with our Australian-based support team.

Check out Colladium today at Colladium.com

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EDI Suppliers

31/01/2025

From compliance to competitive advantage: How New Zealand’s eInvoicing mandate can set your business apart

The New Zealand Government’s eInvoicing mandate isn’t just a box-ticking exercise—it’s a transformative opportunity for businesses to reimagine their operations. As part of its digital strategy, the government is driving the adoption of eInvoicing through the internationally recognised Peppol framework, aiming to increase efficiency, transparency, and interoperability. A real opportunity lies in how businesses can leverage this shift to streamline processes, foster trust, and gain a competitive edge. This article explores how New Zealand businesses can move beyond compliance to turn eInvoicing into a powerful driver of growth and innovation.

The mandate: What’s the big deal?

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. 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 eInvoices within 5 business days. Agencies who send over 2,000 invoices per annum will also be required to send them as eInvoices. The Government will also begin consulting with businesses on requiring certain government suppliers to send eInvoices as part of the Government Procurement Rules, with the outcomes to be reported back to Cabinet in February 2025.

How eInvoicing gives you a competitive edge

Let’s dive into the real benefits. Sure, compliance is the baseline, but the businesses that treat eInvoicing as more than just a “must-do” will see real rewards.

a) Save time and money

Manually chasing invoices is time consuming, not to mention prone to errors. With eInvoicing, you can automate the whole process, which means:

less admin, fewer mistakes
faster payments hitting your account particularly critical for SMEs
lower costs to process each invoice.

For a small supplier working with government agencies, eInvoicing means you can get paid weeks earlier. That’s a big deal if cash flow is tight.

b) Build better relationships

Imagine being the supplier government agencies know they can count on. You’re not just another vendor—you’re a preferred partner. eInvoicing makes you reliable and easy to work with by:

ensuring your invoices are accurate and sent on time
cutting out disputes over missing or wrong information
creating trust with your customers and suppliers.

c) Use data to work smarter, not harder

Every eInvoice generates a goldmine of data. You can use this to:

spot trends in cash flow or late payments
better understand your financial health
negotiate better deals with suppliers based on insights into your spending patterns.

The businesses that treat eInvoicing as more than just a transactional tool and start tapping into the data are the ones that will stay ahead.

e) Future-proof your business

This Government eInvoicing mandate isn’t the last. Governments and industries are moving fast toward automation, real-time reporting, and other digital requirements. By adopting eInvoicing now, you’re not just solving today’s problem—you’re setting yourself up to adapt easily to whatever comes next. Think of it as building a foundation. Once you’ve got the systems and processes in place, handling future changes will be so much easier.

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E-invoicing Retailers Suppliers

30/01/2025

The human element of EDI

In the world of electronic data interchange (EDI), the focus often leans heavily on technology, automation, and process optimisation. However, the human element is just as critical in ensuring a successful EDI implementation. People drive the planning, execution, and refinement of these systems, making their roles indispensable. Here's how to focus on the human side of EDI for the best outcomes.

Getting your internal team ready for EDI

A successful EDI implementation begins with preparing your internal teams. Keeping everyone on the same page ensures smoother transitions and better outcomes. Open communication is essential. Teams involved must be kept up to date on the project's goals, timelines, and progress. Regular updates and transparency help align everyone's efforts and reduce resistance to change. This group should include representatives from various departments who will work together to oversee the rollout. We think these departments are key:

Management: They’re the ones you’ll need to get onboard for your EDI project to go ahead. You’ll also need them to continue to keep your EDI project on track in terms of timelines and goals.
Information Technology (IT): There’s a bit of technical stuff involved in EDI so they’re the best to tackle those aspects.
Finance: EDI significantly reduces manual inputting for accounts payable and receivable and will improve their processes.
Buying/procurement: EDI will optimise processes when producing and sending purchase orders.
Warehouse: Business operations teams will be able to get the most out of the data received through EDI, particularly information about deliveries.

A cross-functional team ensures diverse insights and facilitates better coordination. It also ensures all your departments are getting the most out of the EDI project.

What people you need for your EDI project

The success of an EDI initiative hinges on having the right people in the right roles. Here are the key areas of expertise you need:

Technical expertise

EDI involves specific technical knowledge. You'll need colleagues skilled in:

Understanding file formats, connection protocols and other aspects of your business software.

Workflow design

Designing workflows that align EDI processes with your business operations is critical. This requires colleagues who can:

analyse your existing workflows and identify areas for improvement.
determine how your EDI solution facilitates your workflow goals and daily operations.

Change management

Adopting EDI often means changing established processes. Specialists in change management help:

guide teams through new workflows.
address concerns and provide training.
plan ahead to ensure a smooth transition with minimal disruptions.

Planning and coordination

Leading an EDI project demands strong project management skills. Your project leader should:

develop detailed plans and timelines.
coordinate activities across departments.
monitor progress and adapt to challenges.

Worried you don’t have people who can cover these areas of knowledge? It’s all good, we’ve been doing data integration for a while so we can help with, or recommend people who can help with some of the expertise areas above. While EDI systems are built on technology, their success depends on the people managing and operating them. By preparing your teams, engaging the right expertise, and fostering collaboration, you can ensure a smooth and successful EDI implementation. Remember, technology may drive efficiency, but it’s people who bring the vision to life.Want to go through your EDI requirements with an expert? Get in touch with us below.

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EDI Retailers Suppliers

17/12/2024

MessageXchange interview series: Peak retail periods and how can EDI help with EDI expert, Kieren James

During peak business times, orders increase, sales increase and overall we see an increase in workload. We sit down with our resident EDI expert, Kieren James, to chat about the challenges businesses face during busy peak periods and explore how EDI can help make things easier.

Q: When are the typical peak periods in retail?

Peak periods in retail typically begin four to six weeks before major events such as Christmas, Easter, Mother's Day, Father's Day, Valentine's Day, Black Friday and Cyber Monday sales. For Christmas, the lead time depends heavily on the type of retail industry you’re in – obviously fresh foods have a much shorter lead time, but generally speaking, activity starts ramping up in late October to early November when forward orders are placed on suppliers. Demand can remain high through early December, if sales remain high. Strong sales lead to additional orders, while weak sales bring demand back to normal. When it comes to Easter, the lead time is shorter, usually around four weeks before the holiday. While Easter isn’t as busy as the Christmas period, demand on suppliers is high leading to longer than usual lead times. The level of demand depends heavily on sales performance in the first quarter of the year. Lower sales will result in higher stock levels required by retailers for the Easter period, while higher sales will lead to lower stock levels and will require additional orders.

Q: What are some of the key pain points for both suppliers and retailers during these times?

Increased workload is an obvious one. For businesses who manually process orders, spikes in activity, like for events such as Father’s Day, can result in a surge of manual tasks, like order processing and invoicing. For instance, going from 10 to 40 orders a week creates a substantial workload increase. Businesses using integrated systems experience less strain, as these solutions handle increased activity more efficiently. Web form portals, while helpful, still require manual intervention, which limits scalability. Another pain point is poor communication across the supply chain and inadequate demand forecasting. Without clear forecasts, suppliers struggle to prepare for spikes, leading to congestion at delivery points, such as store backrooms. This also adds to workload pressures.

Q: Why is important to plan ahead for peak periods?

Effective planning and proactive communication are crucial for managing deliveries and meeting demand during peak periods, both for buyers and sellers.

Scheduling specific delivery windows helps streamline the process, ensuring smoother operations and avoiding bottlenecks. It means retailers can plan for suppliers’ deliveries, ensuring staff are on hand to receive the goods, and it means the delivery partners aren’t waiting around waiting for stock to be unloaded.
Suppliers benefit from analysing retailers' order patterns during busy times and planning accordingly. This preparation reduces the risk of shortages and ensures timely delivery for customers.
Retailers can control key aspects by focusing on accurate demand forecasting and providing suppliers with clear, advanced communication. Offering sufficient lead times gives suppliers the best chance to meet expectations.

Proper coordination between retailers and suppliers is key to avoiding disruptions and ensuring a seamless supply chain during high-demand periods.

Q: How does EDI help to ease these pain points?

There are few ways EDI can help during peak times:

Eliminating manual data entry for both retailers and suppliers not only saves time but also reduces errors, streamlining operations.
Documents like advanced shipping notices and purchase order responses provide retailers with more transparency. These documents offer critical details, such as shipping dates, expected delivery times and what stock can actually be delivered, helping retailers plan effectively.
With better visibility, retailers can schedule manpower more efficiently, ensuring resources are aligned with delivery schedules.
Having data in an electronic format enables smoother payment processes, such as matching purchase orders, deliveries, and invoices to trigger automatic payments, especially with three-way checking systems.

Overall, automation fosters improved coordination, better planning, and faster payment cycles, benefiting both suppliers and retailers.

Q: How do you ensure your EDI setup can handle an increase in orders during peak times?

A few things to look at are:

System design: An efficient system is built by carefully designing processes that ensure the right messages with the right information are delivered to support visibility and informed business decisions.
Data alignment: Keeping data clean and well-aligned within the system reduces errors, ensuring smooth operations and better decision-making.
Capacity planning: Ensuring that your EDI infrastructure and processes can handle current and future data exchange requirements effectively. This involves running stress tests on high volumes of orders, identifying bottlenecks in processes and other performance tests.

A well-designed and maintained system is key to achieving efficiency and minimising errors in business processes.

Q: When should you start looking to implement EDI or switch EDI providers, given peak times?

There's no one-size-fits-all guidance when it comes to this. The amount of time needed to implement an EDI solution with a provider can depend on things like:

whether you're using EDI today or are brand new
whether you need to undergo EDI accreditation testing with retailers and/or suppliers, and how involved and lengthy this process is
whether you need to adjust internal processes to integrate EDI into business-as-usual operations
any training you need to provide to your teams to manage the new processes effectively.

As a very general rule of thumb, it's a good idea to reach out to EDI service providers about three months before your planned go-live date. However, the exact timing can vary, so the earlier the better. When deciding if your EDI provider is a good fit, there are two things to look out for particularly in peak times:

Partnership value: Assess whether partnerships provide value for money and meet service expectations.
System reliability: Digitalising the supply chain is beneficial, but all systems encounter issues at some point. It's important to have responsive support to address challenges promptly and minimise disruptions.

No system is flawless, but proactive planning and strong partnerships can ensure a resilient and efficient supply chain.

Q: Are there other tips you suggest for businesses to get on top of their peak business time pressures?

Take time to plan, it can be hard with pressures of day to day operations but it is important look forward to prepare better for peak times.Want to go through your EDI requirements with an experts? Getting in touch with us below.

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EDI Retailers Suppliers