Many large organisations have processes setup in their accounts payables systems to review invoices and approve them for payment. Often the rules are quite complex and can rely on certain information being present on the invoice for the process to run effectively. Introducing eInvoicing can appear to throw a spanner in the works here, but with MessageXchange, it can make it even easier in automating the presence and validity of the data. Have a look at these tips to help you get the invoice you need the first time around.

1. Ensure a purchase order number is present

If your invoice matching requires a purchase order number to be present, MessageXchange can check that it’s there before sending the invoice onto your software. If it’s not, MessageXchange can automatically reject the invoice and send feedback to the supplier with information as to why it was rejected. Another alternative is to still receive the eInvoice in your software but send a notification to the supplier to ask them to include the order number on their future eInvoices.

2. Ensure the purchase order number is correct

This can be done in a couple of ways – you can check that the order number has the same format of those you issue, like always 10 digits, or starting with certain numbers, or you can even share (automatically, of course) a list of your order numbers from your software, and MessageXchange will check that it matches, before sending the invoice onto you. We can even go one step further and check that the purchase order number and ABN combination are correct.

3. Only receive eInvoices from ABNs you know

Our customers can provide a list of their suppliers’ ABNs. When an eInvoice for the customer comes in, MessageXchange can check the sender ABN against this list. Again, if it matches, we’ll send it onto you. And if not, we can reject it and notify the supplier, or continue to send it onto you while notifying the supplier.

4. Check the BSB and account number

Some invoice approval processes check the BSB and account numbers on the invoice. You can check for correct formatting, or even ensure they match those you have on file. When an eInvoice comes through, MessageXchange can check for these to make sure you get only the eInvoices that you’ll be able to process.

5. Mandate attachments from certain suppliers

If you use an outsourced HR company, for example, and expect timesheets with your invoices, MessageXchange can check that eInvoices from certain ABNs always have an attachment. We can even go one further to specify that the attachment must always be an Excel sheet, for example.All of these checks, and more, can be implemented in your eInvoicing Gateway. These are just some examples, but the only real limitation is your imagination. Have a chat to our team today about how to make sure you get the invoices you want the first time around.

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If you’re just starting out with eInvoicing, or looking for an eInvoicing provider, the process can be pretty daunting and confusing. The good news is, this blog is just for you. Keep reading to find out the A to Z of eInvoicing with MessageXchange.

What is eInvoicing?

For those really new to eInvoicing, have a look at this whitepaper that explains in layman’s terms what eInvoicing is, how it’s used, its benefits and more.Ok, now you’re all up to speed with the basics…

It doesn’t matter what software you use for invoicing

The good news with our eInvoicing service is that it doesn’t matter what invoicing software you use. Our service is software-agnostic, which means we can connect to any software. In the diagram above, your software will be corners 1 or 4. We’ll handle all the nitty gritty between corners 1 and 3 (for sending invoices) and corners 4 and 2 (for receiving invoices) so you don’t have to worry about any added stress of finding new software. After all, we all know what a process and investment changing software can be.

Your software doesn’t support UBL files? No worries

Now that you’re all up-to-date with eInvoicing, you’ll know that UBL is the file format used between Access Points (corners 2 and 3) to exchange eInvoices. In reality, many software packages don’t support this file format. And this is something we’ve catered for. We can take your software’s native file format and translate, or map, this to and from the eInvoicing UBL file. For those non-technical people reading this – usually a software package exports an imports one specific file format, like XML or JSON.

MessageXchange provides both Access Point and SMP services

The introduction to eInvoicing whitepaper describes how the eInvoicing process works. When an eInvoice is received at the sender’s Access Point, it looks up where to send the eInvoice to. This lookup is done in an SMP, or service metadata publisher. So, when you register to receive eInvoices, you’ll need to register your ABN, NZBN or whatever identifier you use, in an SMP. MessageXchange provides this service for free for all its eInvoicing customers so it’s one less thing you need to worry about.

Options to suit every business

We offer a couple of different eInvoicing options, which should suit most, if not all businesses out there.

eInvoicing Connect

This is the perfect option if you want to get up and running quickly and cost-effectively. This product can be used for sending and receiving eInvoices, or just one or the other. It also caters for business response messages, which is sent from a recipient of an eInvoice to a sender to update them on the status of the eInvoice, for example, whether it’s been accepted, rejected, paid and more. We’ve got an existing integration with TechnologyOne CiAnywhere, but if you’re not using that software, you can connect to MessageXchange via SFTP or our AS2 to exchange UBL, XML or CSV files. We have a message implementation guide for our XML and CSV files so you can familiarise yourself with the structure. When it comes to pricing, get setup for as little as $950, which includes registration of one ABN or NZBN. Then it’s just $50 per annum (this covers the subscription to our Access Point) and $50 for a pack of 1,000 credits. One credit covers 1MB of data or part thereof of a single message, including attachments. eInvoicing Connect users get access to a portal, which allows you to view a log of the invoices you’ve sent and received and you can see your credit balance too. Find out more about eInvoicing Connect here.

eInvoicing Gateway

If you’re going to be an eInvoicing power user, or are looking at eInvoicing more strategically, our eInvoicing Gateway is for you. It’s got much more flexibility in that we can connect to any software using any secure connection protocol to exchange any file format (MessageXchange configures maps to translate your format to/from the UBL format). Plus, it’s got additional functionality. Our Gateways allow you to implement business rule validation, which can do things like reject an invoice if it doesn’t have the data you need. It can also enrich invoice data, like adding an internal vendor number based on the ABN it’s sent from, to make sure the invoice data your software receives is what you need. The data enrichment can also cater for outgoing invoices. This helps if your software doesn’t populate all the mandatory eInvoicing information, or the information that your customers require from you. Another benefit of our eInvoicing Gateways is it’s reporting and analytics functionality. Get access to custom reports based on any data in the invoices and even call on data from other sources. One case we’ve seen is top-level reporting on multiple business units. The functionality is all there, but how you use it is really up to your imagination and your business’ needs. Find out more about our eInvoicing Gateways here.

Onboarding suppliers

Yes, getting setup for eInvoicing is the thing we think about first, but onboarding your trading partners is what you’ll turn your attention to once that’s done. With our 20+ years in supply chain trading, we’ve got a few tips at the ready. We’ve developed a guide to help you engage and onboard your supply chain. Plus, we’ve got no- and low-cost solutions for your trading partners to send and receive eInvoices. Just ask us more.

Security is a top priority

We know invoice data is commercially sensitive and that’s why we do everything within our power to keep it secure. We’re ISO27001 accredited, we use encryption in transit and encryption at rest plus a range of other security, DR and BCP processes. Have a look here for more info.Ready to find out more? Have a chat with one of our eInvoicing experts.

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Many organisations are starting to go through the process of finding an eInvoicing provider. Some, particularly larger, organisations need to go through a formal procurement process to find a supplier. Given eInvoicing is a new area for a lot of people, here are some tips to help you write your tender document.

Get to know the ins and outs of eInvoicing

The last thing you want is to be unprepared. Getting to know the basics of eInvoicing makes this process much easier. Make sure you get to know what eInvoicing is and how it works. Learn about the use cases, the benefits, what it will mean for each of your teams (like accounts payable, accounts receivable, IT and others), what it will mean for your customers and suppliers, find out how others have used it as a start.

Get to know what eInvoicing providers provide beyond just eInvoicing

Just like most industries, there are some eInvoicing providers who merely pass the invoice from A to B. But there are others who have capability to do much more. Here at MessageXchange, our powerful software can insert missing information, check the information you require is on the invoice and perform complex lookups, workflows, rules and more. This functionality is particularly useful for organisations who have complex business rules, automated payments and integrations with multiple systems.

Have a clear view of how eInvoicing will fit into your architecture and processes

For smaller organisations, it can be as simple as eInvoices coming in and out of your software. Even in this simple case, you’ll need to know how they will come in and out – through an API, can it drop and pickup files from an SFTP folder or does it need to use another method – and what format they will come in and out in – will it be an XML format, a CSV or something else? For larger organisations, accounts receivable invoices may come out of one system and accounts payable invoices may go into another. You may have a single integration point for any data coming from the outside world, rather than connect to your systems directly. Be very clear on what this process will look like for your company. On the accounts payable side, many organisations have automated matching against an order, or checking the vendor number or ABN or other data. Make sure you know how eInvoices will fit into this process.

Get familiar with your company’s IT policies for external vendors

Some companies require IT vendors to have backup, redundancy and service SLAs. Make sure you’re familiar with what your company requires so you can be clear about this in your tender.

Start writing!

• Document your setup and key information like:
  • The software you use (and go into detail if your setup isn’t straightforward, for example if you have multiple systems)
  • Whether you want to send and/or receive eInvoices
  • How many eInvoices you expect to send and/or receive
• Break it down into sections. Example:
  • Company information
  • Technical requirements
  • Business process requirements
  • Procurement requirements
  • Contract
  • Pricing

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The Government mandate for commonwealth agencies to be eInvoicing enabled was introduced a year ago now. Since then, as an Access Point provider, we’ve seen agencies scramble to get on board and businesses are starting to follow suit. For many, it’s a completely new concept. Their people have needed to get up to speed, their invoicing software hasn’t always been ready, and they’ve had to engage their customers and suppliers to get onboarded. As an Access Point provider, we’ve been privy to how leading organisations have managed the transition to eInvoicing. Here’s how.

Educating themselves about eInvoicing

Getting your head around eInvoicing – what it is and what it means for your business – is one of the most important steps. It’s a new concept for a lot of people, but there are some fantastic resources out there. The Australian Taxation Office (ATO) and New Zealand’s Ministry of Business, Innovation and Employment (MBIE), as the Peppol authorities, have some great information aimed at businesses and Government explaining eInvoicing and its benefits:

• ATO eInvoicing: https://www.ato.gov.au/Business/eInvoicing/
• MBIE eInvoicing: https://www.einvoicing.govt.nz/

Plus, companies who provide eInvoicing services, like us, generally have information available to help you through the process. Here are a couple of our resources:

• An introduction to eInvoicing: https://home.messagexchange.com/resources/whitepapers/an-introduction-to-e-invoicing-whitepaper/
• A guide to adopting eInvoicing: https://home.messagexchange.com/resources/whitepapers/a-guide-to-adopting-e-invoicing/

We’ve found that the organisations who educate themselves well on the concept of eInvoicing and what it means to their business, are better-equipped to implement eInvoicing as seamlessly as possible.

Getting internal teams on board

You might be the one in charge of implementing eInvoicing, but there’s no doubt that it involves a number of teams from IT to accounts payable and accounts receivable and beyond. It’s important you get all the relevant teams involved to make sure their needs are met, so they know how it will impact them and so they can answer any questions they get from others internally or even customers and suppliers. Here are a couple of resources that might help:

• • Getting your IT department ready for eInvoicing: https://home.messagexchange.com/blog/getting-your-it-department-ready-for-e-invoicing/
  • Getting your accounts payable department ready for eInvoicing: https://home.messagexchange.com/blog/getting-your-accounts-payable-department-ready-for-e-invoicing/

Integrating eInvoicing into their invoicing software

The first adopters of eInvoicing here in Australia has been Government agencies. With the mandate in place and a fast-approaching deadline, we’ve seen a number of approaches to get themselves up and running.

Taking a staged approach to implementing eInvoicing

Many of the successful organisations have taken a staged approach to eInvoicing. Some examples we’ve seen are: governments implementing eInvoicing with one agency first then rolling it out to others, starting with a pilot group of suppliers first then rolling out to others, and we’ve even seen some have their MessageXchange Gateway transform eInvoices to suit their software’s current abilities until their software is upgraded.

Using an eInvoicing portal

Another approach when eInvoicing is time-critical is to start with a web portal separate to your eInvoicing software. This is often a good interim step for when you’re only dealing with a small number of eInvoices. Our partner, Colladium, allows organisations to get setup in just minutes and supports both the sending and receiving of eInvoices. Check it out today.

Onboarding their suppliers and customers

Even the most advanced organisations have struggled when it comes to onboarding customers and suppliers. The main reason is that eInvoicing was still in its infancy. We’ve come a long way since then though. Now there are a number of software packages that have eInvoicing built into them. Xero and MYOB, who cover a majority of Australian and New Zealand SMEs, allow their customers to send eInvoices free or at a low cost. The most successful organisations who’ve onboarded their suppliers have been very clear with how the supplier can get eInvoicing ready. They hold webinars, send instructions and make it as easy as possible for suppliers. Many also offer incentives, like five-day payment terms, which is a sweetener for suppliers to get on board. We’re lucky to have been chosen as the eInvoicing Access Point for a large number of organisations and we’ve been privy to how they’ve gone about implementing eInvoicing. If you’re looking to get ready for eInvoicing, have a chat to our team today using the form below.

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eInvoicing may be a relatively new concept for a lot of businesses. Government has led the way on its adoption, but the real benefits are going to be for businesses. In fact, the ATO has estimated that one eInvoice can be processed for up to $20 less than a paper invoice. And if we look at the accumulated costs, this could give an economic benefit of $28 billion over ten years. There’s little wonder we’re seeing interest now from businesses. The ability to create invoices in your accounting software is usually there off the shelf. But that’s not always the case for eInvoicing. If it’s not, there’s no need to stress. This is where we come in. Just a side note – if you’re not yet familiar with how eInvoicing works, check out our whitepaper, an introduction to eInvoicing, here. It explains the whole thing in layman’s terms.

Importing and exporting data from your software

Most software can import and export data. And that’s all we need. You might already be using this sort of functionality today – exporting data in a CSV or XML format to load into other software, to change the data in bulk, or to make some pretty graphs in Excel. If you want to automate the export and import, most software is capable of this too. This means it’ll be done without anyone physically pressing buttons – it’s a task that will run on schedule. Just chat to your software consultant or IT team about this. It should be pretty straightforward though.

Converting your exported file to the Peppol eInvoicing format

As we mentioned above, your software might export a CSV or XML file, or perhaps something else. Unless your software has some sort of eInvoicing capability build in, it’s unlikely to handle the format required by the eInvoicing network (the format is called a UBL, by the way). It’s fine if your software doesn’t though – MessageXchange can convert your file, whatever that might be, to and from the Peppol UBL.

Getting the data to your Access Point

So, your software can import and export invoice files. Now we need to exchange them. The simplest way to get them to MessageXchange will be through an sFTP folder. We mentioned this at the end of the importing an exporting data from your software section. Your IT team can drop your exported files into an sFTP folder, and for incoming eInvoices, they can pick them up and import them into your software. It’s a pretty basic process. If sFTP doesn’t work for you, there are also other options like API, AS2 and more.

Following the same approvals process in your accounts payable software

Many businesses, particularly larger ones, have automated processes in place for approving invoices. If you’re looking to use eInvoicing for accounts payable invoices, there doesn’t need to be any changes to your approvals processes. Just like regular invoices start the process when they’re entered or scanned into your software.

Catering for business rules in your accounts payable software

Some software or approvals processes require certain information on invoices like purchase order number or bank details. MessageXchange’s sophisticated software can cater for this. We can make sure invoices have this information on them before they’re imported into your software. If they don’t meet your criteria, MessageXchange can reject them and notify your supplier. Our software can also check for duplicate invoices, to ensure it doesn’t already exist before it’s ingested, to make sure you don’t pay it twice.

And if all else fails, use a web portal

We’ve seen organisations who need to get eInvoicing-enabled quickly turn to a web portal. This is often a good interim step for when you’re only dealing with a small number of eInvoices. Our partner, Colladium, allows organisations to get setup in just minutes and supports both the sending and receiving of eInvoices. Check it out today. Interested in learning more about how you can get eInvoicing ready? Have a chat to our team today by filling in the form below.

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