Why suppliers still send PDFs after eInvoicing is enabled

Switching eInvoicing on is not just a technical setting. Your accounting software needs the right data, workflows and connections in place so invoices can move smoothly between systems.

Across Australia and New Zealand, eInvoicing uses the Peppol network to exchange invoice information securely between buyers and suppliers. The Australian Taxation Office says many accounting packages already offer eInvoicing, and businesses can often register on the Peppol network using their existing software.

Here’s how to get your accounting software ready.

eInvoicing has been enabled, but not embedded

Switching on eInvoicing is only the first step. To get real value, it needs to become part of your normal invoice process. If suppliers are still told they can email invoices, many will keep doing exactly that. It’s familiar, easy and already part of their routine.

To change this, make eInvoicing the preferred process, not just another option. Update supplier instructions, onboarding documents and invoice submission guidelines so the message is clear from the start.

Suppliers may not know you can receive eInvoices

Some suppliers may have no idea your business is ready for eInvoicing. Others may assume you still prefer PDFs because that’s how they’ve always invoiced you. A simple communication plan can make a big difference.

Tell suppliers that you can receive eInvoices, explain what’s changing, and give them clear steps to get started. Keep the message practical. Focus on fewer errors, faster processing and less back and forth.

They may not understand what eInvoicing is

Many suppliers still think eInvoicing means emailing a PDF. That misunderstanding can slow adoption. It’s worth explaining the difference in plain English.

A PDF invoice is still a document that needs to be opened, read and often manually entered into a system. An eInvoice is structured data sent directly from one system to another through a secure network like Peppol.

The more clearly suppliers understand the difference, the easier it is for them to see why the change matters.

Their software may not be ready

Not every supplier has the same level of digital capability. Some may use cloud accounting software that already supports eInvoicing. Others may be using older systems, spreadsheets or manual processes. That doesn’t mean they can’t participate, they may just need more support.

For smaller suppliers, options like web portals, like Colladium, can provide a simple way to send eInvoices without needing a full system integration. The key is to make the next step feel achievable.

The benefits are not clear enough

Suppliers are more likely to change when they understand what’s in it for them. If the message is only about your business wanting eInvoices, it can feel like extra work. But if suppliers see that eInvoicing can help reduce rejected invoices, cut down admin and support faster processing, the value becomes clearer.

Make the benefits supplier-focused. Instead of saying “we are moving to eInvoicing”, try “eInvoicing helps us process your invoices faster and with fewer errors”.

Old habits are hard to break

Even when suppliers understand the process, some will keep sending PDFs out of habit. This is where follow-up matters. One email announcement is rarely enough. Suppliers may need reminders, support and a gentle nudge when they send PDFs after being asked to use eInvoicing.

You can also involve accounts payable and procurement teams. If they keep accepting emailed PDFs without comment, the old process will continue. If they consistently redirect suppliers to eInvoicing, behaviour starts to change.

There may be no clear deadline

Without a deadline, suppliers may not prioritise the change. A phased approach can help. Start with your highest-volume suppliers, give them a clear go-live date, and explain when PDF invoices will no longer be preferred.

You don’t need to be heavy-handed. But you do need to be clear. Suppliers are more likely to act when they know what is expected and by when.

There is no tracking or accountability

If you’re not tracking supplier adoption, it’s hard to know where the issue sits. You should be able to see which suppliers are sending eInvoices, which are still sending PDFs, and which ones need follow-up. This helps you focus your effort. Instead of sending broad reminders to everyone, you can target the suppliers who need support most.

How to reduce PDFs after enabling eInvoicing

To shift suppliers away from PDFs, focus on a few practical actions. Start by identifying your top suppliers by invoice volume. Let them know you’re eInvoicing-ready and give them simple instructions. Update your invoice submission guidelines so Peppol eInvoicing is clearly preferred. Offer support for suppliers who are unsure how to get started.

Then keep measuring progress. Track how many invoices come through Peppol compared with email, and follow up with suppliers who continue sending PDFs. Small steps, repeated consistently, can make a big difference.

Learn more about how to get more of your partners sending eInvoices by getting in touch with our experts, fill in the form below.