Do you still invoice customers manually?
It doesn’t get much worse then sitting down and individually allocating invoices for your customers. It’s time consuming and often leads to error. Although you may be hesitant to change your processes, transitioning your manual invoicing process to electronic will offer your business immediate benefits.
Here’s why your business needs electronic invoicing.
What is electronic invoicing?
Electronic invoicing is a digital invoice that is issued, received, and processed electronically. To put it simply, an electronic invoice is an online version of your traditional written or paper invoices but instead of being handed or mailed to the customer it is sent digitally.
All information that is included on a traditional invoice is included on the electronic version. The main benefit of electronic invoicing is they can be sent automatically over the internet for a faster, more reliable delivery.
Key benefits include:
1. Saves time
Transitioning your manual invoicing process to electronic removes all manual labour and administration tasks. Electronic invoicing completely automates the invoicing process between your business and the customer. At the time of purchase, invoices are automatically sent and received from your accounting software to your customer’s specified destination.
2. Reduces mistakes
When invoicing manually mistakes are often made, even the slightest mistake can take hours to fix. As electronic invoicing is completely automated, once an order has been placed by a customer an invoice will be automatically generated and assigned correctly and accurately.
Standard invoice information such as the list of purchased products, pricing, payment methods etc are pre-filled without the need of manual data entry.
3. Get paid faster
The average manual invoice processing time in Australia is 23 days. When using an electronic invoicing method the time is slashed to 5 days. The key benefit of electronic invoicing is takes less effort for your customer to pay the invoice then a traditional paper invoice.
4. Easier to manage
As everything nowadays is managed electronically it is so much easer for your business to control. All files are organised and stored accurately in your accounting software. All invoices are saved and backed up on cloud storage technology meaning you will never need to worry about misplacing or losing any invoice.
5. Easier for your customers
Customers want the fastest and easiest process as possible. It is so much easier for your customer to automatically receive an electronic invoice via email instead of a paper copy.
6. Integrates with your business management system and accounting system
A key advantage of electronic invoicing is that it integrates with both your business management system and your accounting system. This is so important for your business as you will no longer have to enter data to multiple systems to get an accurate overview of your financial position.
Where EasyVend can help?
EasyVend offers Food and Beverage distribution businesses with an all in one, simplified business management software designed to reduce your administration time and increase your profit.
EasyVend completely automates your everyday tasks such as stock control, receipting, electronic invoicing, dockets, orders and so much more. EasyVend also integrates to popular accounting software Xero giving you an all-in-one location for your entire business.
It’s never been so easy to get started, submit the form below for a FREE no-obligation demo of EasyVend.
Electronic Invoicing vs e-Invoicing (Peppol): What Is the Difference?
Electronic invoicing and Peppol e-Invoicing both replace paper invoices, but they do not work in quite the same way.
An electronic invoice can be any invoice created and sent digitally. A PDF attached to an email is a common example. The customer receives the document but may still need to enter its details into their accounting system.
Peppol e-Invoicing sends structured invoice data directly from the supplier’s software to the customer’s software through the secure Peppol network. There is no PDF to download or information to re-enter. Both businesses need compatible, Peppol-enabled software.
Here is how the two invoicing methods compare:
| Method | How the Invoice Is Sent | Manual Entry Required? |
| Electronic invoice | Email, portal or business software | Sometimes |
| Peppol e-Invoice | Directly between connected systems | Usually not |
How EasyVend’s Electronic Invoicing Works Step by Step
EasyVend connects ordering, invoicing and accounting, helping distributors reduce invoice processing time without entering the same information across several systems. Here is how the process works:
- The customer places an order: Orders can come through the online portal, office staff, drivers, standing orders or other connected channels.
- EasyVend records the order: Product details, customer pricing and quantities remain together in one system.
- The invoice is generated: Once the order reaches the relevant stage, EasyVend creates the invoice using the information already recorded. This gives businesses a simpler way to manage automated invoicing for distributors.
- The customer receives the invoice: EasyVend sends the invoice electronically, giving the customer faster access than a paper copy sent through the post.
- Invoice data moves into the accounts: EasyVend integrates with Xero and MYOB, allowing invoices and receipts to flow into the accounting system.
- The payment is recorded: Receipts can be allocated against the correct invoice, making account checking and reconciliation easier.
I would like a demo of the NEW EasyVend
Frequently Asked Questions
What is the difference between electronic invoicing and e-Invoicing (Peppol)?
The main difference between e-invoicing vs electronic invoicing is how the invoice travels between businesses. Electronic invoicing can include a PDF sent by email. Peppol e-Invoicing sends structured data directly between compatible accounting systems through the Peppol network.
Is electronic invoicing mandatory for Australian businesses?
No, electronic invoicing is not generally mandatory for all Australian businesses. However, particular customers, contracts or government agencies may have their own requirements. Businesses considering Peppol e-invoicing in Australia can check the latest government e-Invoicing guidance.
How much faster do businesses get paid using electronic invoicing?
There is no set payment time for every business. Electronic invoices reach customers immediately, while paper invoices can face postal and handling delays. Fewer data-entry errors may also prevent invoices from sitting unpaid while someone corrects missing or inaccurate details.
Is electronic invoicing secure for sensitive customer and payment data?
Electronic invoices reduce the need to print, post and manually handle customer information. However, security still depends on the software and payment services being used. Card details processed through EasyVend’s payment partner are held in a PCI-compliant gateway and cannot be accessed after entry.
How long does it take to switch from paper to electronic invoicing?
The time needed depends on the quality of your existing customer records, product data and accounting setup. A business with organised records may make the change more quickly. EasyVend provides onboarding support to configure the system around the distributor’s current processes.