What is eInvoicing? – Transalis Cloud-based EDI Solutions

How eInvoice solutions support AR and AP functions

Hannah Jones — Tue, 25 Apr 2023 12:21:40 +0000

eInvoice software digitally transforms AP and AR processes, which supports the finance department in several key ways...

The post How eInvoice solutions support AR and AP functions appeared first on Transalis Cloud-based EDI Solutions.

Transforming Your Invoice Processes

Hannah Jones — Wed, 27 Oct 2021 10:26:49 +0000

Challenges imposed on enterprise as a result of Brexit and the pandemic have forced the hands of many businesses to adjust their strategies in order to remain agile and resilient

As a result, many have been turning to more automated business processes, including eInvoicing, in order to efficiently manage their supply chains and meet cross-border requirements.

In our latest report, we identify several key areas where eInvoicing can benefit businesses today:

Increased ROI – achieve up to 60% ROI over manual processing of invoices
Data accuracy – eInvoicing enables immediate data validation, reducing errors and speeding up the payment process
Higher staff productivity – redirect AR and AP teams to higher-value tasks and projects
Future-proof tax reporting – meet the growing international eInvoice requirements

“According to a recent report by business analysts Billentis* the volume of eInvoice exchanges is expected to quadruple by 2035.”

To learn more about how eInvoicing works and how it can benefit your business, download the full report: Transforming your invoice processes.

Download our eInvoice report

Discover the benefits of automating your invoice processes with eInvoicing. Get expert guidance and advice in our recent report.

Download the report

If you want to improve your business prospects through electronic invoice processing, why not look at our eInvoice product bundles to see which is best for you? Call our knowledgeable team on 0845 123 3746 (calling from UK) or +44 1978 369 343 (for international callers), or contact us via email sales@transalis.com to discuss your requirements.

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Electronic invoice processing

Hannah Jones — Tue, 12 Oct 2021 08:13:43 +0000

Companies are increasingly exchanging invoices via automated software platforms as they realise how electronic invoice processing can reduce costs compared with paper or digital image-based systems.

If your company processes hundreds or even thousands of invoices every month, you inevitably have a resource issue to manage. Here are some reasons why you should switch to electronic invoice processing…

Transalis eInvoice

According to Swiss global market analyst Billentis*, businesses and organisations across the world exchange around 550 billion bills and invoices annually, with a roughly equal split between goods and services.

Billentis also forecasts the volume of invoices managed through electronic transmission and automated processing to quadruple by 2035.

Whether the need is driven by government or businesses themselves, there are many benefits of switching to electronic invoice processing…

Growing need for compliance

Business innovation has traditionally been the main catalyst for the market growth of electronic invoice processing.

However, it is now being increasingly mandated by governments too. in an effort to close the so-called VAT gap; the difference between VAT revenue forecasts and what is actually collected ‘on the ground’ governments are pushing for electronic invoice processing to combat the problem.

In Europe, Billentis* estimates the annual VAT gap to be a massive €140 billion or 11% of expected revenue.

Avoiding the risk of error

Everyday frustrations will include dealing with invoices that contain mistakes in financial information such as missing out essential VAT numbers. These are a natural and inevitable consequence of manual input.

To rectify this, staff need to be involved hands-on, but further manual input and re-keying to iron out the issue simply brings with it a similar risk of human error. Manual input is also not cost-effective when staff could be reallocated to higher-value tasks.

According to Billentis*, switching to electronic invoice processing can, in some cases, reduce costs by up to 80%.

Savings are generated through faster processing, fewer errors, healthier cashflow and more scope for compliance with the requirements of governments and regulators.

With electronic invoice processing, you can efficiently process invoices from point of entry across all back-office systems to achieve smoother, more cost-efficient data flows and you can digitise invoice storage for auditing and reporting.

Transparency and choice

Here at digital supply chain technology provider Transalis, we have developed an electronic invoice processing platform, Transalis eInvoice, that offers a host of benefits for both Accounts Receivable (AR) and Accounts Payable (AP) teams.

Unlike other providers, we offer you flexibility on service input and complete transparency on cost with our range of eInvoice product bundles.

The choice is yours and depends on the exact functionalities you require for your electronic invoice processing.

AR Automation

Scalable digital compliance for outbound invoice processes. Build the ideal solution for your AR team.

I want AR efficiency

AP Automation

Convert & integrate inbound files with 60-80% ROI. Ideal for AP teams manually processing 2,000+ invoices per month.

Discover my AP savings

Larger companies with international partners, need to comply digitally with complex tax regulations can benefit specifically from configuring to their own requirements using Transalis eInvoice Freedom.

This includes a dedicated Success Manager to help with the onboarding of trading partners and ensure all is working well with your digital transformation.

Like the other bundles, Transalis eInvoice Freedom helps you increase efficiency through easy integration with your ERP and financial systems. It provides automated validation of invoice data along with a deep-store archive to reduce auditing time and costs.

* Billentis Report: The development and future of eInvoicing from 2019 to 2025

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How invoice automation can transform your business

Hannah Jones — Fri, 20 Aug 2021 08:00:33 +0000

Automating the way you process invoices can transform your business by minimising the risk of human data entry errors that can prove costly to resolve.

While mistakes are an inevitable drawback of paper-based invoice management, invoice automation enables immediate data validation even where invoices are presented in different formats. The earlier mistakes are corrected, the quicker a correct invoice can be approved and processed.

How much could you save?

Use the eInvoicing savings calculator to find out how much you could save by automating your invoices.

eInvoice Savings Calculator

How much could you save?

Use the eInvoicing savings calculator to find out how much you could save by automating your invoices.

eInvoice Savings Calculator

So what exactly do we mean by invoice automation and how can it help your business?

Keeping on top of invoices has traditionally been a repetitive task requiring a close eye on detail from accounts team members. A single error can easily lead to a costly logjam, a dispute with a trading partner or a payment delay. Inaccuracy affects other departments too, chiefly sales, finance and planning, who rely on a true, up-to-date cashflow assessment for forecasting and ordering.

On the other hand, switching to invoice automation enables you to identify blockages and inaccuracies early, helping you to avoid hurdles ahead and rectify any queries before they escalate into disputes.

Find out more about the benefits of eInvoicing

Switching on automation

When we talk about invoice automation, we are referring to a software solution that enables you to replace ‘manual’ with ‘electronic’ or ‘automatic’.

Your invoices go directly onto a cloud-based platform for automated processing so you no longer have the manual task of capturing data arriving on disparate systems in the post or by email. There is no more re-keying of invoice information into your systems with the attendant risk of human error and missing or mistaken invoices.

Invoice automation ensures that the data being processed is correct at the point of origin through digital integration with the product catalogue and remains unchanged as it populates other business systems.

Transalis is just one of just 12 eInvoice solution providers across Europe to pass a rigorous new electronic invoicing standard, EURINV19.

Under EURINV19 protocols, companies can signal to other traders that they operate invoice automation to a recognised common standard, so making the exchange of invoices within and between markets much easier.

Find out more

Better data quality

Invoice data can be easily matched to purchase orders and goods received data, highlighting any mismatch or payment tolerance issues. Business rules can easily scan for duplicates or potentially fraudulent invoices so they can be checked and resolved.

By improving data quality, invoice automation means that suppliers no longer need to spend a significant amount of time chasing payment status or errors. In the same vein, a buyer’s AP department can avoid the time and effort of fielding supplier calls.

Time-consuming paper processes often leave busy accounts staff with very little scope for more strategic activities that can help to reduce spend. Examples include performing invoice audits that enable procurement organisations to identify billing errors, maverick purchases or off-contract buying. Invoice automation frees up your internal resource so these tasks become achievable.

Greater visibility

By processing invoices electronically, all commitments become visible to your finance department almost as soon as the invoice is received, improving forecast accuracy.

Companies will often try to negotiate various discounts in return for early payment. With invoice automation, it is much easier for prioritised invoices to be approved and settled quickly, so ensuring buyers take advantage of any contractual discounts or supply chain finance initiatives.

With cash being king, suppliers can easily be burdened by buyers taking too long to pay. Ideally, you want timely payments so that DSO (days sales outstanding) is as low as possible and you can maintain a healthy cashflow. With invoice automation, you have a stronger basis to expedite payments. As well as reduced DSO for suppliers, invoice automation benefits buyers as it helps them manage accounts payable, reduce DPO (days payable outstanding) and eliminate the risk of late-payment fees.

Transalis eInvoicing solutions

Transalis’ invoice automation solutions are widely used by directors, controllers and managers of AR and AP in sectors including manufacturing, electronics, pharmaceuticals, food and beverage, and advanced engineering.

AR Automation

Scalable digital compliance for outbound invoice processes. Build the ideal solution for your AR team.

I want AR efficiency

AP Automation

Convert & integrate inbound files with 60-80% ROI. Ideal for AP teams manually processing 2,000+ invoices per month.

Discover my AP savings

Why choose Transalis?

Accredited provider

Transalis is a digital supply chain technology provider with extensive knowledge and insight about invoice automation.

We are one of just 12 solutions providers across Europe, and one of only four in the UK, to have passed a rigorous new EU eInvoicing standard, EURINV19.

We are also one of the few UK tech firms to have been certified as an AS4 Peppol provider, reflecting our compliance with the highest level of international public procurement standards.

Both EURINV19 and AS4 Peppol support the goal of enabling safe and secure trade through greater supply chain transparency, visibility and efficiency.

Customer first

Under our Customer First approach we help you choose the right product, implementation set-up and ongoing customer support.

You will have a dedicated product manager who will stay with you throughout the end-to-end partner onboarding process. After that, a dedicated account manager and support team help you with any queries on day-to-day operations.

Each solution comes with a choice of support package to ensure you enjoy uninterrupted and hassle-free invoice automation.

To talk about your requirements with one of our invoice automation specialists, contact us on 0845 123 3746 (calling from UK) or +44 1978 369 343 (for international callers), or via email sales@transalis.com

The contents of this publication are the sole responsibility of Transalis and do not necessarily reflect the opinion of the European Union.

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What to consider when switching to eInvoicing

Hannah Jones — Wed, 28 Apr 2021 08:00:02 +0000

Switching to an eInvoicing solution can be a complicated IT proposition…. but thankfully it’s one you don’t need to take on board yourself.

It can be complex because there are so many different formats, and ways of delivering and processing invoices, with different expectations and ‘views of the world’ among trading partners.

The good news is that because Transalis are experts in the subject, you don’t need to be. You don’t have to worry about the technicalities or keeping up with regulatory requirements. Whether you are the invoice issuer or receiver, or both, you can achieve successful automation with Transalis.

That’s the experience of not only AG Barr but other leading companies such as beauty brand Space NK. After a process automation project with Transalis produced immediate costs savings of £60,000, Chris Wakeham, Space NK’s Global IT Director, said:

“You no longer need specialist skills because Transalis can handle all of this for you, removing all the potential headaches involved. They had an ability to understand what we were trying to achieve and an appetite to make integration lighter, cheaper and easier for us.”

The dawn of a Post-Brexit era

The post-Brexit era offers further scope to adopt or improve eInvoicing through Transalis. The UK’s departure from the EU has ushered in a host of new Customs Declarations requirements. These affect not only trade with the EU but also between Great Britain and Northern Ireland. For many exporters and importers, the extra documentation required adds up to a time-consuming additional workflow. It’s clear that for the time being at least, seamless frictionless trade with the EU is over.

The list of new documentation is long. It includes ‘EORI’ numbers, export and import declarations, commodity codes, security and safety declarations, and special licences and certificates for dual-use and controlled goods.

CUSDEC: helping to enable frictionless cross-border trade

To help its eInvoicing customers deal with the new documentation requirements, Transalis spent much of the lead-up to the end of the Brexit transition period updating its electronic data interchange (EDI) platform with a series of new ‘message types’.

They include ‘CUSDEC’, or ‘Customs Declaration’, designed to meet all the legislative and operational data transfer requirements for import, export or transit.

CUSDEC may be used to transmit data from an exporter in one country to an importer elsewhere, or from one customs administration to another. It can also be used when declarants or customs authorities are called on to share data with other government agencies.

How to navigate Customs Declarations post-Brexit

Why switch to Transalis for eInvoicing?

The introduction of CUSDEC, and other new message types, are innovative examples of Transalis’ near 20 years of EDI experience, which will benefit companies seeking success with ‘Brexit-proofed’ eInvoicing.

Transalis is one of just 12 solutions providers across Europe to have passed a rigorous new EU eInvoicing standard and proudly taken its place in a related consortium called EURINV19. Under EURINV19 protocols, companies can signal to other traders that they operate EDI to a recognised common standard, so making eInvoicing within and between markets much easier.
Transalis is also one of the few UK tech firms to have been certified as an AS4 Peppol provider, reflecting its compliance with the highest level of international public procurement standards.

Both the EURINV19 and AS4 Peppol support the goal of enabling safe and secure trade through greater supply chain interoperability.
Transalis’ cloud-based supply chain solutions already help facilitate the exchange of around 40 million virtual documents a year, underpinning more than £4 billion of commercial trade in a myriad of business sectors across more than 30 primary trading countries. As well as AG Barr and Space NK, top brand clients include Argos, Smeg, Pret a Manger, The Hut Group and Superdrug.

Other links you may find interesting:

Details of EURINV19 may be found at:

You can also get in contact with our expert team on 0845 123 3746 or +44 1978 369 343 (for international callers), or contact us via email sales@transalis.com

The contents of this publication are the sole responsibility of Transalis and do not necessarily reflect the opinion of the European Union.

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15 reasons why companies are switching to eInvoicing

Hannah Jones — Tue, 27 Apr 2021 08:00:22 +0000

Increasing numbers of companies are realising the benefits of optimising their invoice processes.

Sometimes this is part of a wider digital transformation strategy across the entire business, but in many cases, it’s a cost-effective way to replace repetitive, error-prone and labour-intensive tasks with something far more efficient and accurate.

Not only does eInvoicing help you to remove human error from your invoice processing, but it also enables you to free up your account’s resource so they can focus on tasks that add value to your business. In effect, turning your accounts department into a profit rather than a cost centre.

As a result more and more companies are switching to eInvoicing.

According to an international market report by Swiss company Billentis, eInvoicing can provide savings of between 60% and 80% compared with the costs of conventional paper-based invoice processing.

Check out out the Transalis eInvoice Country Directory for details about the invoicing requirements of individual countries.

And if that’s not enough to convince you, here are a few more reasons to make the switch:

Avoidance of manual keying-in of data entries and the manual effort needed to match orders to invoices
Greater scope to deploy AR and AP staff on other, higher-value initiatives
Reduction in DSO (days sales outstanding), often by several days
Better cash flow
Greater accuracy, as only correctly formatted and populated invoices enter your internal systems
Real-time views of delivery and processing status
Better security, through protections such as encrypted file transfer, safer exchange networks and digital signatures
No risk of invoices being ‘lost in the post’ or ending up in spam folders
Easier analysis of data to inform decisions on finance and procurement
Better engagement with trading partners who also use eInvoicing
Support for your audit trails through automatic tracking of transactions
Boost for environmental credentials by avoiding paper
Ready compliance with increasingly prescriptive B2B and B2G invoice regulations in different countries
Can be operated by teams working remotely
Easier to authenticate, store and trace digitised versions for mandatory record-keeping (for example, records need to be kept for six years in the UK and ten years in Germany)

If you want to find out more, here are links to more information:

You can also get in contact with our expert team on 0845 123 3746 or +44 1978 369 343 (for international callers), or contact us via email sales@transalis.com

The post 15 reasons why companies are switching to eInvoicing appeared first on Transalis Cloud-based EDI Solutions.

Thinking about switching EDI provider?

Hannah Jones — Thu, 08 Apr 2021 12:51:06 +0000

There are many reasons companies want to switch their EDI provider, but by far the biggest one is cost savings.

When transatlantic beauty brand Space NK changed over to Transalis eDI with just one trading partner in the US, they instantly saved £60,000 per annum.

EDI provider with a better charging model

Like many other companies, Space NK’s trading partner had been served by an incumbent EDI provider who had a legacy pricing model that included costs per message character, transmission charges and a service model that had only limited capacity to send different message types.

The upshot was that Space NK were effectively being penalised for success by having to accept the charges simply because it was the model mandated by their partner’s EDI provider. They were also restricted by legacy technology not delivering the real benefits of multi-message EDI.

Chris Wakeham, Space NK’s Global IT Director, quickly recognised the inefficiency and cost this was creating. Try as he did, he could not influence the trading partner’s EDI provider to evolve its legacy model.

“I remember having conversations with them to reduce the character cost by 10% but to no avail,” says Chris. “They also told us we were too embedded to move to another provider because it would be too complicated to switch. They tried to tie us in, thinking they had us over a barrel. I really wanted to get away from what was a chokehold and find a provider who could actually offer us value.”

A different EDI provider, a different way

Chris and his team discussed the situation with Transalis. Together, they agreed a far better solution would be to move to a platform on which a templated protocol could operate.

“Transalis offered a different way of doing business,” says Chris. “It was exactly where I wanted to be.”

As well as the substantial cost saving, switching to Transalis eDI had immediate benefits in terms of process management and optimisation, Chris adds.

“By translating messages into a format my team could readily work with, Transalis made it easy to import the data into our ERP. That’s true ‘added value’.

As soon as the integration with our internal systems was done, we were able to move ahead very quickly but with dramatically reduced hands-on technical involvement. We got used to seeing the reassuring message ‘Your XML order is ready’.

At the same time, the openness of our relationship with Transalis meant they were happy to share their technical expertise with us so we could also build more knowledge within the in-house team.

It took only one week to onboard the first partner with Transalis as EDI provider. We brought the rest in very quickly as soon as that was achieved.”

Realising efficiencies

Space NK was able to roll out the use of EDI across many other areas of the business, helping to realise efficiencies and improve ROI.

“As soon as the new solution went live, it cemented EDI within the business,” explains Chris. “We immediately saw the operational benefits. Because EDI was now more agile and less expensive, we could move it further into our processes. Transalis removed the barriers to EDI.”

An EDI provider offering frictionless integration

EDI implementation is simple and easy with Transalis whether you are starting from scratch or seeking a seamless, pain-free migration from your existing EDI provider.

Whatever your current provider tells you, EDI is not entrenched within your business. Instead, Transalis will:

set up your instant web portal
onboard your trading network
integrate with your existing systems (if required)
manage all required message types
remove the need for hardware
look after all software upgrades and updates, so you don’t have to

And if you’ve been mandated to use EDI for the first time by one of your trading partners, don’t worry – with Transalis eDI it’s a simple online process to get you up and running immediately. Solutions to fit your needs Transalis offers a series of product bundles designed to meet the differing needs of companies for solutions that assist frictionless business.

Solutions to fit your needs

Transalis offers a series of product bundles designed to meet the differing needs of companies for solutions that assist frictionless business.

eDI Essential

eDI Essential is ideal for small trading networks. It could be that a partner is a big retail brand that mandates its suppliers to use EDI, hence there is a need to demonstrate compliance to win and service contracts.

eDI Freedom

Organisations with more complex trading networks would benefit from the flexibility of building their own EDI bundle with eDI Freedom. This bundle is entirely customisable to suit individual business needs, including options for message types, reporting, integration level, onboarding support, and training.

eDI Connect+

A further option, eDI Connect+, helps larger organisations who need a 360° view across their networks to identify waste and create greater efficiencies. These customers will typically connect with multiple trading partners all the time, require unlimited message creation and seek seamless integration with their existing ERP system. They will also want their EDI solution to provide them with advanced analytics for performance management.

To read more about how Transalis has helped Space NK realise the benefits of EDI, check out our case study. And for more information on migrating from your existing EDI provider take a look at our Transalis eDI product bundles. Talk to us on 0845 123 3746 or +44 1978 369 343 (for international callers), or contact us via email sales@transalis.com

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Customer success guaranteed

Hannah Jones — Fri, 06 Nov 2020 13:34:14 +0000

Customer Onboarding & Trading Partner Outreach Programme

The Transalis customer success team work hard behind the scenes to establish a connection with all the companies within your trading network.

One of the key benefits of eInvoicing is the easy, fast and accurate exchange of invoices with your trading network, dramatically improving efficiency, enabling you to eliminate blocks and helping to speed up payments. Whilst this is true, success is very much reliant on your trading network having the ability to receive and send eInvoicing documents with their existing systems.

Transalis eInvoice offers a Partner Web Portal that allows any trading partner in your network to instantly receive, process and send documentation directly with you.

The trading partner outreach communication programme is a core component of Transalis customer onboarding processes, guaranteeing a higher adoption rate of your trading network than other eInvoicing providers.

Onboarding features include:

Trading partner communication ‘outreach’ programme

Automated adoption email nurture workflows
Partner registration page (branded with your logo)
Priority partner telephone call

Contact & document exchange testing

User training
Online customer training sessions
Full support guideSupport ‘walk-through’ videos

In addition, you will have a dedicated Account Manager who you can contact at any time throughout the onboarding process. Once live, as well as your Account Manager, you can also raise any issues or questions directly onto the Transalis Support portal for speedy resolution.

If you feel you would like to talk to us about your requirements, you can reach us on 0845 123 3476 or +44 1978 369 343 (for international callers), or email us on sales@transalis.com.

View our eInvoicing Product Bundles

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