Learn More about Electronic Invoicing.
Electronic invoicing also known as e-invoicing is a way of delivering bills and other information to the clients through the use of electronic communications which is usually the internet. As more people continue to adopt and accept e-commerce, there is the growing concern for security. This has accelerated the shift to electronic invoicing. Also, many organizations are now providing e-invoicing services and programs.
On the other hand, online invoicing involves raising an invoice using an online platform like the cloud-based software. These software usually help in preparation and sending the invoices directly online to customers’ emails. Although electronic invoices are usually online invoices, online invoicing is not necessarily electronic invoicing.
E-invoices should, however, include the necessary information concerning the sale. As a result, e-invoice becomes identical to an online invoice. However, the e-invoice should be sent through Electronic Data Interchange or XML formats. This is because the formats will allow for the creator signature. Also, sending time and date are also stamped on the e-invoice. Once the invoice has been sent, it cannot be changed.
With Cloud Trade invoicing, every business or supplier can use e-invoicing. Because of the inefficiencies that come with paper invoices, more businesses are shifting to e-invoicing. Shifting to the electronic invoices is necessary because of the following reasons.
1. Capturing digital invoices is easier.
Receiving invoices in paper or email formats add unnecessary costs as well as complexities. Usually, the invoices received through the mail will first be sorted, then opened before they are keyed to the system. On the other hand, the invoices sent via email require the document to be saved first, the sorted and may as well be printed and keyed to the system if you do not have the necessary technology to extract such data. Such complexities are, however, eliminated through e-invoices.
2. Automatic invoice validation.
Account payable organization will have to validate invoices prior to processing or approving payments. The validations involves ensuring the supplier is existing and well standing. The validation will ensure the name and the number of the vendor are matching. Nevertheless, it becomes possible for the account payable department to capture the data using technologies that validate electronic invoicing automatically. Otherwise, data entry, as well as manual validation, would be required.
3. Self-service is enhanced.
Hiring staff for payment inquiries is usually expensive. For instance, once the invoice has been sent, the supplier will need to contact the buyer in order to confirm receipt as well as invoice approval. Also, it would take time and incur expenses while responding to the supplier calls. With the help of an e-invoicing program that has a supplier portal every payment status can be checked and the supplier and the buyer can collaborate online to solve any payment issue.