Here are the six key factors of a successful e-invoicing project that help motivate suppliers to start sending e-invoices:
- A clearly defined project goal.
For example: “By the end of the year, the share of e-invoices will exceed 75%, freeing up 6 hours of employee time each month.” - A single, highly engaged project owner.
- Awareness and support from top management.
- Employees understand the project’s objectives and the reasons for switching to e-invoicing.
- Consideration of business partners’ IT capabilities to send and receive e-invoices – these are usually lower than expected.
- All internal stakeholders have enough information about the project to properly guide suppliers.
Once these foundations are in place, you can proceed with an action plan to ensure successful supplier onboarding.
- Analyse which partners are capable of sending e-invoices
If needed, Telema can provide accurate information about which of your suppliers are ready for e-invoicing. Simply send your supplier list (company name and registration number) to eflow@telema.com. - Set up auto-replies to your purchase invoice email address
A good practice is to configure an automatic reply informing suppliers about your transition to e-invoices. - Craft your message to suppliers
When grouping your suppliers, consider:
the volume and complexity of invoices,
the supplier’s technological capability (paper, PDF, or e-invoice),
the supplier’s location (Estonia or abroad). - Communicate regularly with suppliers and keep track
Consistency is key. Use sample messages to inform suppliers of your company’s preference to receive e-invoices. Keep track of their responses and maintain systematic records of who has been informed. - ConsiderationMeasure your results
Monitor the share of e-invoices regularly—monthly or quarterly, depending on your company’s goals. Calculate the time savings achieved and celebrate both small and significant milestones.
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