Here are 6 tips to succeed in onboarding suppliers and encouraging them to send your company e-invoices.
- Project has a clearly worded goal – ie. “By the end of the year 60% of all invoices are e-invoices, saving each employee 5 hours monthly.”
- The project has one active owner.
- Top management is aware of the project and supports it.
- Employees are notified, what is the project goal and why e-invoicing is implemented.
- Business partners’ IT capabilities to send and receive e-invoices are taken into account – it is usually lower than expected.
- All parties involved inside the company have enough information to instruct suppliers.
Afterward, it is possible to move on to the supplier onboarding action plan.
- Analyse which partners are capable to send e-invoices.
Upon request, Telema can provide exact information about which of your partners are capable for e-invoicing. Just forward your supplier’s list (company name and reg. number) to email@example.com.
- Create suppliers a message
Group your suppliers based on the amount and complexity of invoices, suppliers’ technological capabilities (either paper, PDF or e-invoice) and suppliers’ destination (local or foreign).
- Set automatic replies for purchase invoice inbox
A good practice is to set automatic replies for your purchase invoice inbox in which you inform your suppliers of implementing e-invoices.
- Notify your suppliers regularly and keep track
Consistent communication is the key to successful onboarding. Use sample letters to notify suppliers of your preference for receiving e-invoices. At the same time keep track of the responses.
- Measure results
Regularly monitor the percentage of e-invoices. Do it monthly or quarterly, according to your company goals. Calculate how much your company has saved and celebrate smaller and bigger achievements.