Online Invoicing challenges and solutions 

Online Invoicing challenges and solutions 

Invoicing is a vital part of a business. It can be time-consuming and costly to process. Fortunately, many tools can help streamline this process. Online invoicing software like OutInvoice is unquestionably the way of the future in financial transactions. Electronic invoicing is being adopted by businesses and business structures to improve their financial processes’ security, simplicity, and preference. We can safely assume that this new trend will form the next generation design for financial transactions, given the benefits and features it brings to the table.

 

High error rates and costs 

Just as important as the quality of the scanned invoice. Despite the huge number of companies that are already pushing for paperless invoicing, only 10 percent of the world’s total invoices are being processed manually. It requires additional time and effort to prepare, but it can also result in errors. The cost of acquiring and maintaining a scanning solution can add up to the recipient’s money. Even with the most accurate and up-to-date invoice, it can still get lost or get distorted due to various factors.

 

Technical issues 

To function well, your existing system needs to be fully integrated with the invoicing software. There can be many serious issues like security, storage, and transaction if it’s not integrated. Some companies even need to invest in a new and better system right away for the full potential of e-invoicing. While implementing any invoicing software, the initial cost of the new technology often bothers business structures and appears as a hurdle.

 

A high level of review effort due to incorrect attribution of invoices

Not all orders are attributed to the corresponding invoices. A variety of factors can cause this issue. Sometimes, the supplier may have several orders in a single invoice. This could be the reason why the corresponding orders are not clearly explained in the digital invoice. Changes in the quantity or price of goods may have happened during the ordering process due to a technical issue or if the recipient or supplier has not entered the correct quantity in their invoice system.

 

The invoice status is unclear due to a lack of transparency.

In the invoicing process, the current status is often not clear. All the status like: has the invoice been received? Has it been checked, or is it correct? When will it be posted or get paid? All these individual stages and the time frame often lack transparency for the supplier and the customer too. This all results in confusion and misunderstanding, and more and more inquiries arise, especially in case of long processing times.

 

Changing Business Process 

Online invoicing initiates a change in the internal and external business processes of any business enterprise. These changes within a company can confuse and often scare the operation managers about future changes like remittance detail and all. They need this type of information for the payment reconciliation. However, the e-invoicing solutions can still collect the payment information and make it available for the suppliers. To maintain convenience, the business manager should send the suppliers in formats supported by their accounting process.

 

There are different countries and states, and they all have different legal views on e-invoicing. Companies are frequently puzzled by the various regulations that govern how they can use e-invoicing to deal with domestic and international clients. The company needs to find a suitable service provider to take care of the compliance requirements in such situations. Once you, as a client of the e-invoicing solution providers, get the guarantee on legal compliance management, you can rest easy and focus on other parts of the business. If you want to be certain, ask your solution providers what kind of authentication mechanism they consider.

 

Bringing partners On-Board

The best option for any business and enterprise is e-invoicing. But there might still be some problems while convincing your partners about adopting the invoicing platform. Despite all the case studies and evidence on invoicing benefits gathered from various sources, you may still encounter some uncooperative partners. The reason for the hesitation could be switching the process itself or doubting if the new system will be efficient enough to manage many clients.

Tax arrears due to incorrect invoices 

Things can get very expensive if the invoice does not meet VAT requirements. However, It’s not uncommon for an invoice to fail to meet these requirements, especially when the sender and recipient countries’ tax requirements must be met in cross-border supply relationships. There is a risk of an additional payment being due if an incorrect tax invoice is not recognized and the input tax is incorrectly deducted. This not only costs money, but it also adds to internal costs.

 

Late payments 

If your company is paying late payment penalties, it’s possible that your invoice processing method is to blame. Paperwork and emails can get lost, misrouted, overlooked, or “stuck” at the bottom of someone’s inbox, especially if they are out of the office. Unmatched invoices and invoices requiring approval based on preset business rules are routed through an AP automation solution’s digital workflow, regardless of the approver’s location.

 

Poor visibility 

Accounts payable managers can never be sure where things stand if they rely on paper processes and emails when collecting, approving, and posting invoices. It is difficult for a company to manage its operations, cash flow, and risks in this environment. With graphical dashboards, key performance metrics, drill-downs, mobile access, data exports, and ad hoc reporting tools, invoice processing software gives you real-time visibility into your accounts payable cycle.

 

Solutions :

Sending invoices digitally

Instead of printing and sending an invoice, sending it digitally is the only solution. According to Billets, sending an invoice digitally could be the most cost-effective method for businesses. It saves a lot of time and resources, and it avoids costly mistakes. In addition, it allows the recipient to receive and send the invoice in real-time.

 

Requires a focus 

An efficient and effective invoice processing system must encompass all aspects of the payment process, from order to payment. This process can be achieved through a single digital system that automatically identifies and rejects faulty invoices. This benefit can be even greater if the check is performed in advance. This eliminates the need for manual work and allows companies to automatically invoice previously validated data. This feature allows for faster processing of transactions and lower processing times. It also helps avoid dunning charges and allows for more widespread use of discounts.

 

Automatic check 

The be-all and end-all is an automatic check of all invoice data before it is issued. Additional information must be included in the order information, advance shipment notice, and goods receipt. Customers’ requirements for the accepted invoice scope or invoice format, for example, and the legal requirements of the respective countries, are all part of this. Any ambiguities or requests for changes can then be resolved quickly, easily, and transparently while the order is being processed through Supply On.

 

Conclusion

The invoicing processes are not perfect and are the easiest way. They still need much more time, effort, and money. But all the problems and challenges can be solved with digital invoicing. A completely digital process is a requirement. The data must not only arrive “in some digital form” (e.g., via email or PDF), but it must also be structured. Only then can it be processed without a hitch electronically.

And above all, the entire process should be taken into account. This starts with the order process. Therefore, you need to regularly be updated about the data during order processing. The information is crucial as it needs to be included in the preceding documents, shipping notifications, and good receipts. After all, this information makes the correct data for the invoicing process.

This ensures the correct purchase order reference, allows for clear attribution of the invoice, and speeds up processing, clearance, and payment. The most prevalent sources of error are eliminated if an automatic compliance check is added before the invoice is sent. This phase guarantees that the electronic invoice is correct in content, format, and tax law.

Co Founder & COO of Digital Treed | Sales & Marketing Manager