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Webinar: Kickstart Your E-Invoicing Project in 5 Simple Steps 8 th June 2010 at 3pm GMT Richard Cogswell, Sales Director.

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Presentation on theme: "Webinar: Kickstart Your E-Invoicing Project in 5 Simple Steps 8 th June 2010 at 3pm GMT Richard Cogswell, Sales Director."— Presentation transcript:

1 Webinar: Kickstart Your E-Invoicing Project in 5 Simple Steps 8 th June 2010 at 3pm GMT Richard Cogswell, Sales Director

2 Agenda E-Invoicing Overview 5 Simple Steps…. Success Factors Benefits you can expect Choosing the right solution Planning your project Defining your solution VAT and compliancy Rollout to customers & suppliers

3 E-Invoicing Overview Some key points: – 22% of companies use e-invoicing and only 5% of invoices are currently sent out electronically – Only fully automated and integrated process yield true cost savings. Go beyond just saving paper – E-invoicing can be deployed quickly and in a phased, modular approach for fast ROI. E.g. e-presentment then e-billing or e-invoicing

4 E-Invoicing Overview Some key statistics: – Annual savings of 200m across Europe are available – Europe accounts for 56% of the global e-invoicing market – B2B growth rate in 2009 was estimated at 50% – B2B e-invoice volume is expected to reach 925m in 2010 – 1% increased usage could save 800,000 trees Source: Innopay E-invoicing 2010 Report

5 Demand rather than leadership PERCEIVED BARRIERS TO ENTRY E-Invoicing Overview Why arent you already doing it? Impact on internal resources Concern about take up High set-up costs Priority of other IT projects Complex VAT landscape

6 Demand rather than leadership PERCEIVED BARRIERS TO ENTRY E-Invoicing Overview Why arent you already doing it? Impact on internal resources Concern about take up High set-up costs Priority of other IT projects Complex VAT landscape These barriers dont exist!

7 E-Invoicing Overview Now is a great time to start – E-invoicing is here to stay – European businesses are leading the way – Cost savings are real – Customers and suppliers are ready – Compliance is simple (with the right partner) – Start now…..

8 Step 1: Choosing the solution - AR or AP? Some terminology E-presentment - Presenting invoices online. One sided benefits Electronic Invoice Presentment (EIP) - AR (Accounts Receivable) – outbound to customers - AP (Accounts Payable) – conversion of inbound paper - Benefits for both suppliers and buyers Electronic Invoice Presentment & Payment (EIPP) - ERP Integration - Credit & Debit Card integrated solutions - Procurements cards - Benefits for both suppliers an buyers 1

9 Step 1: Choosing the solution - AR or AP? How it works - architecture Point to Point Traditional approach From sender to recipient Agree protocol High set-up costs Not scalable EDI, eBIS-XML etc. Hub Technology Central Hub & Repository Multi-protocol interfaces Any to any format Mapping to standards Low set-up costs Scalable Expandable UBL 1

10 Step 1: Choosing the solution AR or AP? 1

11 How it works - AR Sales Ledger Customer Accounts or ERP System Approve Authorise Payment Trading Partner Accounts or ERP System Render PDF Image and PDF Image XML Data Web Interface Customer View Web Interface TNC View Digitally signed Customer TNC AR Hub EDI Print & Post Partner 1

12 Step 1: Choosing the solution AR or AP? 1

13 Benefits - AR 1 For Customers (Buyers) No manual rekeying More efficient query process No internal document routing 24/7 availability Payment options For Suppliers (Billers) Cost savings on delivery Cost savings on processing Fast delivery to correct person Reduction of DSO 40% less customer calls

14 Step 1: Choosing the solution - AR or AP? 1

15 How it works - AP Webscreen PO Flip AP Hub Accept Confirm Approve Customer Accounts or ERP System Validation Query Match Settle Approve Authorise Enrich Reject Web Interface Supplier View Web Interface Customer View Supplier Customer ebPrinter Secure Manual File Upload Secure Automated File Upload Paper Doc Scanning Input Supplier Accounts or ERP System Workflow Engine Digitally signed Supplier Connection Options 1

16 Step 1: Choosing the solution - AR or AP? Paper to Data (invoice scanning) 1 Invoice to Payment (full AP automation) – Better visibility & control (identify bottlenecks) – Digitized approval process – Eliminate geographical distances – Eliminate paper from day 1 – Faster entry into finance systems – Data archiving and full digital back-up

17 Step 1: Choosing the solution - AR or AP? 1

18 Benefits - AP 1 For Customers (Buyers) Eliminate paper for day one Cost savings on processes Direct feed into ERP Approval workflow solutions Convert majority of suppliers For Suppliers (Billers) Feedback on failed invoices Faster acceptance Faster query management Faster payment Better trading relationship

19 Step 2: Planning Your Project Who should be involved? – Project Sponsor/Owner – Finance Director – Project Manager – Finance Senior – AR/AP Clerks – Marketing (Branding/Marketing Messages) – IT (networks & connectivity) – IT (ERP or Billing systems, or systems) 2

20 Step 2: Planning Your Project Run a workshop (£2,500) – Plan your business case in a day – Get everyone involved – buy in – Identify existing processes – Map out new solution – Plan development, pilot and launch – Negotiation of customer acceptance steps – Identify and plan training requirements 2

21 Step 2: Planning Your Project Example Savings – AR (Source Billentis) – Estimated Cost Comparison Per paper invoice: Per e-invoice: 4.70 Saving per invoice: 6.40 (57%) – Estimated Savings If a company sends out 250,000 invoices per year they could save 1.6m annually Potential for ROI: Months 2

22 Step 2: Planning Your Project Example Savings – AP (Source Billentis) – Estimated Cost Comparison Per paper invoice: Per e-invoice: 6.70 Saving per invoice: (62%) – Estimated Savings If a company receives 250,000 invoices per year they could save 27m annually Potential for ROI: Months 2

23 Step 3: Defining Your Solution (Business Case) Know your volumes Know your costs…. For Suppliers (Billers) Printing and postage costs Sales back-office Debtor interest IT development & operation Payment fees Customer requests For Customers (Buyers) No of docs per person Staff costs per invoice Errors and cash discounts Paper-based workflow Paper archiving Internal invoice copies 3

24 Step 3: Defining Your Solution (Business Case) Example Business Case conclusions…. – Current paper-based processes are too inefficient & costly – EIPP benefits are on financial, marketing & operations levels – EIPP involves no costly upgrades to existing systems – Web-based EIPP solutions allow all members of the supply chain to got involved in e-invoicing with no specialist training – Cost-effective solutions are available to provide quick ROI – Dual Paper/Electronic solutions are available – Scalable and reliable technology is key to long-term success – EIPP services are easier to implement, more cost effective and more secure that other alternatives in the marketplace 3

25 Step 4: VAT & Compliancy Some Key Points – B2B and B2C are not the same – European Legislation (VAT Directive) – Definition of Compliance Deploy country specific compliance options We offer compliance of the delivery channel We provide expertise (Ernst & Young, PWC) – European & Worldwide rules 4

26 Step 5: Roll-Out (Enrollment & Onboarding) Enrolling Customers – Very high conversion possible – Opt in versus opt out – Incentivise staff – Vendor support essential Literature Marketing Flash Demos Call Centre Support 5

27 Step 5: Roll-Out (Enrollment & Onboarding) Enrolling Customers e.g DHL Welcome CD Datasheet Flash Demo 5

28 Step 5: Roll-Out (Enrollment & Onboarding) 5

29 Onboarding Suppliers – Pilot with a range of friendly suppliers – Promote case studies – Provide strong, clear messages – Strategies and enabling technologies – Incentivise staff to migrate difficult suppliers – Vendor support essential 5

30 Summary - Success Factors Have a clear strategy SUCCESS! Find an experienced vendor Use case studies with your users AR – be bold! Opt-out versus opt-in Incentivise staff 80% conversion Charge for paper AP – remove barriers to adoption Discounts

31 Summary - Benefits Beyond Implementation New communications channel Meet Customer demand Brand enhancement Marketing channel One-view of All docs 24/7 A global solution Base for additional offerings Fast Efficient Green

32 And finally…… iPod Shuffle Competition Winners 1.Rod Dalgleish - Knowledgepoint 2.Alison Barratt - AIG 3.Matt Tarrant - AWE Europe 4.Sarah Boundy – Hi-Tech Sports 5.Maureen MacCarthy – Warner Music

33 Thank You Further Information Richard Cogswell, Sales Director – – +44 (0) –


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