Email 1: Advising you can receive eInvoices
Dear [name]
We’re accepting eInvoices
eInvoicing is rolling out across Australia, with many businesses and government agencies becoming enabled to send and receive eInvoices. There are hundreds of thousands of businesses registered to receive eInvoices, and thousands registering every month.
<your business name/we> has/have moved to eInvoicing too and we prefer to receive eInvoices instead of PDFs. Receiving eInvoices means we’ll be able to process and pay your invoice faster. In most cases we’ll be able to pay your eInvoice within <x> working days.
To ensure we can receive and process your eInvoices
Please add our ABN <your business’s ABN> into your system (you’ll need this to address your eInvoices to us), and provide the following information with your eInvoices:
- a reference number for our purchase (purchase order number or contract number)
- contact email address or name of the contact person or team within our business (this will help us direct your eInvoice for faster approval)
- your contact email address or name (this will help us if we need to clarify something with you)
- your bank account number.
(Modify, delete, or add other requirements specific to your organisation)
What is eInvoicing and how does it benefit you?
eInvoicing is the new, standardised way to send and receive invoices via a secure network. It improves accuracy and security, reduces processing time and speeds up payments.
Access to the secure network is built into accounting software, so the invoice can be exchanged directly between a buyer’s and supplier’s accounting systems.
It doesn’t matter what software is being used as long as it’s connected to the secure network.
Once the eInvoice has been sent, it just shows up automatically in the receiver’s accounting software ready to be checked, approved and paid.
With eInvoicing, businesses no longer need to generate paper-based or PDF invoices that must be printed, posted or emailed. Buyers no longer need to scan or enter these manually into their financial system.
Removing manual handling of your invoices:
- means they get to the right place (and don’t get lost)
- prevents errors from happening.
This all helps to reduce delays in processing and paying your invoices.
Getting started
It’s easy and quick to get started, and many software packages are eInvoice-ready.
If you use Xero, for help to start eInvoicing:
- see Xero’s step-by-step instructions on how to register and receive an eInvoiceExternal Link
- learn how to send an eInvoiceExternal Link
- watch a Xero video clipExternal Link to help you register.
If you use MYOB, for help to start eInvoicing see the:
- MYOB step-by-step guide on how to register for and send eInvoicesExternal Link
- MYOB step-by-step guide on receiving eInvoicesExternal Link.
If you use Reckon, for help to start eInvoicing see:
- how to get started with Reckon eInvoicingExternal Link
- eInvoicing for Reckon OneExternal Link
- eInvoicing for Reckon Account HostedExternal Link.
If you do not use the above accounting software or do not use any accounting software, there are many free or low-cost eInvoicing-ready solutions.
We look forward to receiving your eInvoices instead of emailed PDF invoices as soon as you are ready.
Regards,
<Your signature>
Email 2: Remind suppliers that you can receive eInvoices
Dear [name]
Reminder – we’re accepting eInvoices
You may recall we recently let you know that we have moved to eInvoicing. This is a reminder for you to send us eInvoices if you can, instead of emailed PDF invoices. Receiving eInvoices means we’ll be able to process and pay your invoice faster. In most cases we’ll be able to pay your invoice within <x> working days. It’s a lot safer than using email too. eInvoicing uses a secure network and helps protect against scammers.
Are you ready?
Don’t worry if you’re not ready yet. You can still send us your emailed PDF invoices until you’re ready to send eInvoices.
Please add our ABN <your business’s ABN> into your system and provide the following information with your eInvoices:
- a reference number for our purchase (purchase order number or contract number)
- contact email address or name of the contact person or team within our business
- your contact email address or name
- your bank account number.
(Modify, delete or add other requirements specific to your organisation)
There’s still time to get started
Now’s the time to get started with eInvoicing. Take the first step today.
<Insert relevant copy from email 1>
We look forward to receiving your eInvoices instead of emailed PDF invoices as soon as you are ready.
Regards,
<Your signature>