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The Truth About the Cost of Electronic Invoicing

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Francois Van Uffelen
Francois Van Uffelen

The document discusses the costs of deploying electronic invoicing. It states that while there is initial resistance due to changes in processes and technology, electronic invoicing can be implemented successfully by addressing partners' needs, demonstrating compliance and disaster recovery, and achieving over 80% acceptance within a year. Setup costs include collecting partner details and communication, while roll-out takes 2-10 days and ongoing usage costs $0.40-$0.075 per invoice plus $0.10 per invoice for 10 years of archiving. The document promotes Babelway's platform for enabling universal connectivity, transparency, reliability and security for electronic invoicing.

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The Truth About the Cost of Electronic Invoicing
Agenda ?? Introducing Babelway Introducing Babelway ?? 6 E-invoicing Use Cases 6 E-invoicing Use Cases ?? Resistance to E-Invoicing, and How You Can Address This Resistance to E-Invoicing, and How You Can Address This ?? The True Costs of Deploying Electronic Invoicing The True Costs of Deploying Electronic Invoicing ?? Q&A Q&A
About INNOVATOR in B2B integration software Founded in 2007 in Belgium STRONG AND HEALTHY GROWTH 12 people Over 200 customers Over 500.000 messages every month
Our Business: B2B integration B2B Integration is the activity of automating the exchange of data and documents B2B Integration is the activity of automating the exchange of data and documents between companies, so that they flow automatically from one company¡¯s IT between companies, so that they flow automatically from one company¡¯s IT system to another¡¯s. Partners need to agree on aacommunication protocol (ex: system to another¡¯s. Partners need to agree on communication protocol (ex: FTP) and aamessage format (ex: XLS). FTP) and message format (ex: XLS).
Our Difference: Babelway is an integration platform that enables users to build exchanges with Babelway is an integration platform that enables users to build exchanges with their partners in aaself-service mode, using any protocol or format. Users their partners in self-service mode, using any protocol or format. Users maintain full control over their environment, but can access the platform via web maintain full control over their environment, but can access the platform via web browers without any software to install browers without any software to install
¡°Any-to-Any¡± Connectivity Babelway maintains aacatalogue of ready-to-use connectors for different Babelway maintains catalogue of ready-to-use connectors for different technologies, applications and companies, to simplify connectivity and technologies, applications and companies, to simplify connectivity and deployment deployment
Sending invoices ¨C example 1 A Babelway customer can post an XML file in the Babelway platform, which will A Babelway customer can post an XML file in the Babelway platform, which will be translated to aaPDF be translated to PDF
Sending invoices ¨C example 1 This PDF will then be emailed to the end customer, and signed with the Babelway This PDF will then be emailed to the end customer, and signed with the Babelway certificate certificate
Sending invoices¨C example 2 The Babelway platform is flexible in terms of choosing certificates, without The Babelway platform is flexible in terms of choosing certificates, without changing any issues of legal compliance. Instead of the Babelway certificate, the changing any issues of legal compliance. Instead of the Babelway certificate, the PDF invoice can also include aacertificate signed by the customer (in this case, aa PDF invoice can also include certificate signed by the customer (in this case, certificate from ODETTE) certificate from ODETTE)
Sending invoices¨C example 3 In this example, GS1 makes use of the attachment function available in the PDF, In this example, GS1 makes use of the attachment function available in the PDF, including aastructured file (in this case, EDIFACT) that enables the invoice recipient including structured file (in this case, EDIFACT) that enables the invoice recipient to include this automatically in their accounting package to include this automatically in their accounting package
Sending invoices¨C example 4 In this example, an XML format includes aaPDF format within. Because the XML file In this example, an XML format includes PDF format within. Because the XML file can be easily processed by aamachine, the end recipient can still view aaPDF can be easily processed by machine, the end recipient can still view PDF
Receiving invoices ¨C example 1 This customer posts an XML file to the Babelway platform, which organizes This customer posts an XML file to the Babelway platform, which organizes notification for the receiver that aanew invoice has arrived and submits that notification for the receiver that new invoice has arrived and submits that electronic file. This can be part of aaworkflow process, for instance for approval electronic file. This can be part of workflow process, for instance for approval
Receiving invoices ¨C example 1 In this example, the electronic file is submitted to the Exact software platform. In this example, the electronic file is submitted to the Exact software platform. This enables the receiver to see both aaPDF representation of their supplier¡¯s This enables the receiver to see both PDF representation of their supplier¡¯s invoice, as well as automatically populated fields with the correct values from the invoice, as well as automatically populated fields with the correct values from the voice, which the accountant can edit if necessary voice, which the accountant can edit if necessary
Receiving invoices,¨C example 2 The supplier submits aaPDF file, and the Babelway platform transforms this PDF into aa The supplier submits PDF file, and the Babelway platform transforms this PDF into structured file that can be posted to an accounting system such as Exact. structured file that can be posted to an accounting system such as Exact. You have the ability to recognize & transform incoming PDF invoices and then You have the ability to recognize & transform incoming PDF invoices and then transfer them via the application connectors found in the Babelway catalogue transfer them via the application connectors found in the Babelway catalogue
Why is there resistance to e-invoicing? 11 Changes in process and technology Changes in process and technology 22 Uncertain regulatory environment Uncertain regulatory environment 33 Total cost of operations Total cost of operations 44 Poor partner collaboration Poor partner collaboration
Key conditions for success 11 Ability to handle multiple channels efficiently Ability to handle multiple channels efficiently 22 Strong will Strong will 33 Meet partners¡¯ needs Meet partners¡¯ needs 44 Proven compliancy and disaster recovery Proven compliancy and disaster recovery
The true cost? 11 Set-up Set-up -- Collect partner contact details Collect partner contact details -- Communication Communication -- Exception management Exception management Acceptation level > 80% within a year Acceptation level > 80% within a year 22 Roll-out Roll-out -- Process analysis of inbound/outbound flows Process analysis of inbound/outbound flows -- Design of functionalities Design of functionalities -- Implementation and testing Implementation and testing Between 2 and 10 days Between 2 and 10 days
The true cost? 33 Usage charges Usage charges -- Monthly subscription Monthly subscription -- Between €€0,40 and € 0,075 per invoice based on volumes Between 0,40 and € 0,075 per invoice based on volumes -- Archiving: € 0,10 for 10 years Archiving: € 0,10 for 10 years
The Babelway difference 11 Universal connectivity Universal connectivity 22 Transparency Transparency 33 Reliability Reliability 44 Security Security
Thank you www.babelway.com info@babelway.com +32 10 390013 Francois Van Uffelen francois.vanuffelen@babelway.com +32 478 445 487

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The Truth About the Cost of Electronic Invoicing

  • 1. The Truth About the Cost of Electronic Invoicing
  • 2. Agenda ?? Introducing Babelway Introducing Babelway ?? 6 E-invoicing Use Cases 6 E-invoicing Use Cases ?? Resistance to E-Invoicing, and How You Can Address This Resistance to E-Invoicing, and How You Can Address This ?? The True Costs of Deploying Electronic Invoicing The True Costs of Deploying Electronic Invoicing ?? Q&A Q&A
  • 3. About INNOVATOR in B2B integration software Founded in 2007 in Belgium STRONG AND HEALTHY GROWTH 12 people Over 200 customers Over 500.000 messages every month
  • 4. Our Business: B2B integration B2B Integration is the activity of automating the exchange of data and documents B2B Integration is the activity of automating the exchange of data and documents between companies, so that they flow automatically from one company¡¯s IT between companies, so that they flow automatically from one company¡¯s IT system to another¡¯s. Partners need to agree on aacommunication protocol (ex: system to another¡¯s. Partners need to agree on communication protocol (ex: FTP) and aamessage format (ex: XLS). FTP) and message format (ex: XLS).
  • 5. Our Difference: Babelway is an integration platform that enables users to build exchanges with Babelway is an integration platform that enables users to build exchanges with their partners in aaself-service mode, using any protocol or format. Users their partners in self-service mode, using any protocol or format. Users maintain full control over their environment, but can access the platform via web maintain full control over their environment, but can access the platform via web browers without any software to install browers without any software to install
  • 6. ¡°Any-to-Any¡± Connectivity Babelway maintains aacatalogue of ready-to-use connectors for different Babelway maintains catalogue of ready-to-use connectors for different technologies, applications and companies, to simplify connectivity and technologies, applications and companies, to simplify connectivity and deployment deployment
  • 7. Sending invoices ¨C example 1 A Babelway customer can post an XML file in the Babelway platform, which will A Babelway customer can post an XML file in the Babelway platform, which will be translated to aaPDF be translated to PDF
  • 8. Sending invoices ¨C example 1 This PDF will then be emailed to the end customer, and signed with the Babelway This PDF will then be emailed to the end customer, and signed with the Babelway certificate certificate
  • 9. Sending invoices¨C example 2 The Babelway platform is flexible in terms of choosing certificates, without The Babelway platform is flexible in terms of choosing certificates, without changing any issues of legal compliance. Instead of the Babelway certificate, the changing any issues of legal compliance. Instead of the Babelway certificate, the PDF invoice can also include aacertificate signed by the customer (in this case, aa PDF invoice can also include certificate signed by the customer (in this case, certificate from ODETTE) certificate from ODETTE)
  • 10. Sending invoices¨C example 3 In this example, GS1 makes use of the attachment function available in the PDF, In this example, GS1 makes use of the attachment function available in the PDF, including aastructured file (in this case, EDIFACT) that enables the invoice recipient including structured file (in this case, EDIFACT) that enables the invoice recipient to include this automatically in their accounting package to include this automatically in their accounting package
  • 11. Sending invoices¨C example 4 In this example, an XML format includes aaPDF format within. Because the XML file In this example, an XML format includes PDF format within. Because the XML file can be easily processed by aamachine, the end recipient can still view aaPDF can be easily processed by machine, the end recipient can still view PDF
  • 12. Receiving invoices ¨C example 1 This customer posts an XML file to the Babelway platform, which organizes This customer posts an XML file to the Babelway platform, which organizes notification for the receiver that aanew invoice has arrived and submits that notification for the receiver that new invoice has arrived and submits that electronic file. This can be part of aaworkflow process, for instance for approval electronic file. This can be part of workflow process, for instance for approval
  • 13. Receiving invoices ¨C example 1 In this example, the electronic file is submitted to the Exact software platform. In this example, the electronic file is submitted to the Exact software platform. This enables the receiver to see both aaPDF representation of their supplier¡¯s This enables the receiver to see both PDF representation of their supplier¡¯s invoice, as well as automatically populated fields with the correct values from the invoice, as well as automatically populated fields with the correct values from the voice, which the accountant can edit if necessary voice, which the accountant can edit if necessary
  • 14. Receiving invoices,¨C example 2 The supplier submits aaPDF file, and the Babelway platform transforms this PDF into aa The supplier submits PDF file, and the Babelway platform transforms this PDF into structured file that can be posted to an accounting system such as Exact. structured file that can be posted to an accounting system such as Exact. You have the ability to recognize & transform incoming PDF invoices and then You have the ability to recognize & transform incoming PDF invoices and then transfer them via the application connectors found in the Babelway catalogue transfer them via the application connectors found in the Babelway catalogue
  • 15. Why is there resistance to e-invoicing? 11 Changes in process and technology Changes in process and technology 22 Uncertain regulatory environment Uncertain regulatory environment 33 Total cost of operations Total cost of operations 44 Poor partner collaboration Poor partner collaboration
  • 16. Key conditions for success 11 Ability to handle multiple channels efficiently Ability to handle multiple channels efficiently 22 Strong will Strong will 33 Meet partners¡¯ needs Meet partners¡¯ needs 44 Proven compliancy and disaster recovery Proven compliancy and disaster recovery
  • 17. The true cost? 11 Set-up Set-up -- Collect partner contact details Collect partner contact details -- Communication Communication -- Exception management Exception management Acceptation level > 80% within a year Acceptation level > 80% within a year 22 Roll-out Roll-out -- Process analysis of inbound/outbound flows Process analysis of inbound/outbound flows -- Design of functionalities Design of functionalities -- Implementation and testing Implementation and testing Between 2 and 10 days Between 2 and 10 days
  • 18. The true cost? 33 Usage charges Usage charges -- Monthly subscription Monthly subscription -- Between €€0,40 and € 0,075 per invoice based on volumes Between 0,40 and € 0,075 per invoice based on volumes -- Archiving: € 0,10 for 10 years Archiving: € 0,10 for 10 years
  • 19. The Babelway difference 11 Universal connectivity Universal connectivity 22 Transparency Transparency 33 Reliability Reliability 44 Security Security
  • 20. Thank you www.babelway.com info@babelway.com +32 10 390013 Francois Van Uffelen francois.vanuffelen@babelway.com +32 478 445 487

Editor's Notes

  1. Is this what you meant by the cloud stack?