What is an e-invoice?
E-invoicing or electronic invoicing is a method of sending an invoice to your customer’s invoice processing system, without any manual processing in between. So, unlike when you send your customer an invoice by email, there's no manual processing required - all the customer has to do is choose whether to pay the invoice or not, and the rest is handled automatically. At Zervant we use Basware as our partner for delivering invoices to the right recipients.
Why send e-invoices?
E-invoicing helps your customers pay your invoices faster and more efficiently, as they are received immediately by their invoice processing system when you send it (as opposed to an invoice sent in the post, which can take several days). Also, large companies usually handle their invoices in one software, in order improve efficiency and many are now adopting e-invoicing for precisely this reason. E-invoicing saves costs (e.g. paper, printing and storage) when compared with more traditional methods, which makes it also eco-friendly!
You can learn more about e-invoicing from our video.
How much does this cost?
E-invoicing in Zervant is included as part of our premium plans. There are no costs for your customer when using this service.
Necessary information for sending e-invoices
E-invoices are sent using sender’s and recipient’s e-invoicing addresses. This can be thought of in the same way mobile phones work - everyone needs to have a phone number that identifies both the caller and the answerer. As such, in order to send an e-invoice, you need to include:
1. Your own company contact information: you need to have either a company registration number or VAT number to send e-invoices.
2. Customer’s information:
- Check that your customer can receive e-invoices.
- Check the e-invoicing provider your customer is using. Zervant uses Basware as an e-invoicing provider. You can check if your customer’s e-invoicing provider is compatible with Basware here.
- Check that all the mandatory fields (the ones with the blue star) are filled in.
- Check that the e-invoicing address is correct and in the right format.
3. The required fields that your customer wants you to fill in for their invoice. For example, this could include the PO (purchase order) number. You can add this to the Your ref. / PO number field above the Message field when creating an invoice.
Remember to check that you have sufficient e-invoicing/postal deliveries left, as included in your premium plan quota. Please note that any test invoices, sent by post or as an e-invoice, will count as a normal send. You can check how many deliveries you have remaining on your dashboard:
If you need to send more e-invoices, you can upgrade your plan under My account -> Premium plans.