Sending e-invoices

More than just sending a PDF in an email

It is part of the current objectives of numerous companies, small and large, national and international, to reduce invoice paper usage, improve workforce and process productivity, achieve cost savings, faster payments and better customer support.

Thanks to its scalability, the solution brought to reach these objectives is a platform suitable for both local SME’s and large enterprises. The solution is offered as a service (SaaS), thus no investments are required for neither infrastructure, nor software licenses, nor maintenance.  It also implies no need for the development of internal knowledge about e-invoicing.

Invoice presentation modes

Your organization will have the choice between several ways of transmission of the electronic invoices, from a link in an email, a PDF document attached to an email, a Zoomit transmission or a document presented in a portal. This portal will be suited to the commercial strategy and size of your company.

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The invoices portal will be suited to the commercial strategy and size of your company:

  • For SME organizations, the multi-lingual portal takes the form of an easy-to-use web based platform to exchange documents with multiple senders and receivers. Relying on standardized connections set up with dedicated partners (large and branch specific ERP or Accounting software editors –read “Additional functionalities” further), you will be able to submit data in a structured and secure way, without the need for development. With this portal you can really start sending your invoices electronically in a flash!
  • The e-Invoicing solution and portal is adequately suited for mid- & large organizations (in B2B and B2C) as it offers the option to be integrated within their corporate website or customer portal, fully respecting their corporate identity.

Additional functionalities

These e-invoicing solutions offer a wide range of additional functionalities and services, such as advanced electronic signatures, online payment or via Zoomit, online query tool and dispute management, bounced e-mail reporting, e-document access notification, legal archive,…

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Additional functionalities and services:

  • Advanced Electronic signatures

    The electronic signature brings security to your company. Despite international liberalization and tentative to balance the legal force of paper and digital invoices, electronic signatures remain the best practice for guaranteeing the authenticity and integrity of your confidential documents. Our electronic documents and invoicing solutions always include electronic signatures.

    The signature functionality will add either an Advanced Electronic Signature (AES) or a Qualified Electronic Signature (QES) to your online PDF documents.

    After signing the PDF documents, the platform will either:

    • send the documents to your company for storage within your own archive or portal (when the electronic signature is requested outside the e-invoicing service)
    • or send the documents directly to your customers via our e-mail service
    • or present the documents online within one of the e-Invoicing portals.
  • Online Payment or Payment via Zoomit

    Each platform offers extensive online payment functionalities implemented through several Payment Service Providers (PSP) that operate locally and internationally. Through these payment partners you have an access to a global and multi-currency service with the main leading card schemes.

    How does it work? Through one single connection, your customers will have direct access to the required payment options. Within the web portal or even via the notification e-mail, online payments options are provided.

    Furthermore, if you request it, you have the option to make your invoices and other documents available via Zoomit.

  • Online query tool and dispute management

    Your customer having a question on an invoice/document or wishing to contest it, may use the Online query tool and start a conversation with your colleagues in charge via message exchanges. Giving customers the opportunity to send in remarks via the portal will lead to a more manageable dispute process. By stimulating customers to send in remarks or queries via the e-Invoicing portal, the pressure on call centers or perhaps even on the financial department will decrease.

  • Bounced email reporting

    The platform will inform your organization of the non-delivery of a document because the email address of the receiver is not correct, not valid or facing another technical problem.

  • Document access notification

    For documents made available through a link or through a portal, the platform is capable of notifying your organization when your document/invoice has been accessed by the recipient. This will reduce the number of customers claiming the non reception of a document and requesting the transmission of a duplicate.

  • Legal archive

    After the electronic signing process, the documents with the appropriate electronic signature will be uploaded in the online archive for online availability during the full legal period.

    As we offer Hybrid Print & Mail services as well, the online legal archive will contain all documents, including the electronically delivered documents as well as the documents being delivered on paper 
    See on the following section : "Hybrid Print & Mail document solution" »

Direct connection between the platform and your current ERP or accounting software

Over 25 large and branch specific systems, such as Microsoft Dynamics, Exact, SAP, SAP Business One, Unit4,… are connected to the platform, allowing your employees to send all document data directly from your ERP or accounting system. This way of working will  ensure a fast implemented, customer friendly and cost saving document exchange.

In addition to this list, are also available custom connections with several other financial systems.

Hybrid Print & Mail

The hybrid Print & Mail solution covers the global processing of your both paper and electronic invoices, enabling a smooth transition to a fully electronic document transmission solution.

The platform will receive all your document data through a secured channel and prepare the data for electronic transmission and archiving in an online portal. When the received data specifically indicates that a paper document is required by your customer, we will send the print files (including print instructions) to one of our printing partners.

Refer to the following “Hybrid Print & Mail document solution” section for more information »

e-invoicing in B2B: more than just a PDF in an email !

e-invoices in a structured and standard message format

In B2B, all solutions presented here above (as a PDF in an email, a document presented in a portal,…) are of course available. But, in addition and to consider the potential requirements of the invoice receivers, the platform can send your invoices in various structured and standardized message formats, such as UBL 2.0 and e-fff (Belgian implementation of UBL 2.0), EDIFACT,… allowing the direct integration of the invoices in your customer’s ERP or accounting software.

We are convinced that your capability to ease the administrative work of your customer will be more and more considered as an additional commercial argument.

Connections with other e-invoicing platforms

This platform supports the interoperability with other e-invoicing platforms so that you and your customers can take the full advantages of online document exchange.

The platform can send invoices to other networks as well, such as Digipoort, OB10, Tieto, Genpact, Basware and the efforts to develop further this network will be pursued. As a member of a trade association supported by 50+ major e-invoicing Service Providers, the platform owner company is able to easily exchange documents with all other association platforms and so, participate in the creation of a global network.

Message transformation and conversion service

Should your customer request to receive your invoices in another standard format than your standard one(s), Tindigo can help you in the conversion of message standards.
See "Structured Messages transmission and transformation, EDI " »

Tindigo and its partner, developer of the platform, will help you to specify your requirements, select the best suitable platform functionalities, ensure project coordination and implement the solution in a short timeframe

Additionally Tindigo can help you to increase the number of customers opting to receive your e-invoices (see On-boarding services)