Electronic Invoicing by FAX/Email/Paper

Posted in: White Papers

Any effective solution for restructuring paper invoicing into electronic invoicing requires the ability to deliver invoices by fax, email and USPS mail. Additionally, the electronic invoicing solution must include automated archiving which provides access to billing information for customer service, collections, and online review to customers. Electronic invoicing payment solutions exist today, both as traditional software and software as a service, with a proven track record of success.

Paper invoicing is a time-consuming process, utilizing manual handling throughout the process. The manual invoicing process inhibits the ability to computerize invoice and document processing, leading to a higher cost of production as well a lack of visibility. Business that maximizes efficiency must utilize alternatives to manual invoice handling.

All enterprise systems can provide the ability to email or fax invoices. Therefore, businesses investigating electronic invoicing must consider the level of automation that fits their business, seeking answers to these questions. What are the hardware and software requirements? What reaction will your customer have to electronic delivery?

CTP electronic invoicing professionals understand the issues and have managed the automation of electronic invoicing for other businesses. We understand that fax /email invoice delivery reduces costs and real-time invoice delivery based on customer preference. Our experienced staff will provide a plan how to convert to a electronic invoicing solution where invoicing can be done through single print stream auto-bundling invoices with other documents.

Companies often struggle to get prompt remittance on invoices because their customers want proof of delivery or other supporting documentation before they will pay. Electronic invoicing provides a means to speed up payment, or at least remove the barriers that customers present before payment.

Documents generated throughout a transaction can be stored and then collected to send a complete package of billing documents along with the invoice. This enables auto-assembly of billing documents into a complete package, Proof of Delivery received via XML from a handheld device, documents converted to PDF and archived, Proof of Delivery and signed cover letter attached with invoice, and invoices bundled by customer name. This way the customer receives one email with multiple invoices and advanced read receipt notifications. Customers can receive an email including a link to a web-based portal, where they can view their invoices. After a customer has viewed an invoice, notification can be sent to confirm the customer has viewed the invoice.

Customers will have the ability to set preferences for receiving invoices, which reduce customer service burdens. By providing the ability to email copies of invoices both externally and internally and the ability to identify contacts beyond the primary contact, additional contacts can be copied on the invoice email. Sales representatives and other internal contacts can also be identified and copied via email.

Automated controls allow both business users and customers to control document communication. Depending on the level of sophistication needed for its specific billing process, a company can decide how its invoice delivery preferences are managed. Maintenance of delivery media preferences can be pushed out to customers via selections made on the web interface, allowing customers to choose how they want to receive invoices and documents. The web portal enables customers to search for and retrieve their invoices online. It allows the business to select media options they want to offer customers and take advantage of online tracking to see what invoices have been sent and read.