Advice for large businesses

What’s in it for big business?

eInvoicing means businesses no longer need to generate paper-based or PDF invoices that have to be printed, posted or emailed, and buyers no longer need to manually enter these into their financial systems.

It improves accuracy and security, and reduces processing time and speeds up payments.

Key benefits of eInvoicing for large businesses

Benefits of eInvoicing

Read more about the benefits of switching to eInvoicing

Building a business case

The Business Case Guidance document provides more detailed information on benefits for large business. It also includes guidance material to assist with developing your internal business case for eInvoicing and gaining executive buy-in to prioritize eInvoicing in your organisation.

Implementing eInvoicing

Is your financial accounting software eInvoicing ready?

Find out whether your accounting or invoicing software can send or receive eInvoices by checking the list of software below.

If your software isn’t listed, it’s still possible that there is eInvoicing capability (or it’s coming soon). Get in touch with your provider to find out more.

If your software isn’t eInvoicing capable

If your current provider isn’t eInvoicing ready, you may be able to get connected to the eInvoicing network through an accredited Access Point Provider. Check the list below.

Access Point Providers are secure gateways that connect businesses and software to the eInvoicing network. All accredited Access Point Providers below have met the Peppol eInvoicing network governance and security requirements.

Exchanging eInvoices with your trading partners

Your business gains the benefits of eInvoicing when you exchange eInvoices with your trading partners, so you need to let them know you can send and/or receive them.

• Sending eInvoices to your buyers
• Receiving eInvoices from your suppliers

Sending eInvoices to your buyers

To start sending eInvoices you’ll need your buyers’ NZBNs (New Zealand Business Number) – add this to each customer record in your accounting or invoice system. The NZBN is the address for eInvoicing (rather than your buyer’s email address) – it’s how the system knows who to send the invoice to.

Check NZBN’s free data matching services.

NZBN services(external link) — New Zealand Business Number

There are thousands of businesses ready to receive eInvoices from you now, with their NZBNs are listed below. The list of registered businesses is published on this website and updated monthly.

The communications toolkit for invoice senders contains communication material you can adapt and use for communicating with your buyers. Included are transition approaches, customer segmentation options and sample communication materials/templates.

Receiving eInvoices from your suppliers

Once your business is ready, let your suppliers know you’d prefer to receive eInvoices than a PDF via email. They’ll need you NZBN (New Zealand Business Number) to send you an eInvoice, and they’ll need to be able to send eInvoices themselves.

Remember – most kiwi businesses have access to software or free eInvoicing portals to send you eInvoices. 

Supplier onboarding resources available to encourage suppliers to send eInvoices to your organisation include:

• An eInvoicing supplier communications toolkit containing:
  • Supplier analysis tips
  • Sample emails
  • Phone scripts
  • ‘no-touch’ ways to encourage Xero and MYOB suppliers
• An ‘event in a box’ resource - invite selected suppliers to attend a working session on how to send you eInvoices
• A ‘how to’ guide to identify suppliers using Xero or MYOB to send you PDF invoices. These suppliers can easily switch to eInvoicing.