Full Transcript for E-invoicing: Your Software May Be Ready - but Is Your Business Ready?

operating process. 00:03:02.400 --> 00:03:06.159 That is where many implementation problems begin. 00:03:06.479 --> 00:03:09.840 Let me give you a simple way to think about this. 00:03:10.159 --> 00:03:16.319 Imagine your e-invoice software as an electronic gate at an airport. 00:03:16.560 --> 00:03:18.879 The gate can scan your boarding pass. 00:03:19.280 --> 00:03:22.400 It can verify whether the pass is acceptable. 00:03:22.560 --> 00:03:26.639 And if everything is in order, it allows you through. 00:03:26.960 --> 00:03:29.680 But the gate does not plan your journey. 00:03:29.919 --> 00:03:34.400 It does not decide whether you bought the correct ticket. 00:03:34.639 --> 00:03:40.240 It does not check every decision you made before arriving at the airport. 00:03:40.479 --> 00:03:49.599 It does not know whether you packed the correct documents and it does not solve every unusual situation before you reach the gate. 00:03:49.919 --> 00:03:51.759 Those things happen earlier. 00:03:52.000 --> 00:03:55.599 Your e-invoice software works in much the same way. 00:03:55.919 --> 00:04:08.639 It can process the information presented to it, but the business still has to make sure that the right information reaches the system at the right time through the right process. 00:04:08.879 --> 00:04:14.719 So, one principle I want you to remember is software can enable submission. 00:04:15.039 --> 00:04:18.800 A business process enables reliable implementation. 00:04:19.040 --> 00:04:22.720 Now let's look at what this means in practice. 00:04:23.040 --> 00:04:25.199 Imagine a growing company. 00:04:25.439 --> 00:04:29.439 It has invested in e-invoice ready accounting software. 00:04:29.600 --> 00:04:32.480 The finance team has completed training. 00:04:32.800 --> 00:04:35.920 Test documents have been submitted successfully. 00:04:36.160 --> 00:04:41.199 Management is reasonably confident that implementation is complete. 00:04:41.360 --> 00:04:45.839 But then somebody starts looking at the transaction behind the software. 00:04:46.000 --> 00:04:48.560 And this is what they discover. 00:04:49.279 --> 00:04:52.560 Sales agree to special pricing through email. 00:04:52.800 --> 00:04:56.319 A branch prepares manual billing instructions. 00:04:56.639 --> 00:04:59.120 Operations receive deposits. 00:04:59.439 --> 00:05:05.120 Employees submit claims and reimbursement outside the main purchasing process. 00:05:05.439 --> 00:05:09.279 Procurements handle some overseas supplier payments. 00:05:09.519 --> 00:05:14.000 Credit notes requests are sent through informal messages. 00:05:14.240 --> 00:05:21.839 The software is technically ready, but the workflow around the software has never really been examined. 00:05:22.079 --> 00:05:24.480 Then questions starts appearing. 00:05:24.720 --> 00:05:28.800 Who decides when a deposit requires an e-invoice? 00:05:29.040 --> 00:05:32.800 Who checks whether customer information is complete? 00:05:33.360 --> 00:05:38.079 How does finance

know that sales agree to a special discount? 00:05:38.399 --> 00:05:43.199 Who decides whether a cell-billing situation needs to be considered? 00:05:43.600 --> 00:05:46.000 Who can approve a cancellation? 00:05:46.319 --> 00:05:48.639 Who owns the correction process? 00:05:48.879 --> 00:05:54.480 And if the same error occurs again next week, who reports it to the management? 00:05:54.720 --> 00:05:57.519 Those are not simply software questions. 00:05:57.920 --> 00:06:00.240 They are implementation questions. 00:06:01.360 --> 00:06:08.240 And this is where some businesses can get a false sense of confidence from successful submission. 00:06:08.480 --> 00:06:14.319 If an E in passes system validation, that tells you something important. 00:06:14.639 --> 00:06:19.519 It tells you that the document passed the relevant system checks. 00:06:19.759 --> 00:06:30.720 But it does not necessarily tell you that every commercial decision, every data input, and every internal workflow behind the documents was appropriate. 00:06:31.040 --> 00:06:35.519 You can still ask, was the correct transaction captured? 00:06:35.839 --> 00:06:40.480 Was the document issued at the right point in the transaction? 00:06:40.959 --> 00:06:44.480 Did the information come from a reliable source? 00:06:44.800 --> 00:06:47.920 Was the appropriate person authorized to approve it? 00:06:48.480 --> 00:06:52.480 Were unusual transactions identified and escalated? 00:06:52.879 --> 00:06:56.480 Can the business explain how a correction was handled? 00:06:57.120 --> 00:07:00.319 Is the supporting information retained properly? 00:07:00.480 --> 00:07:07.279 And does management know which invoices are being rejected, cancelled, or repeatedly corrected? 00:07:08.240 --> 00:07:12.879 Successful transmission is important, but it is not the whole test. 00:07:13.519 --> 00:07:18.480 This matters even more because e-invoicing is not static. 00:07:19.600 --> 00:07:22.160 Technical specification can change. 00:07:22.480 --> 00:07:24.160 Guidance can evolve. 00:07:24.480 --> 00:07:27.439 Implementation timeline can change. 00:07:27.759 --> 00:07:30.720 System requirements can be updated. 00:07:30.959 --> 00:07:36.800 So readiness is not only about being prepared on launch day. 00:07:37.600 --> 00:07:43.839 It is also about whether your organization can respond when something changes. 00:07:44.720 --> 00:07:48.800 That means somebody needs to identify the change. 00:07:49.040 --> 00:07:52.720 Somebody needs to assess whether it affects the business. 00:07:52.959 --> 00:07:55.519 Somebody needs to update the process. 00:07:55.759 --> 00:07:58.160 Someone may need to adjust the system. 00:07:58.480 --> 00:08:01.759 Employees may need to be informed or retained. 00:08:02.000 --> 00:08:07.120 And management needs to know whether the change has actually been implemented. 00:08:07.600 --> 00:08:14.079 A business that was ready yesterday still needs the capability to stay ready tomorrow. 00:08:14.319 --> 00:08:19.680 That is why I developed the 3CE invoice implementation framework. 00:08:20.000 --> 00:08:22.079 The first C is clarify. 00:08:22.319 --> 00:08:29.040 Before you create procedures or train everyone, clarify what actually applies. 00:08:29.360 --> 00:08:31.439 Which entities are affected? 00:08:31.680 --> 00:08:33.919 Which transactions are affected? 00:08:34.159 --> 00:08:36.720 Where do your invoice journey begin? 00:08:36.960 --> 00:08:38.879 What information is required? 00:08:39.120 --> 00:08:43.039 Which transactions require professional clarification? 00:08:43.279 --> 00:08:48.000 And where does the current process differ from what is required? 00:08:48.240 --> 00:08:50.480 Then we move to the second seat. 00:08:50.799 --> 00:08:51.600 Consistent. 00:08:51.919 --> 00:08:56.639 Can the organization translate those requirements into working procedures? 00:08:57.039 --> 00:09:00.159 Are responsibilities clearly assigned? 00:09:00.480 --> 00:09:04.240 Are the people who influence the invoice journey trained? 00:09:04.480 --> 00:09:08.639 Can routine transactions be handled in a repeatable way? 00:09:09.039 --> 00:09:13.120 And are records and supporting evidence maintained properly? 00:09:13.360 --> 00:09:15.840 Then the third C, controlled. 00:09:16.159 --> 00:09:21.759 Can management detect rejected, cancel, or incorrect documents? 00:09:22.080 --> 00:09:25.120 Can recurring problems be identified? 00:09:25.440 --> 00:09:28.240 Are unusual transactions escalated? 00:09:28.480 --> 00:09:32.799 Does somebody review whether procedures are actually being followed? 00:09:33.039 --> 00:09:39.200 And can the organization respond when regulatory or technical requirements change? 00:09:39.519 --> 00:09:41.600 The principle is straightforward. 00:09:41.919 --> 00:09:44.159 Clarifies what applies. 00:09:44.559 --> 00:09:46.720 Create consistent execution. 00:09:47.039 --> 00:09:48.799 Maintain appropriate control. 00:09:49.360 --> 00:09:52.000 Now let us make this practical. 00:09:52.240 --> 00:09:54.720 Here is today's clarity check. 00:09:54.960 --> 00:09:58.799 I want you to ask five questions about your own business. 00:09:59.039 --> 00:10:08.080 First, have we identified every system departments and person that can initiate or change an invoice-related transaction? 00:10:09.120 --> 00:10:15.360 Second, do we know which transaction sits outside our normal sales invoice process? 00:10:15.600 --> 00:10:27.519 Third, are responsibilities clearly defined from data collection all the way through submission, validation, corrections, and record retention? 00:10:27.759 --> 00:10:34.960 Fourth, can our employees explain what to do when a transaction does not fit the normal process? 00:10:35.440 --> 00:10:44.879 And fifth, does management receive information about rejections, cancellation, recurring errors and unresolved questions? 00:10:45.360 --> 00:11:06.320 If your answers depend heavily on one experienced employee, if important decisions are being communicated informally, or if different departments are making assumptions about what the other department is supposed to do, then your software may be ready before your business is. 00:11:06.799 --> 00:11:11.200 And there is one more distinction I think business owners should make. 00:11:11.519 --> 00:11:17.759 E-invoice readiness should not only be measured against an implementation deadline. 00:11:18.240 --> 00:11:25.440 A more useful question is: has the business developed the capabilities to operate under e-invoicing? 00:11:25.679 --> 00:11:27.919 Can it understand what applies? 00:11:28.159 --> 00:11:30.879 Can it capture reliable information? 00:11:31.200 --> 00:11:34.320 Can people execute the process consistently? 00:11:34.639 --> 00:11:38.159 Can unusual transactions be handled appropriately? 00:11:38.320 --> 00:11:42.639 And can the organization respond when requirements change? 00:11:43.120 --> 00:11:49.360 That capabilities cannot simply be downloaded as part of a software update. 00:11:49.679 --> 00:11:53.360 It has to be built across the organization. 00:11:54.879 --> 00:12:03.039 So when somebody tells you our software is e-invoice ready, the next question should be, what about the business? 00:12:03.279 --> 00:12:08.320 Because e-invoicing is not merely a document generated by software. 00:12:08.559 --> 00:12:15.120 It is an operating process that must be clarified, made consistent, and kept under control. 00:12:15.679 --> 00:12:37.679 If today's discussion made you realize that your organization has focused mainly on system setup, but has not yet examined the people, data, responsibilities, and exceptions around the system, that is where an operational readiness review becomes useful. 00:12:38.240 --> 00:12:43.679 This is the kind of issue I work through in my e-Ivoice implementation coaching. 00:12:43.919 --> 00:12:53.840 Helping businesses move beyond the software works to understanding whether the operating procedures around it actually ready. 00:12:54.000 --> 00:13:06.320 And if you are not sure whether your immediate priority sits under clarity, consistency or control, you can begin with the 3CE Invoice Readiness Assessment. 00:13:06.559 --> 00:13:14.879 It is designed to give you an initial snapshot of where your current implementation may need further attention. 00:13:15.120 --> 00:13:25.039 Because your software being ready is important, but the more important question is, can your business operate reliably around it? 00:13:27.200 --> 00:13:30.879 Before you go, here is your clarity question. 00:13:31.200 --> 00:13:35.679 Is AE voicing genuinely under control in your business? 00:13:35.759 --> 00:13:39.679 Or is your team simply fixing problems as they appear? 00:13:40.080 --> 00:13:44.960 If you are not sure, start with my complimentary business clarity.