Once your staff have been brought up to speed to the changes re invitbox, you should now start asking your suppliers to email your bills to your @invitbox.com account.
No-one particularly likes change, but from the very outset we designed invitbox to be as easy as possible for suppliers to get involved in. At the time of writing this 94% of all bills coming into invitbox were system generated PDFs. It is only by exception that a supplier may not be able to provide you with a system generated PDF. If they say "we can't" they most likely will mean "that just sounds too hard". When pressed on the matter, most suppliers will find a way.
It may also be useful to send the supplier the PDF help document that is attached at the bottom of this article.
As a supplier, we know that your main business function is to provide your customers with product and service. Second to that you want to get paid as quickly as possible, and not be burdened with the Accounts Receivable process...forever being asked to send copy bills etc.
We have designed invitbox to be as easy as possible for you. Simply emailing a client your standard bill as a PDF means
- the client never loses a bill again
- your bill is put in front of the relevant person within the client's team for approval in real-time, speeding up the payment process
- the client has an audit trail showing them when you sent the bill.
- you cut down on print, paper, and postage costs
invitbox allows you to provide your bills to your clients as an e-invoice for no cost or disruption. Thanks for getting on board.
TEMPLATE LETTER FOR SUPPLIERS: (do not forget to insert your invitbox email address into this letter)
IMPORTANT – PLEASE READ
CHANGES TO OUR BILL PAYMENT PROCESSING
As part of our effort to improve the way we do business with you, and to reduce both your costs and ours, we have made some system changes that require your immediate attention and cooperation. These changes are designed to provide greater visibility, accessibility and efficiencies in the way we process your invoices.
These changes are effective immediately. Your cooperation is essential to ensure your invoices are processed promptly to avoid late or missed payment.
We have recently implemented an accounts payable processor called INVITBOX. Invitbox will allow for all bills to be made available to our team online. Key benefits of invitbox include:
Faster approvals process, leading to earlier settlement of debts
No more paper and all associated costs – printing, postage, and environment
No more lost invoices
No data entry errors into our inventory and accounting systems at our end
From today please email your invoices in 'real' pdf format to:
It is imperative that you email us real PDF's. A real pdf is a pdf generated by a system as opposed to via a scanner or imaging software. They contain metadata, and invitbox reads that data.
Scans of paper invoices that are saved as pdf files are not real pdf invoices. We need you to send PDF's of invoices generated by your sales systems or systems such as QuickBooks Online. These PDF's contain the data that is extracted by invitbox.
The vast majority of the world’s billing, invoicing or sales system produces pdf documents upon request.
If you have to date been providing us with hand written bills, or if you have been generating those bills on a word processor or similar, we would ask you to download or buy some software designed to produce bills electronically.
There are plenty of inexpensive software suites around to do this for you. One that we particularly recommend is Intuit QuickBooks Online. It is available at 50% off the retail price for Invitbox suppliers, so pricing starts from $7.50 per month. The QuickBooks mobile app is compatible with both iPhone and Android and will allow you to do all your billing from your phone or tablet. It will also act as a debtor management tool for you. For more information or to purchase QuickBooks Online please refer to this link.
We also ask that you send each invoice as a separate pdf. You can still send multiple invoices in the one email, but they need to be separate invoices/pdfs.
To clarify again a scan of your invoice that you save as a pdf is not a true pdf, it’s a jpg or a tiff, dressed as a pdf (only an image). We need pdfs created from your system.
If you have any further questions about sending pdfs please do not hesitate to contact us directly, or visit www.invitbox.com for their contact details.
Thank-you very much for your cooperation.