e-invoicing
made easy

Accepting e-invoices eliminates the need for data re-entry, saving time and minimizing input errors. Additionally, the process of verifying and archiving e-invoices is more cost-effective since all information is easily accessible electronically.

Sending e-invoices enables faster, more accurate, and secure data exchange, enhancing client relationships. Studies show that payments from e-invoices are received an average of three days earlier, directly benefiting cash flow. E-invoices also save costs through digital archiving and simplified auditing.

Sending e-invoices should not be any different from sending regular invoices. You just create the invoice in your business software and send it.

• Activate e-invoicing in your business software (if supported).
• Set the billing channel to e-invoice for customers who accept it.
• Send your first e-invoice.

If your business has minimal invoicing needs, e-invoice portals like e-arveldaja or Arvekeskus can be used instead of business software.

Decide whether to receive e-invoices in your business software or a dedicated e-invoice platform (like Telema eFlow). To receive e-invoices in your business software:

• Activate e-invoice reception in your business software.
• Confirm your e-invoice operator in the business register.
• Notify your suppliers that you wish to receive only e-invoices.

Everyone who wants to send or receive e-invoices can do it in one of two ways:

• Create a direct connection between the business softwares of the supplier and the buyer. This could be reasonable if the number of partners for the given company is below 5.
• Use the services of an e-invoice operator. An e-invoice operator (like Telema) facilitates the secure and accurate exchange of e-invoices. They ensure that invoices reach the right destination in the correct format while maintaining security and compliance.

Consider the following when selecting an operator:

1. Your invoicing needs — sending, receiving, or both. Think about any additional services you might need by analysing your accounts payable processes – maybe there is something that could be improved. This is also a good time to ask for suggestions from some of the partners that you have shortlisted to test their support.
2. The location of your partners — local or international. If they are all or mostly local, in most cases it’s more reasonable to choose a local operator due to their market knowledge.
3. The operator’s network — local and international reach. The bigger the network of the operator, the more benefits there are for you as it enables efficient document exchange with more partners.
4. Compatibility with your business software. How easy and cost effective is it to activate the service?
5. Reliability and security of the service. – Make sure the operator is trustworthy and able to be a long time partner. “Cheap and cheerful” should not be the first choice given the nature and importance of the process of invoicing within a company as a whole.

E-invoicing operates through recognized e-invoice operators who facilitate invoice exchange between businesses. These operators have roaming agreements similar to mobile operators, ensuring seamless transactions across different platforms. If a business is registered as an e-invoice receiver, only their business registry code is needed to send an e-invoice to them.

PEPPOL (Pan-European Public Procurement Online) is a network for electronic document exchange that enables businesses and public sector organizations to exchange electronic procurement documents, including e-invoices, across Europe. PEPPOL is widely used in many European countries for cross-border transactions.
PEPPOL is most widely used in Norway, where it also functions as a domestic data exchange platform — all public sector institutions and many private companies receive invoices through Peppol.
PEPPOL is increasingly spreading beyond Europe. Recently, countries like Australia, New Zealand, Singapore, Japan, and others have started considering it as a solution for electronic document exchange.

• Cross-border compatibility: PEPPOL enables seamless e-invoicing across different countries, reducing barriers in international trade.
• Standardization: The use of PEPPOL BIS (Business Interoperability Specifications) ensures uniform e-invoice formats, which facilitates easier processing.
• Security: The network is secure and ensures the authenticity and integrity of exchanged documents.

If you plan to start using PEPPOL for e-invoicing, it is advisable to consult with your e-invoicing operator for the necessary technical setup and to understand any possible additional costs.