{"id":105915,"date":"2020-02-04T11:41:59","date_gmt":"2020-02-04T10:41:59","guid":{"rendered":"https:\/\/easy-software.com\/?p=105915"},"modified":"2025-04-03T17:54:40","modified_gmt":"2025-04-03T15:54:40","slug":"optimizing-the-invoice-receipt-process-in-3-steps-receiving-invoices-by-email","status":"publish","type":"post","link":"https:\/\/easy-software.com\/en\/newsroom\/optimizing-the-invoice-receipt-process-in-3-steps-receiving-invoices-by-email\/","title":{"rendered":"Receiving invoices by email: 3 steps to optimize the invoice receipt process"},"content":{"rendered":"
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This affects digital incoming invoice processing<\/a> in particular. The benefits when it comes to gains in efficiency are particularly clear. Two parties are always part of process optimization when it comes to accounting \u2013 the invoice issuer<\/strong> and the invoice recipient<\/strong>. So, what do you do when the invoice issuer is still relying on good old snail mail \u2013 and just doesn\u2019t like sending out its invoices by email? In this article, we\u2019ll show you three steps to put the right incentives in place so that you and your invoice issuer can take this step together.<\/p>\n\n\n\n

Invoicing by email can provide 100% automation<\/h2>\n\n\n\n

You\u2019re there with your fully-developed digital invoice receipt system<\/strong> but you still can\u2019t show off all its benefits<\/strong> \u2013 all too many incoming invoices are still turning up in paper form in your post room<\/strong>. That is an adequate description of the \u201cproblem\u201d. For the sake of completeness, I\u2019ll take this opportunity to go over the situation again.<\/p>\n\n\n\n

Convincing suppliers about invoicing by email<\/h2>\n\n\n\n

This doesn\u2019t just disadvantage the invoice recipient \u2013 it also disadvantages the invoice issuer. The problem is more or less the same on both sides. Just like invoices can\u2019t get into envelopes by themselves and ship themselves off, the invoices letters can\u2019t open themselves or automatically take the incoming invoices contained within to be scanned in. In other words: staff on both sides deal with these routine tasks \u2013 which costs time and money and can annoy the staff every now and then.<\/p>\n\n\n\n

Perhaps an example calculation to demonstrate financial reasons for why you should back invoicing by email:<\/p>\n\n\n\n

\"example<\/figure>\n\n\n\n

Factoring in an average processing time of 15 minutes per invoice, if you get 100 invoices per month, that\u2019s 25 hours (1500 minutes) of processing time. If you reduce the processing time to 5 minutes simply by using invoices by email, you\u2019ll only need about 8 hours for 100 invoices. That means you\u2019re making 17 hours available for your staff to do more productive things. It should be noted we haven\u2019t even touched on costs arising for ink, toner, paper and postage, all of which would fall away when emailing invoices.<\/p>\n\n\n\n

Receiving \u2013 and enjoying \u2013 invoices by email\u2026<\/h2>\n\n\n\n

Convince your invoice issuers of the benefits of electronic communication, especially with regard to sending invoices by email. Unfortunately, even in 2020, there are still concerns and biased opinions regarding digitally sending outgoing invoices which then become incoming invoices for the invoice recipients \u2013 i.e. for you.<\/p>\n\n\n\n

Worries, concerns, fears regarding invoicing by email\u2026<\/h3>\n\n\n\n

In many places, there is still the preconception that electronic outgoing invoices are disadvantageous for the invoice issuer. A key idea here being \u201cno input tax deduction\u201d, etc. That is not the case. Since the restructuring of the Tax Simplification Law<\/strong> (DE) in 2011<\/strong>, these fears are no longer justified. Quite the opposite: The central element of this \u201crestructuring\u201d for electronic invoicing is that it allows<\/strong> the invoice issuer<\/p>\n\n\n\n