For years, companies that see in digitalization and automation of processes a significant field for optimization and savings have been using solutions that enable electronic flow of documents in relations with contractors – including invoices, orders, confirmations and agreements.
SNP supports various scenarios of B2B data exchange in electronic form. Our clients send individual invoices by e-mail in PDF format (SNP EasyPDF tool), use EDI communication (Edistrada), and also have web portals that periodically carry out mass mailing of invoices to thousands of customers (SNP E-Billing Portal). The choice of tool, and often several tools – after all, one company can simultaneously use EDI solutions in relations with a key customer and send single invoices – depends on the communication scenarios implemented in the company, as well as the scale of this process.
As a company specializing in the SAP system implementation, development and integration, we want to primarily target enterprises that are using this solution and want to make sure that the implemented tools “get along" well with their integrated system. We also have experience and tools supporting the integration of the SAP system with external e-commerce platforms.
Portal for e-invoices
SNP E-Billing Portal is a system for mass delivery of electronic invoices. It was created for companies that serve customers based on long-term contracts or subscriptions and generate thousands of documents for dispersed recipients. They include telecoms, companies providing services to the public on the basis of contracts (e.g. utility providers, leasing), as well as transport and logistics companies. The greater the number of customers and invoices, the greater the possible savings – in time and money.
The key functionality of SNP E-Billing Portal is the generation and distribution of a large number of electronic invoices based on data transferred from the company’s financial and accounting system. Documents can be shared via email or in the portal, with or without logging in. Users have access to a secure document archive that can be searched using multiple filters. It is possible to share billing information and make electronic payments.
Information about user actions, in particular about opening an invoice by the customer, is precisely recorded in the portal and shared with authorized users in the form of reports. However, the portal handles more than just invoices. The system is prepared for the exchange of offers, contracts, or other types of documents and information via the Internet.
The advantage of the solution is its high performance, which guarantees the efficient handling of millions of documents, including those containing tens of thousands of items. One of our clients shares with its contractors over 110 thousand e-invoices per month. Often, PDF files of invoices with attachments exceed five thousand pages.
Quickly, without errors and without backlogs
E-Billing Portal’s automated tools for reporting and monitoring invoice statuses allow you to more quickly and efficiently identify where significant delays are occurring and take the appropriate steps before overdue payments affect the company’s liquidity.
A direct benefit of switching to electronic distribution of invoices is the saving of time spent on issuing invoices. SNP E-Billing reduces the workload of employees, who can spend their time on more profitable tasks than printing or placing invoices in envelopes.
It is also worth noting that the automation of invoicing processes within internal financial systems improves the timeframe not only by lowering workload, but also by reducing human error and improving invoicing accuracy.
In SNP E-Billing Portal, electronic invoices are generated automatically and delivered to recipients immediately after receiving data from the financial and accounting system. This shortens the process of delivering documents to counterparties by a few days, which accelerates the payment of receivables. Moreover, an access to a transparent web-based user interface enables both the party issuing the invoice and the recipient to view the overall payment status. They can easily spot and eliminate sources of overdue payments.
Another advantage of the portal worth emphasizing is its role in building the company’s brand among customers. The portal may be available as an integral part of the company website, in colors consistent with the visual identification, with navigation adapted to the logic of the site. It is also possible to adjust the interface so that it can be used on mobile devices.
In the cloud or on premise
The SNP E-Billing Portal is available on premise and in the SaaS model based on SNP Data Centers, which guarantees system and data security confirmed by ISO 27001 (Information Security Management System) and ISO 27018 (for services provided in the SaaS model) certificates.
The solution is based on the Edistrada environment, which is a universal platform for mass generation, sharing and exchange of B2B and B2C data. The advantage of this environment is the ability to easily integrate with other systems, including SAP.
A faster invoicing process, reduction of errors thanks to automation, decrease in the employees’ workload and more effective monitoring and reporting are the main sources of savings of company resources resulting from the launch of SNP E-Billing Portal. The benefit is also the satisfaction of the portal users. Also on their side, the process of accepting the invoice is put in order, the costs of its handling are reduced and the risk of losing the document is reduced. Better relations and communication with business partners is a value that cannot be overestimated.
Sharing invoices in a web portal is a convenient, efficient and effective way to reach customers – although not every company has enough contractors to make it economically rational.
For companies that want to quickly launch a simpler solution – sending e-invoices, replacing paper invoices and traditional mail in the process, we offer SNP EasyPDF. It is an easy-to-run SAP add-on that enables sales invoices to be sent to clients via email in a PDF format directly from the SAP system. Emails with attached PDF files can be sent collectively at defined time intervals or individually, immediately after an invoice has been posted.
There is no need to modify standard SAP programs, plus the solution uses common output mechanisms, which makes it easy to get it up and running quickly.
And if there is a need to sign an emailed invoice electronically, we suggest SNP EasySign. It is an application installed on a workstation, communicating with the SAP system, capturing invoices in PDF form and performing electronic signature functions.
For regular partners: Edistrada
For handling e-invoicing of large, regular business customers, especially retail chains, often key counterparties who expect specific communication standards, we recommend using EDI scenarios and SNP solutions: the universal B2B and B2C Edistrada platform.
Edistrada enables the mass generation, sharing and exchanging of documents and data with customers and suppliers according to the possibilities and expectations of both parties (e.g. via a portal, network services, email, unique links, PDF, EDI and other).
The central point of Edistrada is a web portal used for communication with customers or suppliers, where you can monitor and track the transmitted documentation. The implemented customer self-care scenarios allow the user to download documents generated for them, check the history of sent documents and their content, verify receivables and make e-payments. It is also possible to verify the delivery of a document (e.g. an adjustment invoice).
Edistrada can be also used for the classic document exchange in the EDI format, which involves the flow and exchange of documents in electronic form directly between partners’ systems. The solution is delivered as a secure service (SaaS) or installed on premise. The tool can be integrated with any business system (ERP, ECM).
For companies using the SAP system (SAP ERP, SAP S/4HANA and other), the secure integration of the EDI environment (including Edistrada) with the key transaction system is ensured by the SNP solution – EasyEDIconnector.