Sending Out Electronic Invoices

Increase Efficiency Sending Out Electronic Invoices via email

Outlined below are some best practices to begin the process of moving to electronic invoicing. Implementing just a few processes will allow you to deliver your invoices faster, ensure proper receipt and eliminate the costs of paper-based invoices.

ONE: COMMUNICATE TO CLIENTS

  • The first step is communicating with your customer base the change in process and clearly stating time frames and the steps required. Definitely consider a targeted completion date, but make sure your clients have ample to time to comply.
  • Communication can be facilitated by:
    • Creating a form letter to send to all existing clients
    • Drafting a email communication to send to all existing clients

TWO: KEY DATA POINTS TO RETRIEVE 

  • In the communication, request a specific email address for delivery of your invoices and make sure to record in the customer record. 
  • Establish two-way communication by setting up a specific ‘accounts receivable’ email address and/or a phone number that allows your clients to use to capture missing email addresses, address questions and confirm setup.

THREE: ACQUIRE CONSISTENT DATA

  • Create a form that allows you to easily gather all the necessary information.
  • Your implementation of electronic invoicing will be easier if you have gathered your clients data in a consistent format that makes it easy to input that information in to WolfePak ERP.

FOUR: FINALIZE SETUP IN WOLFEPAK ERP

  • Take the necessary steps in your WolfePak ERP to setup the client for delivery of invoices via email

For implementation questions or support issues, please contact us at sales@wolfepak.com.