Electronic invoicing (e-invoicing) with ASTERION

e-Invoicing with ASTERION

Are you looking for alternatives to optimise your accounts payable and accounts receivable processes?

Then you’re looking in the right place! With ASTERION you benefit from a fast invoicing process that even saves you money! Electronic invoicing can bring direct savings up to 70% without having to invest in any hardware or software.

Switch to e-invoicing quickly and securely

ASTERION will ensure that all invoices from a diverse range of delivery channels get where they need to go, quickly and securely. It doesn’t matter what type of document and data format the recipient prefers. And that’s not all: As well as invoices you can also send and receive other documents and files in whatever format and with whichever delivery method you desire.

Electronic invoicing with ASTERION: It doesn’t get any simpler than this!

Different forms of organisation, different ways of carrying out processes and different software systems determine the invoice management processes with each document type needing its own formats and delivery methods. The e-invoicing solutions from ASTERION are the digital alternative that allows you to quickly, simply and securely prepare and send invoices between businesses and your suppliers.

E-invoicing with ASTERION increases transparency, accelerates the payment cycle and prevents the errors that are common in paper-based systems. Businesses can save valuable time and money by replacing their inefficient manual processes – without paper invoices being necessary. An electronic invoice is a legally valid document for VAT purposes as well as for accounting and making payment demands.

Electronic invoice exchange in detail

Using our solutions for electronic invoice exchange (e-invoicing) you can even create a digitally signed document and automatically transfer the relevant information to your customer or supplier via our service portal. This electronic document is a legally valid invoice for tax purposes.

An additional benefit: As soon as the electronic invoice has been sent to the recipient it can be saved locally so that it is available for further use in the process. If the e-invoice will be entered into your accounts payable, then all archived invoices can be accessed electronically. This reduces the risk of invoices being incorrectly allocated.

Benefits of e-invoicing for purchasers

  • Reduced costs
  • Increased accuracy
  • Less incidence of fraud, dunning costs and late payment interest
  • Fast processing and payment cycles

Benefits of e-invoicing for suppliers

  • Quick payments
  • Reduced costs
  • Increased productivity
  • Improved reconciliation of accounts

Benefits of e-invoicing for managers

  • Improved transparency
  • Better compliance with contracts
  • Better supplier/customer relations
  • Compliance with “green” initiatives

Any questions?

We will be happy to provide you with more detailed information and arrange a personal consultation. Please write to us!

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Frequently asked questions about electronic invoicing

Do you want to learn more, have a question about a specific aspect of electronic invoice exchange or simply want to read a bit more about it? Then please take a look at our list of frequently asked questions about e-invoicing. If you still unable to find what you are looking for or would like some advice about your specific circumstances, then please get in touch with us at any time on +49 (0)6204 96 86 860 or send us a message using the contact form!
E-invoicing (short for electronic invoicing) is the electronic transfer and exchange of invoices. An electronic invoice is an invoice sent by digital means. It consists of a document that fulfils the requirements of a conventional physical invoice (e.g. name and address of supplier and recipient, the amount due, the applicable VAT amount or tax number) which is used for settling payment for goods and services. E-invoices can be sent via email (SMTP), file transfer (FTP), EDI (Electronic Data Interchange) or SOA web services. There are additional legal regulations for electronic invoices that must be observed.
The same rules for keeping invoices generally apply to electronic invoices in the same way as for paper invoices. In germany, for example, electronic invoices must be kept for 10 years. Documents must be archived for this period.
Electronic invoices may be printed out and filed away. However, printing electronic invoices for filing alone is not sufficient. During an audit of your business, the auditor may require that you show them the electronic version of the invoice also. This means that when you accept an electronic invoice you are automatically obligated to also store this electronically.
Paper-based invoices may (under specific conditions) be scanned and stored. If the method used for the digitalisation of paper invoices and their storage is in line with proper accounting practices, then the digitalised invoices may take the place of the original document. Once it has been scanned into the system, it can be destroyed. Warning: This applies only if non-tax or tax-related regulations do not require you to keep the original document. Please consult your tax advisor or accountant for advice in this regard!
Receiving electronic invoices is voluntary. The receipt of invoices in an electronic format must be agreed by the recipient. However, in many countries, such agreement can be implied without being explicitly stated, for example, if you have already received an electronic invoice and started to process it.
Generally speaking, prices for e-invoicing solutions vary depending on the project. There are, however, a few points of reference we can look at. You can generally assume that producing small quantities of electronic invoices will be about 50 – 60% of the cost of sending them in the post. There are additional savings made on paper, printer ink/toner and envelopes. Savings of up to 70% are definitely possible depending on the scope of your process optimisation.
The “Forum elektronische Rechnung Deutschland” (FeRD, Forum for Electronic Invoicing Germany) is a national platform consisting of associations, ministries and businesses that is used to promote the use of electronic invoicing in Germany. In order to make further development of seamless invoice data processing possible, the forum has created a standardised format for electronic invoice exchange. This has been named ZUGFeRD (Zentraler User Guide des Forums elektronische Rechnung Deutschland, Central user guide from the Forum for Electronic Invoicing Germany). The ZUGFeRD format combines the PDF document containing the invoice with an integrated XML file of invoice data. This allows data to be extracted in a standardised way. ZUGFeRD meets the requirements for international standardisation and can therefore be implemented and used for cross-border European and international invoice exchanges. It allows invoices to be exchanged between government authorities, businesses and consumers and can be used to exchange structured data between the invoices issuers and recipients.
The e-invoicing provider plays an important role in the electronic invoicing process. The reason is simple: Even with a standardised format like ZUGFeRD, different businesses can each have their own requirements for formatting and delivery channels. ZUGFeRD is not mandatory and is (so far) used only in Germany. The e-invoicing provider instead ensures that all invoices reach the recipient regardless of the format and method of delivery, quickly and in a legally compliant manner.
A multitude of methods are available for switching your outgoing invoice processes over to e-invoicing. The virtual print driver and web portal from ASTERION allows you to make use of electronic invoicing without the need to invest in any hardware or software. The virtual printer is installed just like any other print driver, but instead of printing, this driver automatically sends your data over a secure encrypted SSL connection to the ASTERION web portal. Alternatively, files can be placed directly into the virtual printer’s upload folder in a variety of formats (PostScript, PCL, PDF, etc.). All invoices sent by the print driver are prepared for their specific recipients in the web portal and sent. The recipient simply registers how they would like to receive documents for each file and/or document format. Those who wish to continue receiving paper documents are also offered the option to have it sent to them by post.
Our e-invoicing solutions using a virtual print driver and web portal can be used for transforming your incoming invoices processes as well as your outgoing processes. We will support you in the process of inviting and encouraging your business partners to register with the web portal and receive all invoices electronically from that point onwards.
An electronic signature is a structured dataset that is added to other electronic files or to which a logical link is created and acts to authenticate the file. This dataset allows the signatory or signer to be identified and the integrity of the information checked. An electronic signature is no longer required (in Germany), but affords you a range of advantages nonetheless. It is almost impossible to forge and provides an easy way to check the integrity of the data.
E-invoicing providers are businesses that provide digital optimisation and consolidation services for invoicing processes to other businesses. They look after the exchange of data and electronic invoicing. They also ensure that invoices are properly archived electronically.

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