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Home office: SMEs say goodbye to the paper industry


Paper documents are often still common practice, especially for SMEs. In times of home office, this is an enormous challenge, especially since the documents are also sent to the company address. “A number of companies are currently rethinking the area of ​​paper management over many years. Simple solutions for digitizing invoices are particularly in demand, ”explains Gerd Marlovits, Managing Director of Austria's leading EDI service provider EDITEL. Automatically generated PDF invoices and online invoice portals often serve as an entry into the world of electronic data exchange (EDI). This reduces paper consumption and also protects the environment. 

Vienna. In practice, when two large companies do business with each other, accounting is very easy because they operate electronic data exchange (EDI) via the international data hub eXite. “The digital receipts are automatically transferred to the accounting system, for example, and can be processed further by employees. This can usually happen regardless of location, and increasingly also in the home office, because many companies have secure VPN access to their systems, ”explains Gerd Marlovits, managing director of EDI service provider EDITEL. The situation is different for companies that still process paper-based processes. "Logically, physical business documents also require a physical presence during processing," says Marlovits.

Automatically the invoice via PDF

In the last few weeks, due to the circumstances of the Corona crisis, the topic of digitization has become more and more a requirement for home offices. The frequent absence from the office can lead to business processes stalling, orders not being processed or billing documents not being able to be placed. “So it is not surprising that many companies are currently trying to make a virtue of necessity - that is, to digitize paper-based processes as quickly and easily as possible in order to make documents accessible from anywhere. Invoice recipients, for example, are now increasing their numbers PDF invoices, instead of paper, ”says Marlovits. Alternatively, online portals (so-called web EDI portals) are used to give SME suppliers in particular the option of calling up orders, entering invoices and transmitting them directly to the customer. This avoids payment delays, increases liquidity on the supplier side and ultimately ensures a functioning supply chain.

EDI integration enables structured data exchange

“PDF invoices by email instead of paper are certainly an adequate means to take the first step towards digitizing the invoice process. There are quite reasonable solutions that make the transmission status traceable, among other things, ”adds Marlovits. Nevertheless, in a further step it is advisable to exchange the data in a structured manner - i.e. in EDI formats - in order to benefit from further advantages through full integration. “In simple terms, this includes receiving, accepting or approving, and legally archiving the invoice documents. We can build on existing interfaces and serve the respective digital invoice channel in a customer-specific manner, ”Marlovits continues.

The mixture depends

Whether it is an invoice portal, PDF by email or a fully integrated EDI solution depends on the particular circumstances and needs of the company. "One thing seems clear: In order to have as many business partners as possible digitally on board, a combination of different approaches will probably be required," says Marlovits. The supplier structure of a retail group already harbors a broad spectrum. The situation is similar for large manufacturers who supply a large number of customers from different industries. “A hairdresser needs something different than a drugstore chain. So it depends on the right mix. Ultimately, the approaches complement each other to form an overall concept, ”summarizes Marlovits.

Whether reinforced by the latest experiences from the crisis or the general trend towards digitization: The - admittedly never completely - paperless office is moving closer and closer and EDI as "enabling technology" will continue to gain importance - and not only in Times of home office. 

EDITEL, the leading international provider of EDI solutions (Electronic Data Interchange), specializes in the optimization of supply chain processes in a wide variety of companies and industries. The company has a supraregional reach through branches in Austria (headquarters), the Czech Republic, Slovakia, Hungary, Croatia and numerous franchise partners. This makes EDITEL the ideal partner for international companies. Via the EDI service eXite, EDITEL offers a comprehensive service portfolio, starting from EDI communication to EDI integration, web EDI for SMEs, e-invoice solutions, digital archiving and business monitoring. The experience and expertise of over 40 years guarantee the successful implementation of extensive EDI projects. www.editel.at 

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Written by sky high

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