Link4 Case Study
eInvoicing implementation 101 with Waipa District Council
Change in any large organisation can be challenging, especially when it comes to IT. For Waipā District Council, with a goal to improve the efficiency of its systems and processes, implementing eInvoicing turned out to be a smooth process.
The context
Waipā District Council had a clear business case for implementing eInvoicing. It provided an accurate, automated way of getting supplier invoices into their finance system that would deliver time and cost savings.
The key benefits the Council identified in its analysis of eInvoicing were:
The next step was to make eInvoicing happen – and critically, bring its suppliers along on the journey.
The implementation
eInvoicing implementation, including configuration and testing, took under 3 months with go live in February 2023 – and only a month of adjustment before everything was running smoothly.
Several crucial elements contributed to Waipā’s success. Firstly, it was imperative to ensure that the subject matter expert (SME) comprehended the AP process and valued the underlying systems. Secondly, engaging the AP team right from the outset of the project played a pivotal role.
Also critical to successfully integrating eInvoicing into its systems was engaging Waipā’s Access Point Provider (Link4) and ERP supplier (TechOne), who worked together to find solutions that worked for Waipā.
It also included factoring in how eInvoices with POs came in from suppliers using Xero and MYOB.
Getting suppliers onboard
And finally, to fully realise the benefits of eInvoicing, taking the time to bring suppliers on board was key. To communicate the shift to eInvoicing to its suppliers, Waipā sent out an email to its suppliers and a follow up reminder 2 weeks later.
Several crucial elements contributed to Waipā’s success. Firstly, it was imperative to ensure that the subject matter expert (SME) comprehended the AP process and valued the underlying systems. Secondly, engaging the AP team right from the outset of the project played a pivotal role.
Waipā also focused on council staff who engage with suppliers, giving them information packs to send out to new suppliers. This meant new suppliers had eInvoicing information from the start and were aware of Waipa’s preference to receive eInvoices.
The council identified that many of its suppliers are using eInvoicing enabled software such as Xero and MYOB for their invoicing. For these suppliers, the council used a ‘no touch’ tactic by automating an email response to any incoming invoice identified as being emailed via a Xero or MYOB system, asking the supplier to make the switch to eInvoicing. The email outlined how to quickly and easily send an eInvoice based on whether they were Xero or MYOB users. Waipā will continue to monitor the effectiveness of this automated email and may consider reminder emails and phone calls to suppliers in the future.
The benefits
Just 5 months after go-live, Patsy says eInvoicing is already delivering benefits.
Given Waipā’s time and cost savings will increase as more suppliers start sending eInvoices to the council, much of Waipā’s efforts now centre around educating and encouraging suppliers to switch to eInvoicing.
Waipā has managed to on-board around 20 suppliers sending them eInvoices. Within the next six months they expect this number to increase significantly.
