Di Luca de Piano
As is well known, at the beginning of this year, the exchange of invoices in the form of telematics also took place in B2B, that is, the corporate one, after electronic billing had already been activated for public administration. Billing electronically is not mandatory for private individuals, but it is a great opportunity for companies that intend to digitize the billing process, making it faster and less expensive in terms of costs. Practical benefits include: reducing process costs, eliminating printing, shipping, and archiving, minimized recording activities, bills search within seconds, and a significant reduction in risk of errors. The digitization of activities that are substantially repetitive and of little added value – such as printing and embossing invoices, customer interaction, paper archival storage, and bureaucratic nature, such as the various licensing steps – entail considerable benefits, even of a financial nature.
In fact, as estimated last year by the Electronic Billing and Dematerialisation Observatory of the School of Management of the Politecnico di Milano, the benefit of switching to electronic invoicing is between 7.5 and 11.5 euros for each invoice, if we Refers to companies that handle a volume of invoices over three thousand per year. On a wider scale, the same Ministry of the Economy and Finance (MEF), it assumed last year’s total savings of at least 3 or 4 billion a year, likely to reach the tens of billions in the prospect of Best scenario. Moreover, as all vendors contacted by Data Manager have also highlighted, electronic invoicing is convenient at all levels, as it allows quantifiable savings for each managed invoice compared to traditional billing models, and this is valid for both large Companies for smaller realities. It should not be forgotten that the purpose of electronic billing among private individuals is to increase the integration of all the players in the value chain. A goal that seems to have been included by Italian companies, at least to look at the data of the Digital Economy and Society Index 2017 (Desi), the annual ranking that deals with digitization in the countries that make up the European Union (UK, including ). If Italy is not known often in its first positions compared to many Desi indicators, at least as far as the amount of electronic billing is concerned, the prospects are comforting, given that the firms that use it are 30 percent, a given Well above the EU average of 18 per cent. In this challenge from PA to B2B, the CBI Consortium, created under the aegis of the Italian Banking Association, is at the forefront with the aim of creating – as General Manager Liliana Fratini Passi explains – “a new culture of ‘ Innovation to put Italy among the protagonists at international level. ”
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To be sure, there are also incentives of a fiscal nature. In fact, it is possible to fulfill the new obligation to send VAT data to the Revenue Agency under less expensive conditions, as it will no longer be necessary to transmit electronic invoice data already sent through the Interchange System (SdI) and benefit from Such as the VAT refund within three months of the Declaration, the reduction of the deadline for verification and the remote execution of any fiscal checks, as well as a number of exemptions from the same communication obligations relating to transactions relevant to VAT purposes, the so-called “Spesometer “, To leasing contracts and finally to transactions with countries included in the” black list “. Synthesizing the argument, Alfieri Voltan, chairman of Siav, does not fail to underline the main novelties and new obligations, which go in the direction of “pushing the Italian production system towards the digitization of administrative processes related to billing” – explaining that the major benefits Will be for companies that “do not just digitize” the last mile, “opting for the transmission of all billing data in an unchanged organizational or paper-based process management context. Instead, choosing an integrated and extensive Xml invoice uses the greatest benefits of standardizing format and traceability, enabling you to automate many steps, such as registration, approval, submission, and more, interacting with customers and suppliers, and optimizing The use of resources. ”
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It is echoed by Angelo Cian, manager of Zucchetti’s management solutions, explaining that “electronic billing among private individuals will certainly be a factor of company acceleration towards digital, to create a system that will bring greater efficiency to all the actors involved in the process: businesses, Professionals and the Revenue Agency. ” All this in the awareness that the benefits are so many. Apart from the fact that “making electronic invoices costs less – continues Cian – the main advantage is the ability to manage digital documents and to activate automation controls and records at both accounting and logistic level. This can speed up warehouse and passive activity and reduce errors due to manual data entry. ” Faced with this range of benefits, vendor responses have not been awaited, and solutions have been multiplied to help companies adopt this new approach, enabling, above all, to capture even the most enduring opportunities in terms of overall process transformation .
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The requirement for integration
Among the elements to be taken into account when adopting a solution for electronic invoicing management is perhaps the first to integrate with existing systems in the company. “Some solutions that are emerging on the market are still unprecedented with regard to integration and a 360-degree view of the billing process,” Alfieri Voltan warns, explaining that the company considers the theme of integration as crucial. “Adopting a solution to handle mere electronic invoicing in terms of communication with the SOI could be short-lived and would in fact create fragmentation and inefficiency in processes. Interchange System is just one of the channels that can be adopted by customers and vendors alongside traditional mail, email, PEC, and more. This makes it indispensable to focus on multichannel solutions that can integrate all invoice processing processes independently of the channel and format, enabling the user to manage paper and digital hybrid management. This allows you to have a single normalized repository and process for archiving and controlling all invoices. Equally important is the theme of integration with the Erp, more and more strategic in order to make users’ activities simpler and faster. ”
It is not by chance, says Angelo Cian, that “Zucchetti has thought of integrating the electronic billing solution natively with not only all Erp and management companies that make up their offer, but also with services such as digital signature and PEC and applications Document management and digital preservation to give the customer a complete service, from the generation and transmission of the invoice, to archiving according to law. ” The service, called “Zucchetti Digital hub”, consists of a “modular web offer that allows the customer to delegate to Zucchetti the whole process for payment of an annual fee. Of course, we have also thought about companies that must handle invoices generated by Erp’s non-Zucchetti, with a service that includes installing
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“To enable the market to fully grasp the benefits of the electronic invoice, which simplifies internal processes, allowing to digitize operations that require costly steps for the organization, TeamSystem has created Agyo, the cloud platform that allows digital exchanges between Customers, Suppliers, Interchange System, Professionals and Banking Systems “- explains Renato Ottina, Product Management – TeamSystem Enterprise Market Manager. In more detail, “through Agyo companies can send electronic invoices to their customers and the SDI. In case of using TeamSystem management, the generation of invoices and their sending are automatically handled. The information is also available to the professional firms on which the company is based, thus extending cooperation with these actors as well. But it is in receipt of passive electronic invoices that the company can take advantage of. The passive invoice, through Agyo, is imported into the company’s management, verified and automatically accounted for »- continues Ottina, highlighting” considerable time savings and eliminating the risk of errors in data entry “, together with “A collaborative platform that allows you to constantly widen the actors involved and the information that you can exchange. For example, TeamSystem allows you to extend bankroll co-operation for automatic bank account withdrawal and their accounting at the company. Again in this case, avoiding burdensome processes and error risks. ”
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“The regulatory developments at the end of 2016 have unfortunately deferred the tax advantages for those who opt for electronic B2B billing. From the latest data, there are very few adherents to the prize regimen. This situation, on the other hand, jeopardizes the undoubted advantages that result from it at the process level. There are finally available standards and paths that can automate workflow, “notes Simone Casadei Valentini, Project Planning, Assistance, Training Area Company and Professionals at Passepartout. For society, “the documentary has always been an integral part of the management and so is the electronic invoice. The document has a value in software-manageable data and can be used by the system, “continues the manager, explaining that” in terms of electronic invoicing, all this allows you to start from the document received to close the inventory cycle with automatic loading and The transformation of the documents into the invoice itself. At the same time, it enables you to start accounting recording in a virtuous circle where the system can learn the information in the invoice to reach an ever-increasing level of automation. We believe, therefore, that the legal advantages initially envisaged have been lost, but they undoubtedly remain in the process, provided that a management can exploit these benefits. ”
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“Electronic billing among private individuals is a further step towards the digital revolution that is investing not only Italy but Europe as a whole”, explains Alberto Carrai of AbleTech’s marketing and marketing department, pointing out that “by 2020, The electronic one will become the only billing in the European Union. Italian companies then have a few years to prepare for this turn. The benefits of digital invoice management can be quantified both in economic terms and using a service such as “Invoice Xchange” in terms of greater reliability in the retention process, simplified search of any document, and especially in the sense of a path of optimization of the Business processes that can start right from here. ” It is also why, according to Alberto Carrai, in comparison to other “one-shot” solutions, Invoice Xchange is “integrable with management systems and Erp in use.” In fact, the great opportunity for electronic invoicing, far beyond pure dematerialization, is opening up businesses to integrated digital management of all its phases. We are talking about ‘profiling, distribution, internal authorizations, validations, up to sending, representing only the tip of the iceberg – says Carrai – with significant benefits in terms of cutting down the running times of activities, reducing management costs Information to be exchanged with the counterpart, and improvement in the accuracy of the process by eliminating heavily manual activities. ”
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Dematerialize the chain
Beyond the fiscal incentives, still in the process of being defined, the real opportunity for businesses is that they will be driven to use electronic document management in business processes. “It’s not enough to use the management software to create the electronic invoice,” says Pier Luigi Zaffagnini, CEO of Top Consult. This goes to an advanced document management system like Top Consult that stores, shipped, stored digitally. ” In other words, “it is necessary to dematerialize the entire document chain from order to payment, in order to comply with legal obligations and to create greater efficiency.” There will also be a transition period where Xml invoices, Pdf documents attached to e-mails, are printed: “Only document management can handle them all the time”. And this is why ‘electronic invoicing solutions, both B2B and PA, must be comprehensive and complete to digitize business-related invoice processes and integrate them with management and information systems. In its 30 years of activity, Top Consult has always designed document systems that can integrate with all management and ERPs: in this way, in the new scenarios of the IT document, the document system becomes the mainstay of the corporate information system. That is why we have designed the new “TopMedia Social Ned” suite, which also enables SMBs to quickly start managing electronic invoices and work processes where it is embedded with solutions that are ready to use. ”
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“We are not just thinking about it, as all the actors involved in corporate administrative processes believe that electronic invoicing is an indispensable tool, an objective necessity not only for large companies that receive and send large numbers of documents but also for Small businesses that manage a few hundred documents, “comments Gianmario Mollea, marketing and sales manager at Tesisquare. Also because “private electronic billing, especially for passive tax subjects, is a means of optimizing internal administrative processes, both in terms of cost and speed in managing documents. In fact, it allows you to achieve a consistent reduction in costs for each managed invoice, with the abolition of paper usage and the reduction of staff dedicated to manually managing the billing process, with its relocation to more value-added activities. “- Mollea continues, pointing out that “optimization of processes is also due to some important tax breaks, such as priority VAT refunds, reduced tax audits, controls, and tax assessments, and finally an aid program for artisans And professions and businesses in simplified “.