eInvoicing Implementation Pyramid

eInvoicing Ireland has updated the implementation Pyramid to provide more information on the various steps of  eInvoicing implementation for all public sector bodies. This Pyramid provides information on each step whether you are looking to implement eInvoicing to reach basic compliance or if you are looking at a more integrated approach where eInvoices can be received and processed straight into the back office financial management system.

eInvoicing Implementation Pyramid

Becoming eInvoicing enabled involves collaboration across accounts payable, finance, IT and procurement and identifying the relevant representatives from each area.

As with any project, support from senior champions encourages buy-in across the organisation. Consider who might be the eInvoicing champions in your organisation

Consider the current systems involved in invoice processing.

  • Do they need manual intervention?
  • Are these systems local to the organisation - are there plans for these systems to come under a shared service/ co-ordinating facility?
  • When are the systems due for upgrading or up for tender?
  • At the moment how is invoice information/ data received and processed
  • What approval and identification practices are in place - e.g. are Purchase Orders used?
  • How efficient are the current processes- are they predominantly manual?
  • What are the invoice volumes?

The eInvoicing Preparatory Worksheets can help profile invoice volumes etc.

  • What internal teams are involved in invoice processing?
  • Are all teams involved in invoice approval practices?
  • What is the supplier invoice volume profile - large, medium or small volumes to the organisation?

Again the eInvoicing Preparatory Worksheets can help profile suppliers.

Once engaged, the eInvoicing service provider should feed into your plan for eInvoicing implementation which should best suit your organisation's eInvoicing strategy and needs, including the requisite training.

To procure eInvoicing services and solutions compliant with the eInvoicing Directive access the eInvoicing Framework available from the Buyers Zone @ ogp.gov.ie. The Framework documentation and support information will help.

Depending on the eInvoice strategy and the organization's eInvoicing ambitions there are two options

  1. basic compliance implementation or
  2. an eInvoicing solution/ service which receives and feeds eInvoices directly into the back office financial management system.

Implementation may therefore involve accessing a portal to process eInvoices and/ or may involve mapping out changes to the current invoice processes as part of the implementation plan.

Training can be provided for the eInvoicing solutions/ services.

Following implementation the organisation will be ready to receive and process the first eInvoice.

Monitoring eInvoices as they are processed and the invoice information/ data being transmitted can provide insights into patterns of expenditure and supplier transactions helping to improve decision making.

The benefits realised will depend on the approach taken and the eInvoicing solutions and services implemented.

eInvoicing can provide links to other elements of the Procure2Pay lifecycle i.e. eCataloguing, eOrdering and ePayments.

For more information visit ogp.gov.ie/eInvoicing