Electronic business processes streamline and simplify

The digitalization of the entire chain from purchase to payment (often called Purchase-to-Pay or P2P) creates an uninterrupted, automatic data flow where human errors are eliminated and lead times are dramatically shortened. By connecting the different steps, the systems can ”talk” to each other without the need to manually feed the information in again.

1. Article information
This is the foundation of the entire chain. Instead of paper catalogs or static PDF files, all product data (price, article number, specifications, stock status) is stored in a digital database according to an agreed standard, e.g. GS1.
Advantages: When the buyer searches for an item, the information is guaranteed to be up-to-date and correct. Because the article number is unique and digital, the exact same data is included in all subsequent steps.

2. E-order
When the buyer places an order, an electronic order (e-order) is created directly from the buyer's purchasing system to the seller's ordering system. This often takes place via standardized networks such as PEPPOL or via EDI.
Advantages: The seller does not have to receive an email and manually enter the order in their system. The system automatically validates that the price and item number match the digital item information.

3. E-invoice
Electronic invoices refer to invoices that are issued, transmitted, and received in a structured electronic format that enables them to be processed automatically and electronically. A PDF invoice is not considered an e-invoice. Today, technology is available to send and receive e-invoices from most financial systems in Sweden. Even the smallest company can, for a reasonable cost, send and receive e-invoices. In just a few clicks, an SME company can easily send and receive e-invoices via its financial system, completely automatically. The flow is simple and is based on the fact that the Supplier and the Customer, do not need to have any direct connection to each other; instead, they go through Operators or Peppol Access Point. The Operator’s task is to ensure that their customer can communicate regardless of format and technical solution, regardless of whether they are using a PDF invoice or an electronic invoice.
Advantages: When the e-invoice arrives to the buyer, the system automatically matches it so that the invoice matches the e-order and the digital delivery notification. If everything matches, the invoice is approved for payment automatically. With e-invoicing directly into your financial system, you always have a real-time, up-to-date financial overview.

4. Digital receipts
Digital receipts make it easier to track purchases and see who bought what. It makes it easier to record and file.
Advantages: The analog step of saving paper receipts that fade over time. The receipt is directly linked to the transaction and becomes immediately available for the next step: accounting.

5. E-bookkeeping
Thanks to the structured and digital nature of all the data in the previous steps, the business system can interpret the information and process the transaction automatically.
Advantages: The system already knows which account to charge based on the article information and who the supplier is. VAT, cost, and supplier debt are booked to the correct account the same second the invoice is approved or the receipt is recorded, giving companies an economic overview in real time.

6. Automatic payments
The final station in the chain. When the e-invoice has been matched and approved, the payment order is automatically sent to the company's bank via a direct integration.
Advantages: On the due date, the funds are withdrawn and the payment is processed correctly.