Enhance Your Operations with Our E Invoice Template for NPOs

E invoice template for NPOs

hi everyone and welcome thank you for joining us today my name is Kira and I'm the digital events manager at connecting up and texted New Zealand connecting up in Texas New Zealand are part of the info exchange group an up-for-profit social Enterprise that tackles the biggest Social Challenges through the smart and creative use of Technology for those of you who haven't attended a webinar session with us before connecting up with techsoup facilitate an annual trailing training calendar of online webinars workshops boot camps and webcams to help the social sector upscale in all things digital check out the training and education menu on our website for more events coming up online but enough about that I'm excited to welcome you today to streamlining Financial operations e-invoicing case studies for non-profit organizations with Sam Hassan from linked four Sam has 17 years of experience in digital marketing and software Solutions his key role is in understanding the Technical Solutions required to meet the needs of the market and then creating and maintaining the solutions from a technical perspective Sam understands how techno technology can be applied in real world it's all the day-to-day problems of business people before we begin we just have some short housekeeping all your lines are muted so if you have any technical issues please type in the questions box of the webinar panel and I'll be able to assist you if you have any questions during the session please also type in the question box and Sam will answer them at the end of our webinar in our q a answering session we really encourage you to ask as many questions as you think throughout the session to make this as a dynamic and interactive session as possible no questions too silly but also note that your comments and questions will not appear to an entire group if you're on a Wi-Fi connection and have multiple programs open this can sometimes affect the quality of the audio and the video of the webinar if possible please close all the other programs to help you have best experience today please note that this webinar has been recorded and a link to the recording and the slides will be sent to you soon after the webinar ends before we start I'd also like to remind you that we have a short serve at the end of the webinar and if you could take the time to complete this afterwards we really appreciate it thanks again for attending today and I'll hand you over to Sam thank you so much for the introduction and welcome everyone today happy to be with you here today to talk about how we can help you streamline your financial operations and invoicing okay so today we will cover Four Points so what's invoicing why you need invoicing who's doing invoicing now in some case studies for you and how to become invoice in ready so we would like you to meet Aaron he's a restaurant owner and and they do great coffee as well um his wife is the one who's doing the bookkeeping so they received transaction they receive invoices from their suppliers on daily basis and we asked them about how many invoices they receive per month and they said close to three to four hundred invoices a month and they have to process them manually and and that means data entry and the wife is doing that after work hours that's a lot of pressure for the business to keep going this way we asked them if they are using any uh like PDF solution that can extract the data from the PDF files and they said yes but we are not happy with the performance of this solution or usually we have tried different solutions but we're not happy because it's not accurate enough we have to do the same almost the same effort to check all the line items and make sure all the information are transferred correctly foreign but on the other side would like you to meet Dennis Dennis is the president of talent Ben's netball Club Unfortunately they have they have lost 150 000 in an online invoice scam that the as you can see on on the news it was on the news and basically he said that the hackers were able to intercept the email and change the bank details in the transaction itself so the invoice is coming from their supplier the supplier email address is correct the invoice template is the same one all the information the line item the service is correct only difference is the bank account and it was very challenging for their team to notice that or even maybe they just thought yeah the supply just saying changed their bank account we can just pay the invoice it's fine but they have lost 150 000 in that scam I can tell you that usually when we talk about cases like this in any um role at least one or two out of the five or six in the room will say either we have been in a similar situation or we know someone who has been in the center situation so it started to be very risky to manually process incoming invoices from suppliers as well so what's the solution to that so that there is what we call it now the invoicing Network in Australia this network is a secure network between the supplier Erp or accounting system and the buyer accounting or Erp system so basically that means for example if you are using xero and you would like to if your supplier is using zero and you are using QuickBooks myb netsuite Oracle sap whatever accounting system the invoice data itself will be delivered from xero to your Erp system without the need for emails or PDFs or manual data entry I want to make sure that this point is clear because sometimes we even when we say that it's not really clear enough I I can answer questions about this moving forward or show you some slides that will explain this more but this secure network will definitely make sure that you are getting the invoice from your supplier not from anyone else and there's no way to get wrong information because it's coming from your suppliers accounting or Erp system itself foreign so what are the benefits of invoicing so definitely it's more efficient so when the supplier creates the invoice within a minute or two the invoice data is delivered to the Erp system of the buyer and as you can see on the on the right side there is a wide range of systems that's already integrated to link forward that's not the whole list we have more than 15 16 different systems if you are using any system that's not on this screen just get in touch with us and we'll let you know how we can make invoice impossible for your system but with invoicing it offers it basically gives you the benefit of getting paid faster if you are sending invoices for example to a government Department the Australian federal government Department promised to pay e-invoices if you are sending any invoices in five days just five days as you know when you send an invoice now a manual process has to go through the the invoice has to go through a manual process that usually take longer than five days to get paid also it gives you the ability to store the transactions see what happens see that transaction status at all stages most importantly stops invoice scams there is no way to get scammed if you are doing invoicing because there are different steps that will stop that from happening and not just the invoice delivery process but we can also Implement what we call business roads and validations when you receive an invoice from supplier just a quick example if you receive an invoice from A supplier and the ABN of that supplier is not listed in your Erp system link for automatically give you a notification that you are receiving an invoice from A supplier who's not listed in your system you still can process the invoice you still can push it to your system but we make sure that you are aware of this kind of transactions as well as I said we are integrated with a wide range of solutions even with myrv as you know they have my RB Essentials and account right and advanced and EXO and whatever we have integration to different products as well just get in contact with us let us know what system you are using and we would be happy to help you with that so how that invoicing network works it's a little bit similar to the mobile network you just need a service provider like link 4 who will act on your behalf to find out if you are sending the invoices out or if you are receiving invoices in to receive to send and receive the invoices securely on your behalf through the invoicing Network as I said if you are sending invoices to government departments federal state and local federal government department is mandated to be able to receive invoices since July 2022. state governments are on the invoicing Network now on top of my head I know that New South Wales government they have more than 50 departments on the network south Australian government has more than 50 departments on the network Victoria is on the way we already work with West Australia they have five now uh on the network as well so on the local level many councils are already on the invoicing Network able to receive the invoices from you uh one of the benefits as I said is detecting and detecting duplicate invoices so if you receive an invoice from the same supplier same invoice number two times the system will automatically detect that and give you a notification that you have received this invoice before just make sure that you're aware of that also detective invoicing invoice is coming not coming from your suppliers as I said based on the supplier ADN so if you receive an invoice from someone who's not listed in your system already this will give you a notification even the system can detect Bank details change if for whatever reason the suppliers send the invoice to you and the bank details are different from what's already in your system the system will detect that and give you notification as well on top of that you can also Implement different business rules and validation that meets your organization requirements so for example we work with many government departments on federal level state and local and they implemented purchase orders systems they cannot accept an invoice from A supplier without a purchase order so if we receive an invoice from A supplier without a purchase order we basically stop that invoice and showed as uh not accepted or detected and the supplier should send it back with the correct purchase order number so some of the case studies that we would like to talk about today is and and we selected some surf life saving clubs because they are not-for-profit organizations but at the same time they use different accounting systems many of them are using photo ready and you can see some of the feedback they gave about link four those who are using zero mile and the benefits they got from using the solution basically um we always like to share this one for um permigi surf life saving I would definitely say that it makes much easier having it populate straight into xero they mean the invoices to go through straight into zero so there's no paperwork and it's very easy just to see it pop up into zero in zero to reconcile and and happy to answer your questions about this as well because we understand that you might need to have your own approval process or get the invoices delivered to zero as a draft which we can control for you as well so is it just about government departments actually no there are different Enterprises who are doing invoices um like boc gas um um for example zonte footstep in the hospitality industry Davenport Council and others in different Industries and over the last year just last year more than 30 000 businesses joined the EM voicing Network in Australia only and more than I think close to 10 000 in in New Zealand and and that's great uh uptake for the first year we always look for more but definitely um this is a good update for the first year so how we can become invoicing ready So based on the accounting system you are using if you're using Cloud accounting system like zero Mark QuickBooks accessor whatever you can just go to our website and create an account connect your accounting system if it's already integrated you will find it very easy to connect to link four and you'll be able to start doing sending and receiving game voices straight away if you are using an Erp system like sap Oracle netsuite or whatever get in contact with us we will let you know how we can make it possible for your Erp we have done Integrations with wide range of systems as I said um for sap Oracle netsuite and others but you have to make sure that you are getting contact with us give us the information you have about your system and we will be looking forward to help you we are an accredited service provider by the ATO so in order to be an invoicing service provider and send and receive invoices we have to be accredited by the ATR we go through all the required steps by the ATO testing security all the stuff needed by the ATM to meet the ATO requirements so uh link 4 we are Leaders with smes we have more than 4 000 smes using our system now they use different systems like zero Mark QuickBooks and others the first Enterprise on the invoicing Network in Australia BMC gas use Link forward we are most popular with the federal government departments with more than 45 government departments across Australia and New Zealand but also first with software Solutions like Zero Market QuickBooks since 2016 and also the first large Council on the invoicing Network devonport council is using link for and other councils as well now using link 4. again just make sure when you are looking at invoicing you use an Australian provider there are international providers who are not storing your data in Australia and that's a problem with link for restore your information in AWS data center in Sydney and we have Disaster Recovery plans for AWS Melbourne data center as well so if whatever reason your information at any time your information is stored in Australia doesn't go out anywhere and being part of connecting up Network you get special discount on our pricing if you go to our website you will find our pricing plans at this price but because you are part of the connecting up Network you get discount on the link 250 plan and also on the link blue black blue plan that gives you unlimited transactions when you sign up to link 4 using Cloud accounting systems like zero Marvin QuickBooks you get 10 transactions for free per month but if you need to send more transactions you will upgrade to one of the paid plans based on your usage with all the link for plans you get notifications about your usage about the transactions you're sending about the transactions you're receiving so you're always in control of your account your transactions and all your invoices in and out additional point to this [Music] process is onboarding your training Partners so with link four we help you to onboard your suppliers and customers by different ways one of them ruling for dashboard you'll be able to see your list of customers and suppliers based on the information in your accounting or Erp system and based on the ABN or nzbm of the customer or supplier we show you if this customer supplier is ready for invoicing or not that will allow you to start letting them know that you are also on the invoicing Network and start sending and receiving invoices with them but if they are not on the network you can invite them through link4 or even we can organize what we call it converting campaigns for you that includes different activities like landing page content for landing pages on your website or which is definitely recommended but also email campaigns to your suppliers webinars for your suppliers or customers to inform them about invoicing and that you are invoicing ready so you get more benefit and Roi of your invoicing projects so to quickly give you an update about invoicing so it's a seamless invoice delivery process where thrilling for dashboard you'll be able to see all the invoices and purchases that you have sent or received the status of each one we can do search you can filter them uh based on your criteria by a certain supplier or by the invoice status or date whatever you like and you will get daily weekly monthly reports about your transactions uh based on your preferences definitely there is business benefit there are business benefits for you to do that as I said avoiding scams getting paid faster than others there are thousands of businesses on the network and government departments and prices as well and you can trade with them straight away as soon as you connect your accounting system to link four you can become active straight away either by going to our website linkfor.com.eu and sign up or feel free to book a demo with our team to show you how link 4 works with your accounting VIP system now back to Kiara and the questions and and thank you for your time and for your patience come on um Kiara can you hear me um I'm gonna be waiting for questions from your side if you have the questions on the in chat box yep um if anyone has any questions yet far away now we'll just see if anyone's got any questions coming through um I've got do we still need to send invoices by email if we send them as e-invoices no and that's the beauty of invoices because with invoicing you can send all the attachments you would like to send if you need to send PDF files Excel sheets whatever you need to send with the invoice there are certain files that you can send with the invoicing and no need for emails or PDFs at all after that okay uh we've got another one here uh I'm challenged to understand what link4 provides above p e p p o l from our accounting software so there are two things two main things here one is not all accounting and Erp systems are able to send invoices through the invoicing Network which is called teppo people is the standards and the network is called the invoicing Network so not all accounting and Erp systems are able to send or communicate with the invoicing Network by themselves and that's why you need the service provider like link 4 to connect your accounting or Erp system to the network and send and receive invoices the other thing is all the checks that I've been talking about like checking duplicate invoices if the invoice is not coming from your supplier Bank details checks uh businesses and validations notifications approval workflow all those additional features are a link for doesn't come with your accounting system offering and we have another one here is there any way to get all of my customers to accept e-invoices yes definitely as I said with uh within link 4 dashboard you can see who's already on the network those who are not on the network you can send invitation email to them but we have done what we call it onboarding campaigns for different uh government departments businesses and Enterprise businesses and others like as I said devonport Council we have them on board many of their small mini businesses suppliers boc gas we on board more than 4 000 businesses to the network so they can trade or of course they can send and receive invoices with them and definitely we can help you onboard your suppliers to the invoicing Network saying that we understand that some of the suppliers are still using maybe Word and Excel to send invoices and to help those businesses who are either using Word of Excel or using old Erp systems that cannot do invoicing we also have another solution for them called link for invoice Express that can allow them to create and send invoices through the invoicing Network in Australia and is in this way okay um I've got a question from Frank here how is each business identified ABN we have multiple zero files for different agencies using the same ABN with a branch ABN structure is that supported yes so within link 4 you can if you are organization with multiple abns the identifier is the ABN and Australia and in New Zealand it's in the nzbm so you can set up your account link for as the main organization with one main ABN but also you can add sub-organizations or sub companies under your account and each one of them will have a separate account but the main organization or the main account can access all of them as well based on the ABN yes support it okay I've got a question here from Gabby is link for design more for business to business or it's individuals who don't have a business so link four is designed to help you deliver all your invoices to your customers with the business to business transactions yes that will go through the invoicing network but also for those who are not businesses the invoice will still be sent as an email to the customer but not with the PDF attached with the link to an online URL where the customer can see the invoice details itself so we make sure it's more secure and from that page they can download the invoice PDF if they would like and and also we can integrate that with Payment Solutions to make it easier for your customers to pay your invoices as well um how do I know who else is doing in the invoicing yeah as I said when you connect your account in your Erp system to link for we basically um synchronize the list of customers and suppliers and based on the AVN we check that this is a unique feature that we have at the link for other Solutions might ask you to go to a website called Purple directory and search for each and every organization one by one which is going to be time consuming we embedded this search feature for you in link4 as soon as you connect your account to your Erp system we show you who's invoicing ready and who's not and definitely happy to organize a demo for those who are interested to show you how it works from start to end and show you how easy it is to send and receive invoices all right um just wondering does anyone got any other questions for Sam while we have them here I'll give a minute see if anyone comes back with anything no I don't know if anyone has any questions if if I can get this this chance to ask those who are in the meeting now to share with us in the chat box what accounting and Erp systems they are using that would be very healthy and yeah they can share this in the chat box with you and we'll be looking forward to find out what systems they are using and um uh we've got ja says he's used myop great supported yep I'm sure there's other people there using something yeah um that's our website it's young force.com.eu and on the home page you can see some of that systems connected Microsoft Dynamics nav on premises another myop Green Tree yep all supported by you guys yep yeah so I have a wide range of Integrations either with myb um or other Erp systems thank you okay so great that's a good feedback we are looking forward to help you with your invoice and journey if you would like to book a demo please just go to our website or and click on book a demo that will basically allow you to start knowing more about the invoicing if you would like and how we can help you and show you a demo of how it works well thank you so much for coming along today Sam and discussing all that with you everyone and as Sam said um contact him I will send out an email with a recording and also and the slides and I will stick Sam's contact email in there as well so if anyone wants to follow up um and have a chat with Sam he's more than happy to help you but other than that thank you so much for joining us today and thank you Sam for coming along and we'll see you on the next webinar thank you thank you nice to meet you bye foreign