As a company giving a service, you are likely to send a large number of invoices or statements out on a daily basis. Traditionally all these would go out on paper via the post, or using a fax machine. In the modern world there is a far more efficient and effective way to send these statements: using e-mail invoicing, also known as online invoicing.
How is online invoicing paperless?
With online invoicing, a customer’s statement or invoice is made available to them using a secure online portal. They will be sent notification of this availability in an e-mail, from which a link will take them to their invoice. To access this invoice, e-mail invoicing will require them to provide personal information to verify their identity. In some cases e-mail invoicing will need an online signature, although this is unlikely unless the information is particularly sensitive.
Customers will also be able to use online invoicing to view previous statements, which will be held in the same online portal as their present invoice. A customer could also use e-mail invoicing to pay their invoice using online banking or a debit system such as PayPal.
Online invoicing completely removes the need for companies to print, and send via post, their statements and invoices. However, online invoicing does not mean that a customer is denied a paper copy of their statement such as they would receive through the post. All documents made available via e-mail invoicing are printable, and in the same format as a sent item of post.
Why is E-mail Invoicing better than sending Invoices via Post or Fax?
For you, as a company, e-mail invoicing is cheaper and faster than sending invoices by post. You don’t pay postal costs or the cost of paper and printing. Online invoicing sends your documents instantly whereas the post takes at least a day.
E-mail invoicing also wins over faxing as a customer can access their online invoice from any computer which has the internet. They can also store their invoices electronically, whereas a fax machine requires the customer to receive and store a paper copy. Furthermore, online invoicing uses less paper than a fax machine, as in order to send a fax the invoice must be printed by the customer.
E-mail and online invoicing offers increased document security because of the way in which a customer accesses their online invoice. Post and fax can easily be intercepted, whereas with online invoicing a customer must verify their identity. Netsend are a company with experience in the field of the virtual postroom, so their website can offer further information on this topic.