Your Questions Answered

1. What is electronic invoicing?

Electronic Invoicing is the exchange of electronic invoice data from the supplier’s computer to their customer’s computer with no requirement for supporting paper documentation. The electronic invoice acts as the request for payment as well as the tax, VAT and accounting document.

With electronic invoicing or e-Invoicing, human intervention or manual document processing is dramatically reduced. The data is taken from the suppliers accounting system and submitted directly to the buyers accounting system.

OB10 manages the integration between the accounting systems and the OB10 network. Suppliers send invoice data in their preferred format, which is translated (e.g., ANY-TO-ANY DATA FORMATTING) enriched, validated and digitally signed before being sent to the buyers accounting system, in their preferred data format. There is no need for any additional hardware or software to be implemented.

For smaller suppliers, or those that send a low number of invoices, the OB10 Web Form can be used - all that is required is an internet connection and a standard browser.

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2. What do I have to do to send electronic Invoices via OB10?

To create an account for the Integrated Solution option, contact an OB10 representative by calling 1-877-752-0900, extension 2. To create an account for the Web Form option, use the OB10 number provided in the correspondence from your customer then go here. After you have submitted your details you will receive a login confirmation via e-mail. During the Web Form registration process you’ll be asked to buy the first batch of 25 invoices when you sign up.

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3.

To use the OB10 network, there is no requirement to invest in additional software or hardware. The only requirement is that your organization has access to the Internet.

By registering for Web Form, you can be up and running within minutes. By choosing the Integrated Solution method, OB10’s expert implementation and mapping teams manage the integration for you. We will work with you and your customers’ existing accounting system and data files to ensure a smooth transition.

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4. How is OB10 electronic invoicing different to EDI?

First off, if you use EDI to send invoices today, you can still utilize OB10 – as EDI is just one of the many formats OB10 accepts.

EDI provides a fast and secure format, but; it is heavily reliant on standards (that you may not support), requires technical mapping (which is difficult and expensive) and is not accessible for all companies to use.

EDI is also a ‘point to point’ connection technology (e.g., you must communicate separately with each customer). In contrast, OB10 e-Invoicing is a ‘shared’ or ‘many to many’ network (for example, your customer connects once with OB10 to receive invoices from you as well as all of its other OB10 suppliers).

With electronic invoicing from OB10, suppliers don’t have to purchase expensive mapping software; they can generate an invoice file from their current accounting system using their system’s existing data format. Once they join OB10, suppliers can send invoices to multiple customers on the network without having to make any further buyer-specific modifications - the OB10 network handles all of the data conversion issues between both suppliers and their customers

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5.

Once you are a member of the OB10 Network, you are able to send electronic invoices to any of your customers that are also on the OB10 network.

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6. What are the benefits of electronic invoicing for suppliers?

• More Predictable Payment - e-Invoicing through the OB10 Network allows for reduced cycle times and the ability to better anticipate payment from customers.


• Improved Profitability - You can better manage cashflow and make better financial decisions when payment is more predictable.


• Reduced Collections Expense - No more calling the AP department of your customer and no lost or damaged invoices.  Invoices are delivered directly into your customer’s accounting system.


• Invoice Delivery Confirmation - OB10 offers confirmed invoice delivery – no concerns about the customer losing your invoice or invoices getting lost in the mail.


• Fast Invoice Delivery - OB10 provides faster invoice delivery, guaranteed.  Invoices are delivered in hours, not days, directly into your customer’s ERP.


• Get Payment Status – Payment status helps you better anticipate receivables and manage working capital.


• Better Collaboration with Customers – Improve customer relationships by using the OB10 network to easily submit invoices, reduce or eliminate collections calls and know when your customers are scheduled to pay you.
  

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7. Which e-Invoicing option is best for me?

When submitting e-Invoices through OB10, you have two methods to choose from; Integrated Solution for high invoice volume suppliers and Web Form for lower invoice volume suppliers.

High invoice Volume Suppliers: Integrated Solution
If you have invoice volumes greater than 30 invoices per month, OB10’s Integrated Solution allows you to send invoice and associated credit data directly from your billing system. The data extracted from your system can be in any format and file layout

Features:
• Automated invoice submission
• No data entry required
• Submit invoices in any format and file layout

Low Invoice Volume Suppliers: Web Form
If you have invoices that total less than 30 per month, OB10’s Web Form allows you to create invoices online via an easy-to-use form.


Features:

• Web-based invoice entry
• Configurable templates to reduce data entry
• Can be up and running in minutes

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8.

If you register for the Web Form option, you can join the OB10 Network and be up and running in as little as a few minutes by clicking here. If choosing the Integrated Solution option, you will be required to contact OB10 sales team at 1-877-752-0900, extension 2 and someone will walk you through the requirements of getting set up for Integrated Solution.

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9. How much does it cost to send invoices in this way?

• $850 annual membership fee
• $105 one-time set up fee for each customer
• Invoice transaction fee ranging from 22 cents to 67 cents per invoice (see table below)



Per Invoice Transaction Costs
Monthly Invoice Volume	Cost Per Invoice
1 – 20 invoices per month	$0.67
21 – 100 invoices per month	$0.55
101 – 500 invoices per month	$0.40
501 – 2000 invoices per month	$0.30
2001+ invoices per month	$0.22

Note: Transactions are charged on a monthly, incremental basis

• No annual membership fee
• Upon registration, you are required to pre-purchase invoices in increments of 25, 50 or 125 (see the table below)
• When you’ve used your allotted invoices, you will automatically be prompted to purchase an additional block of invoices



Invoice Block	Cost
25 Invoices	$30.00
50 Invoices	$55.00
125 Invoices	$125.00

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10.

Suppliers currently using OB10 to submit invoices have already experienced a number of benefits, including invoice delivery confirmation, faster payment, more predictable payment and better audit trails. In fact, many of the suppliers using OB10 have indicated that they are actually receiving payment faster from their customers because the invoice doesn’t have to spend days going through the mail or wait for someone to input the invoice in to their accounting system.

The return on investment after joining the OB10 network far outweighs any costs associated with getting set up because suppliers no longer have to spend valuable time calling their customer’s accounts payable department in order to chase down an invoice delivered either via e-mail or through the US Postal Service.

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11.

Although e-mail is faster than sending invoices through the mail, it still does not guarantee delivery or payment the way electronic invoicing does. Once your customer receives your invoice via e-mail, the data must still be manually entered into their system to begin processing it which delays processing and introduces re-keying errors. Ultimately, sending invoices via e-mail does not guarantee faster delivery of your invoices or offer faster payment because there is no way to ensure your customer has begun processing it.

OB10’s e-Invoicing solution confirms your invoice is delivered directly and securely to your customer’s ERP system. Suppliers have indicated that they get paid faster and more predictably compared to simply sending an e-mail invoice.

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12. Is the OB10 Network secure?

The OB10 network is secure, reliable and stable, incorporating high-level encryption and secure systems to ensure the network is up and running 24/7.

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13.

Once you have established an OB10 e-Invoicing account, you will have access to information that will instruct you how to submit invoices to your customers via the Web Form option. In addition, you will be able to access e-mail or live support to help you get the most out of your account by submitting a support ticket per the instructions outlined in your new account information packet.

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14. Will I start getting paid by OB10?

OB10 is an electronic invoicing solution. The payment you receive from your customers will be handled in the same manner as previously negotiated between you and your customer.

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15. Can e-invoices be sent to different countries?

Yes, because OB10 is a global network and enables members of the network to exchange invoices in over 100 countries. OB10 complies with local tax regulations easing your compliance burdens.

Working with our partner KMPG, we ensure that we meet fiscal and invoice regulations across Europe, North America and Asia Pacific.

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16. How can small suppliers also use electronic invoicing?

With e-Invoicing from OB10, small suppliers can also send electronic invoices. Suppliers who do not have a billing system or do not send enough invoices to justify an integrated solution, can use the OB10 Web Form.

Accessible 24/7 via the OB10 Portal, suppliers simply log on to their account and create their electronic invoice on-line. The data is submitted to their customers via OB10, undergoing the same checks as with the Integrated Solution.

Customers that use the OB10 Web Form, still benefit from reporting, support and access to the OB10 ImageArchive via the secure online portal.

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17. Can I also send or receive Purchase Orders via OB10?

OB10 also facilitates the exchange of Purchase Order data. Buyers are able to send their purchase orders via OB10 to their suppliers. On receipt, the supplier is able to accept or reject the purchase order and use ‘PO Flip’ to convert the purchase order directly into an invoice.

In addition a buyer can opt for Invoice Validation. This ensures that the invoice data matches the data on the Purchase Order submitted via OB10

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18. My customer already sends me my payments in a timely manner, why do I need OB10?

By joining the OB10 network, you can be assured that your customer will continue sending you payments in a timely manner as they move away from accepting paper and e-mailed invoices and move toward accepting electronic invoicing. In the event that your payment is delayed, you now have a better way of following up.

By submitting your invoices through the OB10 network, you can also be assured that your invoices will not get lost and the data delivered to your customer is accurate.

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19. What are the minimum system requirements for using OB10?

The minimum operating system requirements are: Microsoft Windows XP, Linux or Max OS  X*. Minimum browser requirements are:

• MS Internet Explorer 7
• Safari 4
• Mozilla Firefox 3.0

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20. Can I send invoice data directly from my billing system?

OB10 enables ANY-TO-ANY DATA FORMATTING , so you can send invoices directly from your billing system via OB10. To do this you will need to become an Integrated Solution Supplier on the OB10 network. Please contact OB10 directly (770) 698-1420to do this. OB10 also has local numbers in the following countries:

France: +33 (0)1 70708100
Germany: +49 (0)69 222220290
Ireland: +353 (0)124 77709
Netherlands: +31 (0)20 7121385
Spain: +34 (0)914 141472

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