Online invoicing from CRM (Maventa)
E-invoicing streamlines the sending of invoices, and reduces the amount of work involved in processing and sending invoices. Invoices reach the customer quickly and are stored in the online bank – no more lost invoices.
E-invoicing also makes it easier for consumers to pay their bills. The consumer does not have to enter the invoice details into the online bank himself, they are automatically entered and simply accepting the invoice is enough to pay it.
Activating an e-invoice
When e-invoicing is to be activated, the signed Maventa e-invoice agreement must be submitted to CRM-service. The CRM-service will then activate the e-invoice in Maventa and configure the invoice sending channel.
In addition to the invoicing channel, e-invoicing also has other requirements, depending on whether you are invoicing businesses or consumers. These requirements are described in more detail below.
Business customers
For business customers, the e-invoicing requirement is that they have a valid e-invoice address / IBAN account number entered in the CRM. In addition to this, the name of the operator used to receive their invoices is required from the corporate customer. With this information, invoices can be delivered from the CRM to the business customer as e-invoices via Maventa.
Consumer customers
Once e-invoicing has been activated from the CRM to the Maventa invoicing channel, consumer customers can sign an e-invoice contract with their online banks within a few days after the banks receive the biller notification that enables them to sign an e-invoice contract with their online banks.
When signing an e-invoice contract with their online bank, consumer customers should be prepared to wait 1-5 working days before the acknowledgement of receipt of the e-invoice contract reaches Maventa. The CRM-service picks up the receipt notifications from Maventa and automatically activates e-invoicing for consumer customers in CRM according to the information in the receipt notification.
The consumer customer’s details in the CRM will also include timestamps of when the e-invoice was acknowledged and when the customer may have cancelled the e-invoice via their online banking.
Transfer of existing e-invoice contracts to Maventa (consumer customers)
In the event of a system change, it is possible to transfer existing e-invoice contracts for consumer customers to Maventa without breaking the consumer’s existing e-invoice contract with the online bank.
The requirements for this are as follows:
- The CRM-service must receive the e-invoice receipt notifications of existing customers
- IBAN and operator ID and customer identifiers.
- A request for a change to the Sender Information (SI message) is made via the billing channel through which the e-invoices of the old system were delivered to the consumer customers
- If the billing channel in the old system was e.g. Nordea (NDEAFIHH), the change to the SI message must be sent via Nordea’s billing channel.
- The SI message change must also include the allocation factor(s) that will be used to allocate the consumer customer in the CRM in the future. Typically, these will use an identifier such as the customer number, the reference number of the old invoice, etc. However, the identifier must be one that can be found in the CRM system and identifies the consumer customer, so that e-invoicing can be switched on for the right customer in CRM.
- Once the SI change message has been sent and the invoicing channel has been changed to Maventa, it is no longer possible to send new e-invoices through the old system.
- Finally, the old billing system must be checked to see if any new e-invoice receipt notifications from consumer customers have been received while the billing operator has been changed and transferred to the new billing system.