Below you will find a sample letter that you can use to inform your suppliers about the transition to digital invoice processing. With this letter, you can easily request your suppliers to optimise their invoicing process to align with your new workflow.
Dear Supplier,
We will soon be transitioning to digital processing of our incoming invoices. This is not only more efficient for us but also for the environment!
A new way of working requires adjustments. Below, we have outlined the key points for you:
From now on, you can send all invoices digitally to the following email address: __________
By 'digitally' we mean:
- Preferably in XML format (UBL 2.0 or higher*) accompanied by the PDF invoice. You can submit this via Peppol**, if connected, or directly to the above-mentioned email address.
- If XML is not possible, at least a genuine PDF invoice.
- If this is also not possible, a paper invoice scanned to PDF.
Multiple invoices in one email are possible, but each PDF file must consist of one invoice (including any attachments).
For all other (financial) matters, you can use: __________
To process your invoices timely and correctly, we kindly request you to include at least the following on your invoice:
- Your full legal name and our full and correct legal name.
- Your full address and our full address.
- Your VAT number.
- Your Chamber of Commerce number.
- Your bank details (BIC and IBAN).
- Invoice date.
- Invoice number.
- Nature of the goods or services you have provided.
- The quantity of goods delivered or the scope of services.
- The delivery date.
- The amount you are charging, excluding VAT.
Do you provide services with different VAT rates? Then please specify the separate amounts. Also include the unit price, if applicable. - The VAT rate you are charging.
- The VAT amount.
- Our Purchase Order number (to be provided by the respective client).
Please note: if no PO number is known, at least use a reference such as the name of the client and the date of the order.
Providing the correct information ensures faster processing and timely payment.
If you have any questions, please contact: __________
Thank you in advance for your cooperation on behalf of the 'purchase to pay' team.
* UBL stands for Universal Business Language and is developed for the trade transaction process (from order to invoice to payment). This technology is already being applied in a growing number of countries such as Denmark, Sweden, Iceland, Austria, Spain, Germany, France, and Hungary. UBL 2.0 is an open standard and is royalty-free. The Dutch government has chosen this standard, among others.
** PEPPOL stands for Pan European Public Procurement Online and is an international project aimed at standardising cross-border electronic communication within the EU.