Paperless invoicing

[glow worm]

I think this has been discussed before .. apologies .. but more and more firms are now demanding we go to paperless invoicing to save costs .. theirs! ..or else pay for postal deliveries. Some just do it without even telling you. Some send a text in advance of the invoice so that you know to go have a look, most don't. I expect some dairy farmers find time to scroll though umpteen e-mails every day .. we don't. Its easy to block firms who don't also send invoices but so many firms who invoice us, also send newsletters, special offers, training opportunities etc etc making it impossible to block them without also deleting the invoice. I'm curious how the collective here deal with it? It has been suggested I have another e-mail for invoices but I can't see firms sticking to that for very long. TFF is abut the only exciting thing I look at ..!!.. , my friends, who all have four legs and udders, don't do internet and yet I have literally thousands of e-mails swamping all invoices. Firms are very quick to phone, threatening dire action for non payment of an invoice that I haven't even seen, and yet refuse to send a text reminder. If some firms can, why can't others. Mini rant over! Looking for lightbulb sensible solution!! Please!!

 

[DrWazzock]

Same here. I still print stuff out and staple it together for my monthly VAT acount. So much easier to find than trawling directories, wsitung for pdfs to open and all that. For every important email I receive I receive about 15 junk emails. I’ve over 3000 unread in my inbox. Firms just don’t get the message. I bought an excavator wheel motor in 2022 doesn’t mean I need one every week.

 

[Nearly]

I hate them too but the cat ate the pigeon.

 

[DaveGrohl]

I ring them up and explain that my policy is to not deal with firms that try this sh1t. Do they want my business of not?

Sod paying for a stamp or "cutting emissions", do you want my business or not?

 

[ACEngineering]

I don't see the problem with emailing invoices just press print if you want a copy.
It's not that hard to manage emails.
Adjust the spam settings and block the junk that slips through as and when.

What is annoying are big firms that expect you to login and download it yourself!
When they could quite easy automatically email it.

Emailing is instant no wasted time going to post box, no expensive stamps.

In a nut shell here's how I work.

Email customers invoice (will post if they want, will delay parts shipping out though for non account customers)
Print copy of invoice for my records as back up.

Suppliers invoice mostly emailed but some posted. Print all emailed ones off, IF supplier isn't one that automatically sends statements I print 2 copies, one for accounts and other gets put in pile of statements to pay. IF its a posted invoice and supplier doesn't do statements then photo copy invoice to add to statements pile.

Do it everyday and it's quick and easy. Leave it to mount up and yeah stuff will get missed and not done.

 

[Timbo]

Separate email address that is used strictly for incoming invoicing / statements etc.. have no problem, at least 3yrs now. Anything that comes in the post is binned and they get a sharp email stating that.

 

[suffolksmallholder]

I like the idea of a separate email for invoices but as ever this will be swamped with all those irrelevant messages.
Perhaps it is time to stand firm and tell those responsible that if anything other than an official invoice arrives, the bill will take 90 or 120 days from receipt of the said junk-mail.
With the supposed hard times I read about here on TFF that dealers are having this may make them sit up and pit their house in order.
Or
I
See
A
Pig
Fly

SS

 

[Derrick Hughes]

I'm surprised that some don't check their emails

 

[Kidds]

I would much sooner have an invoice sent via email. It means I have a record of it rather than the lost paper version.
Most advertising emails have an unsubscribe option you just have to press. I don't have any bother with unsolicited mail.
Use the Gmail app that goes with Chrome and you can mark read/delete in bulk without looking at them if that's what you want.

 

[Headless chicken]

We’ve a seperate email for invoices. Frustrating when some companies still haven’t changed over from old email but we’re getting there slowly. I print everything off because I find it easier to deal with then.

99% are very good at understanding that it is strictly an invoicing email address and any spamming isn’t tolerated. If the spam continues I simply block the address until they ring me to ask why it’s not been paid.

 

[ACEngineering]

I like the idea of a separate email for invoices but as ever this will be swamped with all those irrelevant messages.
Perhaps it is time to stand firm and tell those responsible that if anything other than an official invoice arrives, the bill will take 90 or 120 days from receipt of the said junk-mail.
With the supposed hard times I read about here on TFF that dealers are having this may make them sit up and pit their house in order.
Or
I
See
A
Pig
Fly

SS

But alot already take 90 plus days or try too anyway regardless how they were sent the invoice

 

[Robt]

I ring them up and explain that my policy is to not deal with firms that try this sh1t. Do they want my business of not?

Sod paying for a stamp or "cutting emissions", do you want my business or not?

If I was them I’d tell you it’s payment before service!!! You can’t dictate to them about their payment terms! All my invoices are paperless. I don’t get the problem

 

[Wesley]

Print invoices as they arrive & then when printed move them to a separate folder just for invoices. Then if I find any in the inbox I know they’ve not been printed.
Had an invoice arrive at the beginning of the month with a £2.50 postage charge on it. As far as I’m aware we’ve never been warned about it nor have they asked for an email address. My mother still does all of the paperwork. No bacs, either cheque or card payment. On this invoice it stated credit accounts can only be settled by bacs or cheque, card payments over the phone can only be used upon ordering. It’s a shame because we’ve dealt with this small local company for as long as I can remember. Unfortunately business will be going elsewhere if thats their attitude towards it.

 

[Timbo]

Print invoices as they arrive & then when printed move them to a separate folder just for invoices. Then if I find any in the inbox I know they’ve not been printed.
Had an invoice arrive at the beginning of the month with a £2.50 postage charge on it. As far as I’m aware we’ve never been warned about it nor have they asked for an email address. My mother still does all of the paperwork. No bacs, either cheque or card payment. On this invoice it stated credit accounts can only be settled by bacs or cheque, card payments over the phone can only be used upon ordering. It’s a shame because we’ve dealt with this small local company for as long as I can remember. Unfortunately business will be going elsewhere if thats their attitude towards it.

Why print anything? Put it straight into your accounts system as the native file or a pdf.

 

[Wesley]

Why print anything? Put it straight into your accounts system as the native file or a pdf.

Because pieces of paper are my mothers accounts system. She wouldn’t have a clue about anything else while she’s still doing it she can do it whatever way she wants, it saves me a job.

 

[steveR]

Because pieces of paper are my mothers accounts system. She wouldn’t have a clue about anything else while she’s still doing it she can do it whatever way she wants, it saves me a job.

Well said!!

 

[FonterraFarmer]

I'm surprised that some don't check their emails

Sometimes only once a month or fortnight!!

 

[steveR]

I don't see the problem with emailing invoices just press print if you want a copy.
It's not that hard to manage emails.
Adjust the spam settings and block the junk that slips through as and when.

What is annoying are big firms that expect you to login and download it yourself!
When they could quite easy automatically email it.

Emailing is instant no wasted time going to post box, no expensive stamps.

This.

They will give you a load of guff about data protection when queried... It's only a bloody invoice!!

 

[neilo]

Much prefer emailed invoices here. I print out a copy to go in my hard file and the email stays in my PC in case I need an electronic copy.
BACS payment set up for whatever date, as I enter the details into QuickBooks.

Stamps and envelopes just add unnecessary cost as far as I'm concerned, whether that's to me, or to ultimately be reflected in suppliers prices.

Emails can occasionally disappear into the ether, but then so can posted letters ime.

 

[Mur Huwcun]

I'm surprised that some don't check their emails

I’ve got about 5 email addresses coming into my inbox on phone, ipad and laptop. Just deal with them on phone. Invoices I forward to an address that is only on laptop so they’re there as unread intill paid