Invoice customers on-line

With EDGE you can send and receive invoices on-line and simplify your administration. Sending invoices through EDGE makes it easy for your customers to pay you, to deal with any issues they may have and to contact you for repeat sales. Professionally and easily whilst keeping your data confidential.

• Create correct invoices quickly
  • On-line platform, no need to install any software or download templates
  • Simple registration of account and additional users
  • Default settings created together with first invoice
  • Copy new invoice from existing invoices and make only necessary changes
  • Many input controls to limit chance of error
• Create invoice with comprehensive, easy to use template
  • Automatic numbering, user can set start position and define numbering format
  • Product / service details can be selected from EDGE’s eCatalogue
  • Discounts, surcharges per invoice line item and / or for full invoice
  • Tax rates per line item. Tax rates or tax exempt status can be set by default per customer
  • Invoice currency is by default company’s reporting currency or as indicated by user
  • Prices per line item can include or exclude VAT
  • Enable to receive part payments (max 12)
  • Indicate whether the new invoice has been paid or partially paid
  • Credit terms can be set by default per customer
  • Preferred payment method indicated by user
  • Display bank details to customer when required
  • Use default payee’s payment reference or as set by user
  • Payment details can be updated after invoice is sent
  • Inclusion of order / contract / consignment details when required
  • Up to 3 attachments with additional information
• Customise invoice displays
  • Use company logo
  • Define logo position
  • Set font for invoice document
  • Set colour for headings in invoice
• Import invoices
  • Upload files with invoices from other systems
  • Completeness check and input controls on uploaded invoices
    
  • Supported formats CSV/EXCEL and XML (UN/CEFACT Cross Industry Invoice)
• Save and preview invoices before sending
  • Review invoice created
  • Complement before sending as required
    
• Authorise invoices and / or credit notes before sending
  • Enable invoices and / or credit notes to be authorised by another user before sending
  • Enable authorisation by more than 1 user (max 3), in no specific order or in a given order
  • Authorisers can also be notified via email of authorisation requests
  • Authors and authorisers of documents can also be notified via email of authorisation provided or withheld
  • Authors of documents for which authorisation is withheld can change and resubmit for authorisation
  • Authorisation trail displayed together with the invoice / credit note
    
• Send invoice to others inside or outside of EDGE
  • Send invoice to other EDGE user also with an email notification
  • Send copy of invoice to other contact person within same company
  • Send invoice to non-EDGE users instantly by secured email link
    • Invoice details are never displayed in email
    • Standard message in email can be personalised
    • Preview of email to non-EDGE user
    • Resend emails when required
• Print / PDF, export invoices, send via PEPPOL
  • Print or create pdf of invoice at any time
  • Export files with invoices to other systems
  • Supported formats CSV/EXCEL and XML (UN/CEFACT Cross Industry Invoice)
  • Send invoices through PEPPOL network
• Charges per invoice sent
  • EDGE charges for sending of invoices GBP 0.50 / invoice
  • No charges for credit notes, memos or payment notifications
  • Recipients of invoices are not charged

Self bill suppliers on-line

A self billing arrangement is where a customer prepares VAT-invoices on behalf of their VAT registered supplier. Self billing allows customers to control when these invoices are issued and when VAT credits can be claimed with tax authorities. With self billing, customers make themselves less dependent on the administration of their suppliers and can reduce their administrative workload.

Self billing is allowed in a range of jurisdictions including the UK, Australia, New Zealand, Denmark, Sweden and Finland. You need to confirm with the tax authority in your local jurisdiction if they allow self billing. EDGE fully enables customers to self bill their suppliers and for suppliers to manage these.

• More about self billing
  • The self billing customer needs to put an agreement in place with its supplier to ensure the self billed invoice is a valid invoice from a tax point of view. Example agreements can be obtained from local tax authorities. Agreements can be exchanged through EDGE as an attachment to a secure message
  • Self billed invoices can be sent electronically through EDGE irrespective of the system environment of the supplier
  • Self billed invoices are produced to a standard format allowing efficiencies with the customer irrespective of the supplier’s practices
  • Customers retain control of how much they are invoiced for. This can be helpful for businesses that are responsible for determining the value of the goods or services they receive
  • Self billing can be particularly helpful in case of overseas suppliers
  • Self billing reduces the administrative burden for suppliers to maintain correct VAT details of their self billing customers
• Create correct self billed invoices quickly
  • On-line platform, no need to install any software or download templates
  • Simple registration of account and additional users
  • Default settings created together with first self-billed invoice
  • Copy new invoice from existing invoices and make only necessary changes
  • Many input controls to limit chance of error
• Create self billed invoice with comprehensive, easy to use template
  • Automatic numbering, user can set start position and define numbering format
  • Discounts, surcharges per invoice line item and / or for full invoice
  • Tax rates per line item. Tax rates or tax exempt status can be set by default per supplier
  • Invoice currency is by default customer’s reporting currency or as indicated by user
  • Prices per line item can include or exclude VAT
  • Enable to register part payments (max 12)
  • Indicate whether the new invoice has been paid or partially paid
  • Credit terms can be set by default per supplier
  • Preferred payment method indicated by user
  • Default payer’s payment reference or defined by user
  • Inclusion of order / contract / consignment details when required
  • Up to 3 attachments with additional information
• Save and preview self billed invoices before sending
  • Review invoice created
  • Complement before sending as required
• Authorise self billed invoices and / or credit notes before sending
  • Enable self billed invoices and / or credit notes to be authorised by another user before sending
  • Enable authorisation by more than 1 user (max 3), in no specific order or in a given order
  • Authorisers can be notified also via email of authorisation requests
  • Authors and authorisers of documents can also be notified via email of authorisation provided or withheld
  • Authors of documents for which authorisation is withheld can change and resubmit for authorisation
  • Authorisation trail displayed together with the self billed invoice / credit note
    
• Send self billed invoice to others inside or outside of EDGE
  • Send invoice to other EDGE user also with an email notification
  • Send copy of invoice to other contact person within same company
  • Send invoice to non-EDGE users instantly by secured email link
    • Invoice details are never displayed in email
    • Standard message in email can be personalised
    • Preview of email to non-EDGE user
    • Resend emails when required
• Print / PDF, export self billed nvoices
  • Print or create pdf of invoice at any time
  • Export files with invoices to other systems
  • Supported formats CSV/EXCEL and XML (UN/CEFACT Cross Industry Invoice)
• Charges per self billed invoice sent
  • EDGE charges for sending of self billed invoices GBP 0.50 / invoice
  • No charges for self bill credit notes, memos or payment notifications
  • Recipients of self bill invoices are not charged

Manage invoices received

With EDGE you can securely receive electronic invoices and simplify your administration free of charge. Receiving invoices through EDGE makes it easy to resolve issues directly, keep track of what you owe to whom and see instantly what you paid them in the past.

• View, save, print invoice without registration
  • When new to EDGE, access invoices received with one click on a link in a secure email
  • View the invoice, create a PDF of it and / or print it without need for registration
• Manage invoices received after registration
  • Simple registration of username and password only
  • Securely access invoices received and view current status
  • Interact with suppliers through EDGE and with one click take any necessary actions, enabling issues to be resolved directly:
    • Notify of a payment made
    • Exchange memos
    • Request sender for credit note
  • See detailed information of what happened with each invoice long after receipt
  • View invoice history either by invoice trail, supplier or individual document
  • Be notified also by email of any new invoices, credit notes, payment received notifications or memos received
• Print / PDF, export invoices, receive via PEPPOL
  • Print or create pdf of invoice, credit note or memo at any time
  • Export files with invoices and credit notes to other systems such as accounting systems
  • Supported formats CSV/EXCEL and XML (UN/CEFACT Cross Industry Invoice)
  • Receive invoices through PEPPOL network
• Authorise credit note requests, payment notifications and / or memos
  • Enable credit note requests, payment notifications and / or memos to be authorised by another user before sending
  • Enable authorisation by more than 1 user (max 3), in no specific order or in a given order
  • Authorisers can be notified also via email of authorisation requests
  • Authors and authorisers of credit note requests, payment notifications and memos can be notified also via email of authorisation provided and / or authorisations withheld
  • Authors of documents for which authorisation is withheld can change and resubmit for authorisation
  • Authorisation trail displayed together with credit note requests, payment notifications and memos
• Keep track of your spend, stay in contact with suppliers
  • See what is owed to whom and by when
  • Keep track of how much is spent per supplier and what is the total spend per day, month or year
  • View real-time summary of all purchases and outflows
  • Contact suppliers about any purchase made even a long time after purchases are made with official memos, secured messages or chat
  • Have access to up to date contact details and eCatalogues of suppliers
  • Have access to official document search (charged per document, see Pricing ) about suppliers in 23 countries
• Keep your accounts up to date, claim back VAT fast
  • View purchase ledger entries, created automatically for every invoice received through EDGE
  • Register free of charge any other expenses with invoices or bills not received through EDGE to keep a complete set of up-to-date accounting records
  • Provide access to other users including bookkeepers or accountants, enabling on-line review of your accounts. Enable bookkeepers or accountants to export to the accounting systems they update for you
  • Keep your VAT records up to date, claiming back VAT on purchases made timely
• No charges
  • Recipients of invoices are not charged for the following
    • View, save, create PDF, print invoice
    • Manage invoices
      • Notify of a payment made
      • Exchange memos
      • Request sender for credit note
      • Authorisations
    • Accounting records/li>
    • Recording expenses/li>
    • Real-time financials/li>
    • Export files/li>
    • Add multiple users/li>

Electronically sign invoices

EDGE enables the issuing of 100% VAT compliant invoices in 40 countries. In selected countries it is required that invoices to business customers are signed electronically. This ensures your customers can claim back the VAT on your invoice.

EDGE teamed up with TrustWeaver to provide an electronic signing service specially designed for VAT compliance. Electronic signatures protect invoices and credit notes from modification and identify the signer legally.

This signing by TrustWeaver enables EDGE Clients to be 100% certain in advance that their e-invoices and e-credit notes will be recognised as real and unchanged by regulatory authorities and courts during very long periods of time.

This is done by signing the invoices and credit notes before sending them and validating these electronic signatures automatically upon receipt. You need only apply this for business customers and for countries where this is required. EDGE users and their auditors can re-validate these electronic signatures and the underlying invoices for many years after the documents were issued.

We charge for electronic signing of invoices and credit notes a fee of GBP 0.15 per document.

Pay and collect invoices on line

Through EDGE, users have access to Earthport's international network of segregated payment and collection accounts. Any funds on Earthport accounts are legally separated from EDGE and Earthport and held with major banks in 40 countries. Earthport plc is regulated by the UK’s Financial Services Authority (FSA).

You can set up multi-currency payment and collection accounts and use these to pay invoices and have your invoices paid in the currency of your choice. Payments are automatically registered in EDGE. Payer and Payee are both notified of who paid what and what for.

* Note: Service available for large volumes only, please contact us for more information

• Multi-currency accounts
  • Simple registration procedure through EDGE
  • Keep funds safely with major banks in 40 countries, fully segregated from Earthport plc or EDGE and regulated by the UK’s FSA
  • Keep funds in multi-currency accounts with Earthport to:
    • Reduce the cost of administering multiple bank accounts
    • Reduce the cost of managing funds in multiple currencies
• Collection of funds for invoices
  • Enable customers to pay directly from their bank account to your Earthport account to:
    • Obtain non-reversible payments from customers, nationally and internationally
    • Eliminate the costs of charge backs that result from credit reversals that may occur with for instance collections by credit card
    • Be notified directly of any payment received
    • Reconcile funds received in one click with amounts outstanding per invoice
  • Enable customer to pay locally in the currency of their choice hence reducing their payment cost, minimising the risk of incorrect payments and speeding up the receipt of funds
• Payment of invoices
  • Through Earthport instruct local banks in 40 countries to pay your invoice to
    • Reduce the risk of mislaid or delayed payments
    • Minimise expensive overdraft requirements
    • Automate the reconciliation of payments with amounts outstanding per supplier invoice
  • For payment to other countries Earthport provides directly access to the interbank SWIFT network
  • Pay supplier invoices, irrespective of whether these are regular commercial invoices or self-billed invoices
  • Eliminate complex paperwork for international payments through structured electronic payment instructions
  • Reduce the cost of payments to countries worldwide
• Minimise risk of errors and fraud
  • Control the registration of bank account details
    • Payee registers payment address. Payer has no ability to change the payment address
    • Earthport verifies bank account details upon recording
    • User is authenticated via email when recording bank account details
    • Audit trail is maintained for the creation of each new bank account and any changes to bank account details
    • When using Earthport accounts for collections, only the Earthport bank accounts are displayed to payers avoiding the display of bank details of the payee to customers
  • Minimise and control data input
    • One-click selection of invoices to be paid
    • One-click selection of amounts to be paid on invoices
    • No ability to pay more per invoice than the outstanding amount of the invoice
    • No rekeying of payment or invoice details required
    • Automatic calculation of correct FX amounts
  • Control user access
    • Limit access to payment functionality to specific users
    • Enable authorisation of payment instructions (for details see below)
    • View payment instructions and related authorisations in audit trail
    • Receive email notification of changes to bank accounts and / or payments instructed
• Authorise payments
  • Enable payment instructions to be authorised by another user before sending
  • Enable authorisation by more than 1 user (max 3), in no specific order or in a given order
  • Authorisers can be notified also via email of authorisation requests
  • Authors and authorisers of payment instructions can be notified also via email of authorisation provided and / or authorisations withheld
  • Authors of payment instructions for which authorisation is withheld can change and resubmit for authorisation
  • Authorisation trail displayed together with payment instructions
• Charges per payment instructed or received
  • Domestic payments through Earthport GBP 1.50 / payment
  • International payments through Earthport GBP 5.00 / payment
  • Domestic collections in Earthport accounts GBP 1.50 / collection
  • International collections in Earthport accounts GBP 5.00 / collection
  • When changing from one currency to another, a standard currency conversion rate of 2.75% will be applied
  • No charges to recipients of funds that are paid out of Earthport accounts
  • No charges for payment notifications
  • No charges for setting up accounts in any of the supported currencies
  • No monthly charges
  • No charge backs

Exchange secure messages

Each individual EDGE User can send and receive Secure Messages via the EDGE Service. Receivers receive a secured email link giving them access to the message in a secure environment. The personal identification of sender and receiver in EDGE enables the Secure Messages to be used as formal documents. Just like ordinary email, messages can be organised in folders.

It's an ideal way to send passwords, contracts and other sensitive information instantly. You can attach any file to these Secure Messages with a maximum of 500kB per message.

Secure messaging is free of charge for registered EDGE users

Administrative tool

Especially for smaller businesses and private individuals we have taken our service a step further, allowing you to use EDGE as an overall administrative tool. This service is fully integrated with the rest of our services. Our administrative tool includes the following:

• Accounting Ledger/cash flow overview: all your invoices are automatically integrated into a simple accounting ledger giving you an instant overview of incoming and outgoing funds
• Expenses registration: EDGE helps you claim back VAT fast. Simply record business expenses on which VAT has been paid to ensure you can claim back VAT on all invoices received.
• Project management/Calendar: see what you owe and who owes you what on a daily/weekly or monthly basis
• Contact database: Keep a contact database of your business relations where they keep their data up to date

We offer the administrative tool as a complimentary service to our e-invoicing, e-ordering and e-payment service. No hidden costs

Access official company data

Through EDGE you can certify your company details and verify details of suppliers and customers from the official data registries in 23 countries in Europe.

EDGE delivers this service together with GBR-Direct , the exclusive distributor of official company data from the national registers that are members of the European Business Register and other unaffiliated national companies registers.

• Official company profile

  Using this service you can download your official company profile on EDGE and choose to display to specified business contacts on EDGE. A company profile is the company report with basic information about status, company type, address, paid-up capital, description of the company’s activities and other country specific information.

  Dependent on what documents are officially registered, you can also display specific official documents such as company appointments, articles of association and annual returns to identified business contacts.

• Facilitating new business

  With this EDGE service you can certify to your business contacts on EDGE that your profile on EDGE is exactly the same as the data registered about your company with the official register in your country. This underlines the reliability of your company and facilitates doing business with new customers and suppliers that may find you through the EDGE service.
  You can also verify the details of other companies or request them to certify their company profile on EDGE before you accept them as a new business partner.
  For a current price list of company profiles and other official documents, click here.