What is eInvoicing?

If you’ve been hearing more about eInvoicing in New Zealand lately, you’re not alone. With government mandates, proposed rule changes, and a growing push for digital transformation, many businesses, organisations, and both local and central government agencies are now asking: What is eInvoicing — and do we need it?

In this article, we break it down clearly:

• What eInvoicing is
• How it works in New Zealand
• Why it matters for your business

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Let’s Begin – What Is eInvoicing Exactly?

eInvoicing is the direct, computer-to-computer exchange of invoice information between buyers’ and suppliers’ financial systems. Unlike emailed PDFs or paper invoices, eInvoices are transmitted securely in a standardised data format — no attachments required.

New Zealand uses the Peppol framework, a global standard adopted locally by the Ministry of Business, Innovation and Employment (MBIE). This trans-Tasman approach is also supported by the Australian Taxation Office (ATO).

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Key Features of eInvoicing

• 📎 No PDFs or attachments
• 🔒 Secure, encrypted transmission
• 📥 Delivered directly into your finance system
• 🧾 No data entry or OCR required
• 🕒 Faster, more reliable processing

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How Does eInvoicing Work in NZ?

New Zealand businesses use the Peppol eDelivery Network, which enables systems to talk to each other directly:

1. Both sender and receiver register with a Peppol Access Point.
2. An invoice is generated in your finance system and sent through the network.
3. The buyer's system receives it and processes the data automatically.

This removes the friction of traditional invoicing workflows — no inboxes, no printing, no scanning.

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Is eInvoicing Mandatory in New Zealand?

At present, NZ Government agencies must be able to receive eInvoices.

But proposed changes to the Government Procurement Rules in 2025 — particularly Rule 44 — may take this further:

"Agencies must require large suppliers to submit eInvoices."

This would shift the burden onto suppliers, making eInvoicing a required part of transacting with government.

In parallel, Rule 36 would require suppliers to pass on prompt payment terms to their subcontractors, improving fairness and cashflow across the supply chain.

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Why Businesses Are Moving to eInvoicing

✅ Faster Payments — no lost invoices or delays
✅ Lower Admin Costs — automate away manual handling
✅ Fewer Errors — reduced data re-entry
✅ More Visibility — track delivery and approval status
✅ Compliance-Ready — meet current and future procurement rules

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How to Get Started

To begin eInvoicing, you'll need:

• A compatible accounting system (e.g. Xero, MYOB, SAP)
• Access to a Peppol Access Point provider
• Customers or suppliers also using eInvoicing

At Desktop Imaging, we work with organisations, businesses and government agencies across NZ to implement eInvoicing efficiently and cost-effectively — whether you're starting from zero or integrating with existing finance systems.

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Final Thoughts

eInvoicing is becoming the standard, not the exception. With government leadership and stronger rules on the horizon, it’s the right time to prepare your organisation or business for digital invoicing.

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If you'd like help planning your move to eInvoicing:

👉 Contact us today to start your digital journey.

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