Why Emailed PDF Invoices Are a Risk to Your Business

In a world where everything from groceries to government services is becoming digital by default, it's surprising how many Aotearoa organisation's still rely on PDF — or even paper — invoices. For many, this isn’t just inefficient; it’s an operational risk.

With the rise of eInvoicing, that’s changing. We are part of a growing global shift away from unstructured invoicing methods toward structured, machine-readable data exchange. Now, the pressure is on for both public and private sector organisations to keep pace.

But what is eInvoicing exactly — and why does it matter?

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The Basics: What eInvoicing Is (and Isn't)

A common misconception is that eInvoicing simply means sending a PDF via email. It doesn’t.

True eInvoicing is the structured, digital exchange of invoice data directly between financial systems — no printing, scanning, emailing, or manual keying involved. The key difference lies in the format: instead of relying on human interpretation, the invoice is sent using a standardised schema (via PEPPOL) that software can read and process automatically.

In short:
✅ eInvoicing = structured, machine-readable data
❌ PDF invoices = unstructured, manual handling required

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Why It Matters Now in Aotearoa

The Government is actively encouraging eInvoicing adoption across agencies and businesses. All central government agencies are already required to be capable of receiving eInvoices, and suppliers are increasingly being nudged to come on board.

And it’s not just a government concern. Councils, schools, and private sector partners are heading in the same direction — meaning the time to prepare is now.

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Structured Over Manual: Why the Format Matters

Manual processing doesn’t scale. Whether you're a small business juggling dozens of invoices or a large organisation handling thousands, every extra PDF creates friction — more time, more errors, more cost.

For finance teams and accounts payable staff, it’s a game changer. It removes repetitive data entry and gives time back for exceptions handling, reconciliation, and supplier engagement.

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PEPPOL and the Global Context

New Zealand’s eInvoicing framework is built on the international PEPPOL (Pan-European Public Procurement Online) network — the same standard used in Australia, Singapore, Malaysia, and many EU nations. This gives kiwi businesses a major opportunity to futureproof their systems for both domestic and international trade.

Once registered on the PEPPOL network via an access point provider (using our DI Invoicing service and our partners at Tickstar), you can send and receive eInvoices seamlessly with any other connected entity, locally or globally.

While eInvoicing capability has become mandatory for many public sector agencies through changes to the Government Procurement Rules, that mandate doesn't yet extend to the private sector. Consideration is being given as to whether a usage mandate can be extended to government suppliers. Waiting to see how that plays out means a risk of falling behind when there are so many benefits that eInvoicing can provide now.

At Desktop Imaging, we’re helping organisations move to eInvoicing one step at a time —whether that means replacing PDF workflows, connecting to PEPPOL, or integrating with existing finance systems.

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The Transition Is Easier Than You Think

Implementing eInvoicing doesn’t mean reinventing your finance function. With the right tools and guidance, it’s a practical upgrade — not a technical overhaul.

Under DI Invoicing, we can help you get started by:
• Connecting you to the PEPPOL network
• Supporting both sending and receiving
• Integrating with your existing systems — no heavy IT lift required

If you're ready to get started or have any questions, email our eInvoicing Specialist Kris at kris.elliott@desktopimaging.co.nz

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