At easyap, we have been saying it loud and clear for more than 20 years: digitization is already here. We are living in a time of digital transformation, which is revolutionizing absolutely everything. And the labor sector is no exception. In fact, let's say that in the world of work, it is now mandatory to be completely digitized. Processes such as invoicing carried out with a pen, a handheld calculator, and stacks of paper burying desks are now a thing of the past.
Now is the time when you, as a manager and/or financial officer of your business or company, need to master digital tools and platforms for almost any area of work. Therefore, in this article, we analyze what a good electronic invoicing program can be extremely useful. Will you join us?
What do we mean by an electronic invoicing program?
Right. Let's start this first section of the article with a "short and sweet" question, as they say in soccer slang. We call electronic invoicing program to any software or computer program, forgive the redundancy, that is used to issue, track, receive, and ultimately manage a business's invoicing process. Concise question, direct answer. These systems mainly record purchases and sales, as well as other types of files and documents relating to the commercial operations of any company, SME, or self-employed person.
At the end of the day, to put it less academically, let's say that electronic invoicing programs are the accounting books that accountants have always used to manage the sending and receiving of invoices with suppliers and customers. However, the only but radical difference is that now it is digitized.
Speed, cost savings, optimization of time and resources in general... These are just some of the many advantages offered by this type of billing system and program, such as the one we implement at easyap. But we haven't yet reached the point about the advantages of online invoicing, although we will look at this later.
Why should you have an electronic invoicing system?
The truth is that if you are a company or have a business in Spain, you still, by law you are not required to use an electronic invoicing program for private companies or end customers. That is, as long as you are not a supplier to any government agency.
However, it would be foolish not to have a digital invoicing for your business. Not only because of the benefits it offers, but also because the market, the competition, and customers themselves are currently demanding it. And this is something that will only increase with the passage of time and the rapid advancement of technology. In fact, electronic invoicing is now mandatory in our country electronic invoicing is mandatory for transactions with any public administration.
What information is recorded in such a program?
The truth is that their usefulness at the tax level, especially for administrations, is key. Why? Because invoices are the document that validates any purchase or sale of goods or services at a legal level. They contain basic taxes and are very useful for accounting and tax purposes.
Thanks to technological solutions such as easyap, your electronic invoicing program will record information that is useful for both your business and the authorities, such as:
- The number of each of the invoices you issue and their own date of issue.
- The name or business name of the issuer or recipient, their TIN or CIF, and their business address.
- A description with the details of the transaction. That is, the product or service sold, its price, the corresponding tax breakdown, and the number of units.
- The tax rate, i.e., VAT (and for self-employed workers, income tax) and the tax liability.
With all this data, the system will perfectly record every transaction in your business. Not only that, but it will do so in accordance with the relevant tax requirements, so you won't have to worry about a thing. With software like ours, you can even include your digital signature.
Advantages of an electronic invoicing program from easyap
Considering all the advantages we have mentioned so far, as you will understand, the advantages of using an electronic invoicing system in your business are numerous. Here are just a few of them:
- Productivity. Thanks to the automation of this process, you will be able to invest more time in other types of tasks that are less tedious and mechanical.
- Accessibility. To use a solution like ours, all you need is a device with an internet connection. This means you can use it whenever you want, from your smartphone, tablet, or laptop.
- Legality. You will comply with all tax regulations, as the traceability of transactions in a system such as easyap is crystal clear and in line with legal requirements.
- Transparency. Not only with the administration for the business's tax obligations, but also with regard to employees and/or colleagues and customers, who will be able to access accounting information.
At the same time, with an electronic invoicing program like the one you can implement in your business with us, the type of cost varies. Mainly, there is a saving due to the fact that expenses change from fixed to variable, since we only charge per transaction processed. That is why we can say that the easyap solution is suitable for all types of businesses: large companies with huge billing volumes and SMEs.
What is the well-known FACe electronic invoicing program?
As we indicated above, digitization is one of the most immediate challenges that many governments have set themselves. Subsidies, grants, European funds to aid digital transformation... The Spanish central government is no exception and also promotes electronic invoicing. That is why FACewas created.
FACe is the public administration's electronic invoicing program. It is the general system through which all invoices from any entity dependent on the competent government are entered and managed. As all public institutions are required to submit their invoices in digital format, FACe becomes the main point of registration for these invoices with the administration. Thus, FACe offers some of the most advantageous features most advantageous features within a single program for electronic invoicing:
- It offers the possibility of submitting invoices.
- Allows you to ask questions and raise concerns.
- Standardize the format of all invoices received by the administration.
- All information management and control is centralized and grouped together.
In turn, thanks to the FACe electronic invoicing program, not only do the various government agencies have access to their information. Any private company can submit invoices to it and connect its system to FACe. What's more, since it is public system invoicing software launched and promoted directly by the Ministry of Industry, Energy, and Tourism, the latter has made all the user manuals for it easily available to users. Where? At the General Entry Point for Electronic Invoices of the AGE.
The Easyap method for your digital invoices
In conclusion, as you can understand, our best advice is to implement a good electronic invoicing program now. And in that field, easyap is a guarantee. With more than 20 years of experience in the technology and finance sector, as well as the numerous successful projects we have already carried out, are a great endorsement.
However, today we want to highlight something that makes our system different: the method. In our processes, we focus everything on what is known as the Six Sigma methodology. This method, which we have been using for many years to work with multiple companies in various sectors, focuses on measurement. It focuses on measuring and analyzing each and every defect that arises from a given process, whatever it may be. This prevents us from falling into the trap of refining an error (consciously or unconsciously), but rather the possibility of systematically eliminating errors and optimizing areas for improvement.
And, in turn, there is another key aspect to our business perspective and the way we work: the approach we take to all processes. In each of them, we try to look at everything from the customer's perspective and not from our own. And not only in the initial analysis phase, but throughout the entire project. In other words, at easyap we try to look at each and every process from the outside in.
And what exactly does that involve? By understanding the life cycle of any transaction from the perspective of each customer's needs and processes, we end up knowing what they are seeing and experiencing. We analyze it and then try to translate it into our solution and add value and extra benefits to our work, which are significant improvements from their perspective. And if you want us to do this with you, just contact us in whatever way is most convenient for you.
