Despite the fact that the massification of electronic invoicing is a reality, it is frequent to hear questions related to suppliers or companies that provide electronic invoicing services, either for MSMEs or for Large Taxpayers; in this article we solve all your doubts in this regard and we will tell you how you can contract the electronic invoicing and Zee Medical Billing Services.
Electronic billing providers
No matter what provider you choose electronic billing is, it is necessary that you hire one that is endorsed and for this we invite you to regularly consult the list of suppliers authorized by DIAN to electronically check regularly updated.
Next we tell you what the forms of providers that currently exist are and that could provide you the electronic invoicing service as a provider.
Electronic providers that only billing
Within the list of providers published by DIAN there are several companies that are dedicated to providing the billing service; however, his experience is oriented only to the provision of invoices and all other electronic documents.
These types of providers:
- They do not offer you a system that is linked to your Point of Sale Terminal (POS);
- It is separate from your accounting operation;
- Charges additional figures for implementation, CUFE, electronic certificate, etc.
Management or administrative software companies that provide the billing service
In third place are the administrative, management or also called ERP software that are registered in the DIAN lists, but that provide a more comprehensive service, compared to the online billing systems that we describe above.
4 Essential functionalities that you have with a management system that invoices electronically
Some main features that this type of billing software has, in addition to helping you fulfill your electronic obligation, are:
1. POS (Point of Sale Terminal) or POS (Point of Sales)
This functionality allows you to serve your customers much better by managing the business operation electronically.
You can also manage promotions and discounts in a controlled way, with specific dates and discount vouchers so that the accounting management of your information is automatic while you carry out transactions at your POS, but you can also know what you have in your inventory at the time of check in at your POS to know what to offer your customers.
2. Inventories and warehouses
The system allows you to handle multiple storage point’s goods, which lets you rotate your products with better tools to minimum, maximum and reorder points administer. In addition, the system allows you to understand the profitability of your products in real time as you invoice so that you know, for example, which product generates more profit or which sells easier.
3. Accounting
As you invoice, your accounting operation is updated in real time or, if you are an accountant, you can operate your third party consulting business with a specialized Management module for Accounting Offices.
Accounting module allows you to reflect your transactions in your accounting regardless of whether they are purchases or sales; It also makes it easier for you to recognize and account for transactions based on the technical standards of current regulations in Colombia; In the case of electronic invoicing, being a supplier authorized by the DIAN, allows you to comply with all the legal specifications you need to avoid all kinds of sanctions related to electronic invoicing.
4. Recovery and portfolio
Keep your collections up to date and manage your debtors in real time over the Internet. This is possible through the automatic sending of payment reminders to your delinquent clients, which allows you to recover capital through the Accounts Receivable (CxC) explorer. In addition to managing your portfolio, you can also know what money you owe to which provider, the same portfolio records can help you keep your portfolio up to date and manage your debtors in real time through the internet.
Prices associated with electronic billing services
It may seem inconsistent, but it is evident that the management software that links the entire operation of your company offers more competitive prices because:
- They have more experience in administrative procedures with DIAN;
- They have a team that has previously worked on software development;
- They have tried on several occasions, different tools for their clients;
- They already have clients
- It’s just one more feature
The high prices of companies that can only provide their services related to electronic invoicing is due to the fact that they must cover high costs to start their operation, from the moment that DIAN announced the massification of electronic invoicing, while ERP or software administrative management.
Finally, our recommendation is that you opt for a solution that offers you to link to an easy-to-use billing platform, so that complying with your legal obligation does not become a problem or that you have to reverse many operations because your software can be cumbersome to use. ; It is also important that you ask your advisors for two specific aspects: the first refers to the support they can provide you, taking into account that in many cases they can charge you large sums of money for support. Our second observation is that you make sure that it is authorized by DIAN and that they are going to provide you with a direct electronic billing service as some management software outsource to the billing provider and, at times, this limits its proper functioning, due to all the technological integrations that must be carried out.
Inattention to support is also another limitation, because if there are failures, they may be the provider of the billing service or the administrative software, so hiring software without billing subcontractors is an advantage gained when hiring a software for electronic billing.