If you've ever thought “We already send digital invoices, so we must be e-invoicing” you're not alone. But here’s the thing: e-invoicing isn’t just about skipping the printer or attaching a PDF to an email. It’s a smarter, faster, more secure way to get paid - and it's something every small business owner should have on their radar.
Let’s break it down.
What is E-Invoicing?
At its core, electronic invoicing (or e-invoicing) is a way to send invoices directly between accounting systems. No emails. No attachments. No PDFs to open and re-type. Just the invoice data - sent straight from your system into your customer’s, in a format both systems can read.
It’s like having your invoicing do its own admin.
Here’s what makes e-invoicing different from those good old “digital invoices” you might already be sending:
PDFs and emails still need someone on the other end to open, review, and manually enter into their system (and let’s be honest, that sometimes takes a while).
E-invoicing, on the other hand, delivers the invoice directly into their accounting software - ready to approve and pay.
It’s not about reinventing the wheel. It’s about removing all the clunky steps in the middle.
Why It Matters for Small Businesses
So why should you care about switching to e-invoicing? A few reasons that make it an easy “yes”:
Faster Payments
Invoices delivered straight into your customer’s system are quicker to approve and pay. No waiting on busy inboxes or people printing and re-keying things. That’s a massive win for cash flow - especially if you’re juggling the timing of bills and payday.
Less Admin
No need to chase emailed invoices, check if they were received, or fix up typos from manual data entry. It’s all system-to-system, which means less faffing around and fewer errors.
More Secure
Invoice fraud is a growing issue (especially with phishing emails and fake bank details). E-invoicing keeps things safer by cutting email out of the process altogether. The invoice data only travels between verified systems.
Backed by the Government
This isn’t just a tech trend - it’s already being used by IRD and other government departments in NZ. They’re leading the charge and encouraging suppliers to do the same. It’s not a matter of if this becomes the norm - it’s when.
How E-Invoicing Works in New Zealand
New Zealand is part of the Peppol framework - a global e-invoicing network that ensures everyone’s systems can talk to each other securely and consistently. (Don’t worry, you don’t need to understand the techy bits - we’ve got you.)
To use electronic invoicing in NZ, you just need:
A New Zealand Business Number (NZBN)
Software that supports e-invoicing (like Xero, MYOB, or MoneyWorks)
Registration with a certified Peppol access point (we can handle this for you)
Once you’re set up, your system can send and receive invoices directly with any other business that’s also e-invoicing. That includes plenty of government agencies and more private businesses every day.
Major NZ Companies Using E‑Invoicing
E-invoicing isn’t just for the big players – but they’re leading the charge:
Bunnings NZ rolled out Peppol e‑invoicing in early 2022, significantly reducing errors and manual processing for commercial customers and tradies
OfficeMax New Zealand introduced e‑invoices in 2023 and actively participates in MBIE’s national e‑Invoicing forum
Spark is listed among major NZ adopters
Woolworths Group is part of the prominent group of retailers using e‑invoicing
This list is growing, and being e‑invoicing-ready can open doors to working with these types of businesses.
Common Myths & Misunderstandings
Let’s clear a few things up - because we’ve heard it all.
“We already email invoices - isn’t that e-invoicing?”
Nope. Emailed invoices are digital, but not electronic. If someone still has to open a file and key it into their system, it’s not the real deal.
“We’re too small for this tech stuff.”
Not true. In fact, the smaller your team, the more every minute counts. E-invoicing is built to save time and cut down on admin - so it’s ideal for busy tradies, freelancers, and small teams wearing ten hats.
“My clients won’t know how to use it.”
They don’t have to. If their system is e-invoicing-ready (and many are), it’ll just work. And if not, you can still send invoices the old-fashioned way in the meantime. It’s flexible.
How to Get Started with E-Invoicing
Ready to make the switch? Here’s what to do:
Make sure your business has a NZBN. (You probably do already - but you can check or register for free at nzbn.govt.nz.)
Check if your accounting software supports e-invoicing. Xero, MYOB, and MoneyWorks all have it built in. You just need to activate it and add your NZBN.
Register for e-invoicing in your software. This usually takes a few minutes and only needs to be done once.
Talk to your clients and suppliers. Let them know you’re e-invoicing ready, and check if they are too. Many government departments require e-invoices now - so it’s worth asking.
Test it out. Send an e-invoice to a client who’s already registered and see how it works. You’ll wonder why you didn’t start sooner.
The Future of Invoicing in NZ
The IRD is actively promoting e-invoicing - and it's only a matter of time before it becomes mandatory in certain sectors. As more businesses come on board, the pressure will grow to keep up.
Getting set up now means you’re ahead of the curve, not scrambling to comply later. Plus, you’ll already be reaping the benefits of faster payments and fewer admin headaches.
Not Sure if You’re Set Up for E-Invoicing?
That’s where we come in. At Conduit, we help small businesses like yours cut through the confusion and get e-invoicing sorted - without the overwhelm.
We can check if your setup’s ready.
Walk you through the steps to register.
Or help you talk to your clients and suppliers about making the switch.
No jargon. No stress. Just clear, practical support from people who get small business.
Ready to take e-invoicing off your to-do list?
Get in touch - we’ll help you sort it, step-by-step. You can Contact us here or book a free discovery meeting here.
