“For the sake of the environment – think before you print!” This is something similar to the note on some invoices that are received by email or via online portals. But this is just a small part of how companies and private individuals can protect the environment with electronic invoices. Because a digital office includes far more aspects than paperless work. At its core, the goal is to digitize and automate specific processes. Invoice management can contribute a lot to this.
The possibilities start with creating invoices. It is important to avoid paper invoices and shipping by post. This not only reduces paper consumption in the office, but also saves toner, packaging material, postage and transport by postal vehicle. Electronic invoices are a more environmentally friendly alternative if implemented consistently. This depends on the right format. Common formats that can be read on different devices with different operating systems throughout the entire storage period are recommended - including by machines. This has the advantage that they do not have to be converted. The size of the file is also relevant. It should be as compressed as possible. This saves storage space and therefore energy in data centers as well as resources for manufacturing and transporting the hardware. If all of these requirements are to be taken into account, standard formats such as XRechnung and ZUGFeRD or PDF/A are particularly suitable.
Send and receive invoices cleverly
The next important element is sending the electronic invoice. In principle, this is possible in various ways, from the online portal to special shipping solutions and e-mail. The most efficient and environmentally friendly solutions are those that require as little manual interaction as possible, for example by supporting automatic retrieval of documents. This means that the invoice recipient does not have to constantly log in to check whether a new invoice is available. This not only saves your nerves, but also saves energy - on the user’s PC and in the data center.
Another very important part: the electronic processing of invoices - the opposite of the legally inadmissible but common practice of “printing and filing”. Software like GetMyInvoices helps with this. Our invoice management software automatically retrieves invoices and other documents from thousands of sources, from online portals to email inboxes to third-party solutions. This also includes anybill - an app that digitally transfers receipts to the customer’s smartphone and avoids printing receipts on thermal paper that is usually coated with harmful substances.
Automatic further processing in the cloud
GetMyInvoices’ artificial intelligence reads relevant information such as invoice numbers and amounts. This means that all documents and structured information are in one place. There they can not only be archived securely, but can also be transferred to the tax advisor, into common accounting software and other applications without manual effort. The user saves many hours on the PC and thus energy. In addition, he does not have to maintain any servers himself. This also protects the environment, as the production and transport of the hardware requires resources and produces carbon dioxide. In addition, there is no electronic waste later. Data storage in modern data centers whose operators value sustainability is much more efficient. Since the processing time for invoices is reduced to a minimum through automation and is less prone to errors, invoices can be paid more quickly. This in turn makes some reminders unnecessary. Fewer corrections are also required, which has a further positive impact on the time spent processing invoices as well as the energy balance and CO2 emissions.
Lots of small adjusting screws – until it’s extinguished
Last but not least, further processing includes the deletion of files that are no longer needed. This frees up storage space in the data center - conserves resources and reduces energy requirements, while destroying paper-based invoices with shredding, transport and recycling in turn uses up energy.
All in all, electronic invoice management includes many small adjustments that have a big impact overall and represent a milestone on the way to a paperless, digital office. It is important to rethink all processes, coordinate them, automate them and rely on responsible partners.
