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eInvoicing.

Brought to you by the Ministry of Business, Innovation and Employment.

What is eInvoicing?

eInvoicing is the secure digital exchange of invoice information directly between buyers’ and suppliers’ financial systems, even if these systems are different.

Say goodbye to PDFs and email and save on admin time. With eInvoicing, suppliers no longer need to generate paper-based or PDF invoices that are printed, posted, or emailed to customers.

eInvoices are impossible to lose because the digital exchange process is direct and secure. It’s accurate, secure and speeds up processing and payment times. This improves cashflow and reduces time wasted looking for missing invoices.

Small business owner, Brenda Ratcliff runs MindMeld Coaching, a successful leadership training and coaching business with many government clients. MindMeld was one of the first businesses to send eInvoices to the Ministry of Business, Innovation & Employment (MBIE) during the pilot phase.

Brenda is a big fan of eInvoicing because of the overall experience - no more paper-based or PDF invoices, no more manual data entry, improved accuracy and security, reduced process time and speedier payments.

“As a small business, I am very grateful,” says Brenda. "I get paid much faster!”

“There is much less chasing up of unpaid invoices, which tend to happen when I’ve emailed a PDF invoice rather than an eInvoice.”

How do I get started?

Thousands of New Zealand businesses and many government agencies are already registered to receive eInvoices – and most small businesses have free or low-cost access to send eInvoices through their accounting software or an eInvoicing portal.

Over 60 accounting and invoicing software providers offer eInvoicing capability in New Zealand, with more providers building the functionality in 2024. To get started:

Step 1 – Getting set up for eInvoicing

You’ll first need software that can send and receive eInvoices. If your business uses Xero or MYOB, this step is easy.

If your business uses Xero/MYOB

Xero Business Edition and MYOB Business users* can easily send and receive eInvoices now for free. Follow the links for your respective software.

* Including AccountRight users who access their AccountRight company file in a web browser.

Send an eInvoice — Xero Central

eInvoicing — MYOB

If your business doesn’t use Xero/MYOB

If you don’t use Xero or MYOB, check if your accounting or invoice system is on the eInvoicing ready software list.

Check the list of eInvoicing ready software products

Can’t see your software on the list?

Ask your provider when they plan to add eInvoicing, or if they have an integration with any of solutions listed. If you don’t use accounting software systems, or don’t issue many invoices, there are free eInvoicing online portals with basic eInvoicing capabilities available.

Check the list of eInvoicing online portal solutions

Get registered for eInvoicing

Businesses need to register to be able to receive eInvoices.

Follow your software provider instructions and have your NZ Business Number (NZBN) handy. This number is the unique global identifier that ensures your suppliers’ eInvoices reach you. If you don’t have one already, it’s easy and free to get one.

Find or register for an NZBN

If you don’t already have an NZBN, it’s easy to sign up at the link below.

Find or register for an NZBN— New Zealand Business Number.

Step 2 – Exchanging eInvoices with your trading partners

Once you’ve set up the software, make the most of eInvoicing by exchanging eInvoices with your trading partners:

Receiving eInvoices from your suppliers
Sending eInvoices to your buyers.

Receiving eInvoices

Once you’re registered for eInvoicing, let your suppliers know that you’d prefer to receive eInvoices – not a PDF invoice by email. They’ll need your New Zealand Business Number (NZBN) to send you an eInvoice, and they’ll need to be able to send eInvoices themselves.

Check out the supplier communications toolkit which includes sample emails to help you encourage your suppliers to move to sending you eInvoices.

eInvoicing communication toolkit: Getting your suppliers ready for eInvoicing [DOCX, 323 KB]

Sending eInvoices

Most businesses already have easy and affordable access to eInvoicing capability through their accounting software. This includes common enterprise resource planning (ERP) systems (for example, Oracle, SAP, Microsoft) and SME accounting software (for example, Xero and MYOB). So, chances are most of your buyers may be able to receive eInvoices from you.

To start sending eInvoices you’ll need your buyers’ NZBNs (New Zealand Business Number) and add this to each customer record in your accounting or invoice system.

The NZBN is the address for eInvoicing (rather than your buyer’s email address) – it’s how the system knows who to send the invoice to.

einvoicing.govt.nz

Things you should know.

The opinions expressed on this page are not necessarily those of Westpac and Westpac does not endorse or approve any goods or services to which reference is made.

Westpac makes no representation as to the accuracy or currency of the materials, which are provided without taking your personal financial situation or goals into account.

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