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PDF is the global electronic format for sending and receiving purchase orders, invoices and shipping documents, and automated PDF processing can be critical for your business. This Babelway webinar explores how PDF integration can quickly improve business processes and reduce costs, along with key aspects to consider before implementing PDF integration, including technical and legal details.
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5 Ways to Reduce Costs with PDF Integration
Agenda
• Introducing Babelway
• Key Reasons to Deploy B2B integration
• What is Automated PDF Integration
• The Benefits of Automated PDF Integration
• Use Case: How to Achieve Integration
• Q&A
• Introducing Babelway
• Key Reasons to Deploy B2B integration
• What is Automated PDF Integration
• The Benefits of Automated PDF Integration
• Use Case: How to Achieve Integration
• Q&A
About
INNOVATOR in B2B integration software
Founded in 2007 in Belgium
STRONG AND HEALTHY GROWTH
12 people
Over 200 customers
Over 500.000 messages every month
Our business: B2B integration
B2B Integration is the activity of automating the exchange of data and documents between companies, so that they flow automatically from one company’s IT
system to another’s. Partners need to agree on a communication protocol (ex: FTP) and a message format (ex: PDF).
B2B Integration is the activity of automating the exchange of data and documents between companies, so that they flow automatically from one company’s IT
system to another’s. Partners need to agree on a communication protocol (ex: FTP) and a message format (ex: PDF).
Our difference:
Babelway is an integration platform that enables users to build exchanges with their partners in a self-service mode, using any protocol or format. Users maintain full control over their environment, but can access the platform via web browers
without any software to install
Babelway is an integration platform that enables users to build exchanges with their partners in a self-service mode, using any protocol or format. Users maintain full control over their environment, but can access the platform via web browers
without any software to install
Poll
How many PDF invoices and other PDF documents do you need to process each year?1.0-100
2.101-1000
3.1001-5000
4.5001-10,000
5.10,000+
6.I don’t know
How many PDF invoices and other PDF documents do you need to process each year?1.0-100
2.101-1000
3.1001-5000
4.5001-10,000
5.10,000+
6.I don’t know
The ideal solution for B2B integration
Integration is a business process: instead of an IT project, in which business lacks controlIntegration is a business process: instead of an IT project, in which business lacks control
11
Always up-to-date: instead of a solution that does not complywith the latest technology or regulations
Always up-to-date: instead of a solution that does not complywith the latest technology or regulations
22
No ‘No Man’s Land’: instead of a solution requiring anintermediary for integration and message tracking
No ‘No Man’s Land’: instead of a solution requiring anintermediary for integration and message tracking
33
Independent from partners: instead of a solution imposed byyour partners that does not fit your business needsIndependent from partners: instead of a solution imposed byyour partners that does not fit your business needs
44
Low cost: instead of a solution requiring high investment in internalsoftware and IT resourcesLow cost: instead of a solution requiring high investment in internalsoftware and IT resources
55
What is automated PDF integration?
PDF integration refers to PDFs received from trade partners that go directly into your ERP or accounting system
PDF integration refers to PDFs received from trade partners that go directly into your ERP or accounting system
Why PDF over other formats?
Simple to generate, sign, share and receive Simple to generate, sign, share and receive 11
Difficult to modifyDifficult to modify22
Intuitive and user-friendly alternative to paperIntuitive and user-friendly alternative to paper33
Well-known, bringing supplier confidenceWell-known, bringing supplier confidence44
PDF invoices via email are the global standard PDF invoices via email are the global standard 55
Why automated PDF integration?
The Accounts Receivables Network, “Benchmarks: Billing Practices,” 2010.
Manual vs. automated PDF processing
Manual
Automated
ERP/ Accounting Systems
Automated PDF processing with archiving
Automated withArchival
ERP/ Accounting Systems
The benefits of automation
Cheaper and fasterCheaper and faster11
More accurate More accurate 22
AutomaticAutomatic33
No explicit trade partner agreements requiredNo explicit trade partner agreements required44
Archive Archive 55
Use Case
Use Case
The electronic file is then submitted to the Exact platform. This enables to receiver to see a PDF representation of their supplier’s invoice, as well as automatically
populated fields, which the accountant can edit manually if necessary
The electronic file is then submitted to the Exact platform. This enables to receiver to see a PDF representation of their supplier’s invoice, as well as automatically
populated fields, which the accountant can edit manually if necessary
What’s holding you back?
EDI seems too expensive and complex
EDI seems too expensive and complex
Full automation would require
many new channels
Full automation would require
many new channels
I’m still unsure about legal
requirements
I’m still unsure about legal
requirements
There are important considerations
Automated PDF integration may not be appropriate if:
•You regularly need to exchange complex data, and require a full EDI solution•You exchange a very low volume of PDF documents (1-2 times per year)•You have a comprehensive EDI solution in place with your trade partners
Automated PDF integration may not be appropriate if:
•You regularly need to exchange complex data, and require a full EDI solution•You exchange a very low volume of PDF documents (1-2 times per year)•You have a comprehensive EDI solution in place with your trade partners
Legal requirements
AuthenticityAuthenticity11
IntegrityIntegrity22
ReadabilityReadability33
Secure archivingSecure archiving44
Opt-inOpt-in55
Babelway can help!
Babelway offers an external service that
translates all PDF documents into an XML format, with no charge for creating these new
channels
Babelway offers an external service that
translates all PDF documents into an XML format, with no charge for creating these new
channels
Babelway is fully compliant with European
regulations, and guarantees the integrity
and authenticity of all documents for senders
and receivers
Babelway is fully compliant with European
regulations, and guarantees the integrity
and authenticity of all documents for senders
and receivers
Babelway’s archiving system is automated and fully secure, storing both
an EDI version and readable version of your
document
Babelway’s archiving system is automated and fully secure, storing both
an EDI version and readable version of your
document
