The digital bill

With our e-billing services, we are helping to digitalise your processes as well as our own. Electronic – and ideally automated – processing of invoices saves time and money. Entry errors or duplicated entries are avoided, and the positive ecological aspect is yet another driver. We would be thrilled if you would start using our e-billing options soon!

You will find an overview of the different variants below. Choose the solution which best suits you and your ERP environment.

E-billing servicesImplementation effortCollaboration with providersCosts
PDF invoice Small Smaller – directly through ALSO None
Signed XML file with billing information Medium ALSO’s default is Conextrade (other partners possible through Conextrade) Yes – details available through Conextrade erhältlich
Unsigned XML file with billing information Small Smaller – directly through ALSO None
Invoice display in online banking Small ALSO’s default is SIX Paynet Yes – details available through SIX Paynet and/or your bank

1. PDF invoice

A PDF invoice is sent directly to your desired email address from our ERP system. The PDF invoice is identical to the paper invoice. Transfer is much quicker, however, because there is no need for physical dispatch. You receive the invoice digitally and, if possible and necessary, you can process it further in an electronic workflow and archive it electronically at a given time. Since 1 January 2018, PDF invoices no longer have to be signed and are therefore VAT-compliant.

2. XML file with billing information

Signed XML file through Conextrade

A structured XML file with all the billing information is provided to you by our partner, Conextrade. The advantage of a signed file is that you can import it directly into and electronically further process it in your ERP system. In addition to the XML file, you receive a corresponding PDF invoice, as well as a processing log.

ALSO Schweiz’s provider is Conextrade (Swisscom), with whom we have already standardised the interface. Conextrade is, however, able to collaborate with other providers such as PostFinance or Tungsten (OB10). The only difference is the provider-specific Interconnect IDs. For providers other than PostFinance or Tungsten, enquiries must be made through Conextrade.

Please send the registration number (Interconnect ID) to ALSO Schweiz, because it is required for identification.

Unsigned XML file

The unsigned XML is created directly by ALSO Schweiz and provided for you on our FTP server. You can either access the server directly or via the ALSO Shop (ALSO Shop > Administration > FTP price lists > FTP directory > Directory out). You can then read the relevant data incl. payment slip with reference number directly into your ERP system. You can also activate the PDF invoice if necessary if you opt for the unsigned XML.

3. Invoice display in online banking

With regard to the connection for online banking, the billing information and a corresponding PDF invoice are electronically transferred to our provider SIX Paynet. The invoices are displayed directly in your online banking system. The advantage of this is that all the relevant data is already pre-recorded in your online banking system and, in principle, all you have to do is check and approve it.

Please send the registration number (Interconnect ID) to ALSO Schweiz, because it is required for identification.

We also ask that you check with your bank to find out whether the invoices can be processed correctly.

FAQ

E-billing is a way of dispatching invoices electronically, whereby the invoice is no longer sent by post, but rather digitally.

ALSO Schweiz offers a variety of options.

  • PDF invoice (by email)
  • XML file with billing information (signed / unsigned)
  • Invoice display in online banking

For the invoice recipient, the invoice receipt processing procedure is made much faster, because in the best-case scenario there is absolutely no need to manually record the incoming invoices. So there is no more need for scanning or copying, and processing, forwarding and electronic archiving of electronic invoices becomes much easier.

With the help of MS Outlook’s rules wizards, a simple workflow which enables automatic internal forwarding to the parties concerned for invoice checking and approval purposes can be set up even in smaller companies, for example.

Simply fill out the registration section above the FAQs and send it to us. Please note that you must add your title, role and phone number.

All electronic invoices – including PDF ones – have to be archived in line with Swiss legislation. Please refer to the relevant regulations for more details.

Swiss Code of Obligations (OR): Articles 957 to 958f

Swiss Accounting Ordinance (GeBüV): Sections 1 to 4

PDF invoices can be retrieved at any time in the ALSO Shop under the “Order tracking” menu item.

You can retrieve the unsigned XML invoices directly from the FTP server or download them from the ALSO Shop (ALSO Shop > Administration > FTP price lists > FTP directory > Directory out). Please note that the file can only be retrieved on the FTP server once. Please contact our Customer Care team if you require the information a second time. In contrast, the file remains on the ALSO Shop the entire time, and is then overwritten with an up-to-date version.

If signed files are lost, we ask that you please contact our Customer Care team.

Generally speaking, this isn’t a problem as long as the billing address is in Switzerland. However, the goal of e-billing is to reduce dispatch by post.

The electronic signature is a technical procedure for checking the authenticity of a document and the identity of the signatory. The digital signature is linked to the data so that changes are traceable. Based on the Swiss Electronic Signatures Act, ZertEs (SR 943.03) and the Ordinance on Electronic Signatures, VZertES (SR 943.032).

A PDF invoice can be activated within an extremely short space of time

If you are already connected to Conextrade or a Conextrade roaming partner to receive XML invoices, implementation is very quick indeed. A set-up process is carried out in our test system and a test invoice is sent. As soon as it has successfully reached your system, there is nothing more to stop the conversion in the productive system.
The introductory process generally lasts about two weeks.

If ALSO Schweiz is the first issuer of XML invoices, you first of all need to conclude an agreement with Conextrade, our default provider, or your roaming provider partner.
ALSO Schweiz sends the structured XML to Conextrade. If you are roaming, our provider Conextrade communicates directly with your roaming provider partner.
An introduction such as this takes slightly longer, generally at least a month including testing.


Contact us!

You can contact us from Monday to Friday, from 8 a.m. to 5.30 p.m.

ALSO Schweiz AG
Customer Care

+41 41 266 16 16
info-ch@also.com