How BWT AQUA AG is digitizing its business and invoicing processes

Digitizing processes with strategy

This is why digitization is and will remain a focal point at BWT AQUA AG. “We are continuously and consistently pursuing our digital strategy. Concretely, this means that we determine where it makes sense to digitize and decide which processes to digitize based on the cost-benefit principle. But our customers’ requirements are also an important indicator.” This includes private households as well as hospitals, commercial and industrial companies, pharmaceutical and biotech companies, hotels, municipalities and towns. This is because BWT’s solutions can be found wherever innovative water and water treatment products are required – such as water dispensers, water softening systems, pure and ultrapure water or reverse osmosis systems. For the ICT manager, good preparation is essential for the success of any digitization project. “Clean data and trained staff are an absolutely essential precondition for implementing a digitization step. However, everything relating to data security and the protection of personal data must also be carefully clarified in advance.” Looking to the future, Ulrich Landthaler believes that: “The use of AI will represent another milestone in digitization.”

This is what digital invoicing processes offer

BWT AQUA AG has now also almost fully digitized its accounts receivable processes. The company relies firstly on electronic invoices. This means that, where possible, it sends its customers digitally structured invoices in the form of eBills and B2B e-invoices from its own ERP system directly to e-banking or the recipient’s software. Secondly, BWT AQUA AG has fully digitized the process of sending paper invoices by using Paper Bill. With this service, PostFinance handles the entire printing and sending of paper invoices and takes care of returns management. This solution is fully digital for BWT AQUA AG, as the company only has to submit its invoice data – digitally and via the same interface as for digitally structured invoices. Manual steps, on the other hand, are completely eliminated. Like many other companies in Switzerland, BWT AQUA AG still sends most of its invoices – between 80 and 85 percent to be precise – in paper form. “Outsourcing the printing and sending of paper invoices was an important step in reorganizing our invoicing, along with switching to digitally structured invoices. It has helped to optimize our work processes,” says Ulrich Landthaler. BWT AQUA AG is also planning to digitize its accounts payable processes in the near future via the digital interface to PostFinance.

Why did BWT AQUA AG opt for Paper Bill?

Firstly, this allows us to organize our own processes more efficiently and, secondly, to satisfy the requirements of our customers who still prefer paper invoices. Last but not least, this approach is in line with our corporate strategy of constantly modernizing and optimizing processes and workflows, which in turn has the advantage of allowing us to concentrate on our core competencies.

On what basis did BWT AQUA AG decide on PostFinance to take care of this service?

We found the idea of being able to outsource the printing and sending of our paper invoices to professionals appealing right from the outset. A cost-benefit analysis then provided us with the certainty that this was the best solution from a business point of view. 

What are the advantages of outsourcing paper invoices?

Paper Bill makes it possible to use resources more efficiently, minimize errors and enable better tracking and transparency. 

What was your experience of the cooperation with PostFinance when switching to Paper Bill?

Always constructive and based on partnership. Challenges and problems were largely solved as a team, and we were always able to count on the support of PostFinance. 

Comprehensively digitize invoice processes

For companies like BWT AQUA AG that want to extensively digitize their invoicing processes, PostFinance offers a comprehensive output management solution from a single source.

Invoice issuers deliver their invoice data to PostFinance electronically in a structured form via a secure interface. Based on the data records submitted, PostFinance detects how the invoices should be sent to the end recipient:
As an eBill, B2B e-invoice or as a paper invoice sent physically by post.

From printing and sending to returns

With the introduction of Paper Bill, customers’ invoicing processes can also be digitized at an early stage for the physical sending of invoices. PostFinance works with a printing partner to coordinate the printing, placing in envelopes and handover of the consignments to Swiss Post on the right day. All process steps are reported back to the customer transparently in a processing log. What happens to invoices that could not be delivered to the recipient? This is a major pain point for many invoice issuers. By using an integrated additional service, customers can also automate this process and receive the correct address data from PostFinance in a structured processing message.

Bridge to automated invoicing

“By introducing Paper Bill, PostFinance is not aiming to promote the paper channel for customers, but rather to attract more and more customers to receive invoices electronically – if they so wish,” explains Thomas Studer, Billing Solutions Customer Advisor at PostFinance. “We assist companies in finding these customers.” The eBill LookUp and eDirectory LookUp free additional services are available for this purpose. In this sense, the service for paper invoices also serves as a bridge to increasingly digitized invoicing. This is in the interest of all concerned: the invoice issuer enables automated invoice processing for their customers, and at the same time continuously reduces their own costs. This is because digitally structured invoices are much cheaper than sending them physically in paper form – and are even better for the environment, as CO₂ emissions are proven to be lower.

How does PostFinance support companies in optimizing their invoicing processes?

Together with the customer, we analyse the processes involved in sending and receiving invoices – with the aim of digitizing them fully. And as an experienced partner, we provide reliable support to customers who switch to the required billing solutions. 

To what extent did BWT AQUA AG benefit from having already used the digital invoice types eBill and B2B e-invoice via PostFinance?

If a customer like BWT Aqua AG already knows and uses the digital invoice types and the interface to PostFinance, there is less effort involved in switching to Paper Bill. 

What advice would you give a company that wants to use Paper Bill for the first time?

If the company has previously carried out the printing and packaging in-house, I recommend calculating a full costing. Full costing compares all expenses, such as infrastructure costs and labour costs for manual work steps, with the costs for the external solution. The result provides clarity. This is because companies are often not even aware of the actual annual costs for their in-house solution.

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