Success Story: TRAFFIQX® Digitizes Invoicing for Members of Brillen-Profi GmbH
Boosting competitiveness through fully digitized invoicing—that was the primary goal of Brillen-Profi Contact GmbH and its partner and supplier companies. But why and how does one actually plan such a project?
And above all: What needs to be considered to ensure that the digital innovation ultimately saves as much time, money, and stress as originally hoped? We took a closer look at this using the example of our TRAFFIQX® member, brillen.profi.
The main focus of the Brillen-Profi project was (and remains) the billing processes between the various parties involved in the established service network for owner-operated specialty optical stores. Incidentally, this network also includes the subsidiaries BestAkustik and to.eyes.
“The main problem: The previous invoicing process was quite cumbersome—and not always truly consistent.”
So, the goal was set to meet the changing requirements and implement a comprehensive solution. And so, Brillen-Profi brought the TRAFFIQX network on board as the most capable partner for this endeavor.
The bold objective: To achieve significant (and above all, measurable) success through the use of the TRAFFIQX platform technology. Read on to find out exactly what “success” means (and meant) in this context, how the collaboration with the TRAFFIQX experts on digital document exchange unfolded, and why Brillen-Profi is now all the more convinced that it made a truly forward-looking business decision.
The Idea: Digitizing All Invoicing Processes
With over 120 industry and service partners and approximately 2,500 members, Brillen-Profi is a leading industry association in Germany. Over the years, the administrative burden of invoicing between the various entities had become correspondingly high and was not standardized.
The members of the association therefore set themselves the goal in early 2021 to address the changing needs and meet them comprehensively. The areas of purchasing, marketing, and training were to undergo the mandatory digitization process. In this context, the guidelines and regulations for electronic invoicing (eInvoicing)—which are now defined by the government and, in some cases, already mandatory—played an important role even during the preliminary planning stages.
The decision was quickly made to bring a competent partner on board for the technical implementation: The TRAFFIQX provider network was able to develop a customized roadmap very quickly—primarily due to the expertise of the individual network members—which led to the implementation phase as early as mid-2021.
Clear Digitalization Strategy Leads to Success
The first and most important step was taken with the introduction of electronic invoice exchange with contract suppliers. TRAFFIQX, as a service and expertise partner, subsequently facilitated access to the invoice portal of the provider network. This brought about the desired comprehensive digitalization of all invoicing processes. Subsequent steps toward full conversion included the electronic integration of contracted suppliers, increased efficiency in centralized payment processing and invoicing, and the comprehensive digitization of all invoicing processes involving the 2,500 members.
Ahead of the curve: Already prepared for the upcoming mandate
With the impending mandatory e-invoicing requirement in Germany starting in 2025, the need for digitization will continue to grow. The implementation of the TRAFFIQX platform has been proven to increase efficiency for all participants in the Brillen-Profi network and simplifies the handling of mandatory processes.
This is because: Using the TRAFFIQX platform significantly reduces the manual effort that was mandatory previously, as the majority of incoming invoices are now fully digitized. Since the transition, outgoing invoices have been sent to members fully electronically.
All invoices are available digitally in the portal, i.e., in a central location. By connecting suppliers to the portal, Brillen-Profi receives incoming invoices fully electronically and in a format that enables fully automated processing within the central settlement and invoicing process.
Everything in good order
The platform also guarantees 100% secure delivery, thereby contributing to significant savings in all process costs. Invoices are automatically archived on the portal in a legally compliant manner for ten years, which, in addition to meeting legal retention requirements, also underscores a high degree of traceability.
Members with a client relationship with DATEV or a DATEV-using tax advisor can also largely automate their bookkeeping.
The TRAFFIQX® platform offers a true win-win-win solution: Contract suppliers benefit from a simple, secure, and legally compliant invoice exchange. The association, in turn, benefits from high-quality data that can be processed directly. Members—that is, optometry and hearing aid stores—gain secure invoice receipt and fully automated processes for transferring and posting invoices to their tax advisors.
In a Nutshell: Impact Through Expertise
The use case of Brillen-Profi Contact GmbH illustrates that customers of the TRAFFIQX® network benefit from the collaboration of individual members, who serve companies across a wide range of industries and possess specific expertise. This results in customized service and product packages that pave the way for small and medium-sized businesses—as well as large corporations—to adopt or switch to digital invoicing.
“Our primary goal was to drive digital transformation and find a partner who could help us achieve this goal quickly and effectively through collaboration and expertise. We found that partner in the TRAFFIQX network. They were able to implement the core processes between contracted suppliers and members.” Jörg Hochleitner, Managing Director of Brillen-Profi
About the Authors:
As Head of Success Management, Eugen Schleppe is the primary point of contact for ensuring and optimizing success as companies transition to digital document and data exchange. With a deep understanding of the challenges and opportunities of digitalization, he and his team have been supporting companies in their transformation from analog to digital invoice processing for over eleven years. Eugen is committed to creating seamless transitions for companies venturing into the digital future.
As a Key Account Manager with an academic background, Christina Kiefer has been working at b4value for two years across a wide range of industries. Here, she supports clients in the digital transformation of their business processes. She applies her passion for customer relationships and solid professional experience to the successful management and development of key customer relationships, always aiming to create win-win situations. Nurturing and developing key accounts, identifying business opportunities, and implementing tailored solutions consistently lead to the fulfillment of customer needs.
Does digitizing your invoicing sound complicated? It is!
But that’s where we come in—we’re the most successful eInvoicing network for your electronic invoice exchange, not just for corporate groups in Germany, but everywhere. And we do it quickly, easily, and extremely cost-effectively.
Want to learn more? Just reach out to Christina Kiefer at TRAFFIQX or schedule a free consultation right away.
Call us at 06359-93790 or email us at Christina.Kiefer@b4value.net.
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Secure your consultation now!
Want to learn more? Schedule your free consultation with our expert Lars Becher, Key Account Manager and Subject Matter Expert for e-invoicing and CTC within the TRAFFIQX® network.
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Give him a call: +49 (0)6359 – 9 37 90
or drop him a line at: lars.becher@b4value.net