Semantix achieves seamless e-invoicing, and e-ordering flows with Pagero

Anna-Karin has been with Semantix for ten years. She and her team primarily manage the Nordic finance function, which has offices in Sweden and Finland. During Anna-Karin's ten years with the company, it has grown through acquisitions, gradually digitized the business, and centralized the finance function.

"When I started at Semantix, we were a small team of four people, but over the years, we have acquired companies and grown while at the same time implementing efficiency improvements. Today, there are ten people on my team," says Anna-Karin.

2021 saw an even bigger change when TransPerfect, a global leader in language technology, acquired the company. Among other things, this led to the company's transition to TransPerfect's various systems - a process that is still ongoing.

"As part of this integration, we moved to TransPerfect's billing system and discussed how to send and manage invoices. We were able to keep Pagero's services, which we are happy about," says Anna-Karin. "During the acquisition, TransPerfect realized that they would also be able to send e-invoices through Pagero's platform - something they were previously unable to do."

The change of ownership thus brought new opportunities for the American giant, which previously focused only on the private market in the Nordics, as e-invoicing is a requirement in public procurement. 
"I find it hard to understand how they have managed without e-invoicing services for so long. Even private customers often require it today. But now it is possible in the group because e-invoicing can be offered through us and Pagero," says Anna-Karin.

Anna-Karin remembers how Semantix had a high proportion of paper invoices, with mail delays and manual paperwork adding to the workload. However, the company started its digitization journey early—back in 2011—when it partnered with Pagero. 

Today, 94% of all invoices sent are e-invoices, and one reason for this high proportion is that Semantix has many customers in the public sector. Some private customers still receive invoices by post, but this will be phased out over time.

"In Denmark, Finland, and Norway, e-invoicing is close to 100%, while in Sweden, it is 70%. In many cases, we've had these customers for many years, where we've just carried on as before without changing the delivery method. We just haven't been that strict," explains Anna-Karin. "But it's both expensive and slow to send by mail, so we will work on that. It's easy to highlight them in the Pagero platform and add the customer's email address as the billing address. Or even better, register the customer as an e-invoice recipient. 'Increase your e-invoice flow' is a handy feature in Pagero Online," says Anna-Karin.

A digitalization process is underway in society, nationally and internationally. This means, of course, that we are at different stages and that different companies have different requirements. For example, many suppliers face challenges when handling different standards and invoice formats.

"The beauty of Pagero's services is that we only have to create one file in one format. Pagero ensures it's adapted to the customer's needs - whether it's Peppol BIS, Finvoice, Svefaktura, or any other preferred format. This is a huge competitive advantage; it's never a problem to meet the customer's requirements."

Another automation that has made work smoother is that the company has connected incoming e-orders via Pagero. When a customer sends an order to Semantix, the company receives an automatic order match on the invoices.

"We started this in the fall, and because several public customers will require it in their procurement, it will be expanded. An invoice from us will be automatically matched with their order data so that they and we have a fully automated flow."

"Another great advantage of Pagero is the reliable support," says Anna-Karin. Semantix has carried out several implementations over the years, connecting new companies, integrating different invoicing methods, and introducing new services - always with Pagero as a stable partner.

"In terms of service, I am delighted; the support is invaluable. We can ask any question - high or low - and get help quickly. It's reassuring to always have someone to turn to," she says.
Looking ahead, Semantix sees a great opportunity in the partnership. They predict that e-invoicing services will expand to more countries and become an obvious standard for their customers. In particular, Anna-Karin recommends that other companies use e-invoicing services.

"E-invoicing is the future, where we need virtually no manual handling. When you add e-ordering, it becomes a 'no touch' flow where everything happens seamlessly," she says. "Pagero gives us a huge advantage in that we only need one system to handle all the invoices, regardless of the recipient, regardless of the country. It makes the flow much easier," concludes Anna-Karin.