eInvoicing Integration

Karmly integrates with Tickstar, an eInvoicing system designed to streamline your invoice payments by delivering invoices directly into the accounting systems of your participating clients. This integration is available for companies in Australia & New Zealand only.

Company Settings & Enabling the Integration

To send eInvoices, your company will need to have a valid address and NZBN/ABN specified in your Company Settings, as seen here:

Once eInvoicing is enabled for your account, you can navigate to Manage > Integrations and click Enable to activate the integration. 

Enable Clients

Under Manage > Clients you'll need to ensure any clients who are able to receive eInvoices via the Peppol network have eInvoicing enabled.

First, ensure they have a valid address and the correct NZBN/ABN is specified. It's a good idea to use the dropdown that appears to complete the address, to ensure it's considered valid. Then select Enable eInvoicing from the options button.

If the client is not found in the Peppol register, or if their NZBN/ABN is incorrect, you'll see an error that the client must first be registered on the Peppol network. Alternatively, if their address or NZBN/ABN is missing, you'll receive corresponding errors about needing valid details. Check their settings and try again.

Once enabled, you'll see the Peppol logo beside the client's name and will have the option to disable eInvoicing from the options button if required. 

Please note that the address and NZBN/ABN fields will be locked while eInvoicing is enabled; if either of these fields need to be updated, disable eInvoicing for the client, then reenable eInvoicing once the changes are complete.

Important: For companies using our Bullhorn or JobAdder integrations, this means client address details will no longer be synced for clients who are eInvoicing enabled, so changes made in your ATS for these clients will not be reflected in Karmly.

Sending Invoices

When you Create Invoices in Karmly, any clients who are eInvoicing integrated will have 'Send as eInvoice' included as an invoice recipient, in addition to any standard Invoice Recipient email addresses if applicable. 

The Reference and Purchase Order Number fields will also appear on these invoices, allowing you to add or edit the reference information that will be sent on the eInvoice. If either field is left blank, the field will be sent via eInvoicing as 'NA'.

By default, these fields will be automatically populated based on whether the Placement Reference and Placement PO Number placeholders have been included in your Invoice Template:

• If both Placement Reference and PO Number placeholders are included in your invoice header, each field will be set accordingly.
• If only the PO Number placeholder is included in your invoice header, this value will set both the Reference field and the PO number field (as Reference is a mandatory field).
• If only the Placement Reference placeholder is included in your invoice header, the Reference field will be populated and the PO Number field will be left blank. 

Upon sending invoices, the invoice will be sent as an eInvoice (along with any other recipients). You can then view the Invoice History tab at the bottom of the invoice to check the delivery status of the eInvoice.

Status updates may take a few minutes and appear as additional Invoice History lines. This means the 'Processing' state will always appear, followed by new statuses as they appear. 

The possible statuses are:

Processing - The eInvoice has been sent and is awaiting an update from the Peppol network. Subsequent statuses should appear above the history line, as they arrive. Refresh the page to see any updates.

Delivered - The eInvoice has been successfully delivered to the client.

Failed to deliver - The eInvoice was unable to be sent. Click the 'More Info' link to learn more, and see our Troubleshooting Errors section below for information on resolving any issues.

Troubleshooting Errors

If eInvoices fail to send from Karmly, you'll receive a notification on your dashboard. You can also report on these notifications via My Reports, which can be helpful if you have a large volume of notifications.

The invoice history tab at the bottom of the invoice will show the 'Failed to deliver' status. It's important to note that this only applies for invoices that were unable to be sent by Karmly - notifications for invoices which have been rejected at the client's end would instead be handled by their accounting system.

Click the 'More Info' link to view the details of any issues that prevented the invoice from being sent. 

Most errors that may prevent an eInvoice from being sent will require that you mark the invoice as draft, correct the noted issue(s) and resend the invoice.

Alternatively, if you don't wish to resend the corrected invoices to other recipients, you can mark the invoice as sent and use the Send as eInvoice option to reattempt to send the invoice.