eBill Presets

Pingen uses Presets to save and automate recurring actions. To send an invoice via eBill, certain mandatory information is required. This information must be present on the invoice

With an eBill Preset, the positions of these required fields can be defined once using a Reference PDF. When the Preset is later applied, Pingen automatically checks the selected positions and extracts the required information accordingly.

eBill Presets can only be created if an eBill account is already connected to Pingen. Further information can be found here

Create an eBill Preset

In the Preset overview, existing Presets can be managed and new Presets can be created.

Step 1: Create a Preset

Navigate to the Preset overview via "Organisation Administration" → "Presets".

To create a new eBill Preset, click "Create Preset" and then select the "eBill" channel.

Enter a name for the Preset and upload a Preset Reference PDF. Then click "Create Preset".

The Preset Reference PDF serves as a template for future eBill invoices and should therefore use the same layout or template as the documents respectively invoices that will later be processed with this Preset.

To enable Pingen to generate an eBill from your invoices, a Swiss QR invoice is required. Therefore, upload a document containing a Swiss QR invoice as the Preset Reference PDF.

Step 2: Configure the Preset

After creation, the Preset Reference PDF is automatically validated. In the following view, you will see an overview of all actions required to ensure that future invoices can be processed correctly as eBill.

The following actions can be saved in an eBill Preset:

• Fix Paper Format
• Select QR Code
• Select eBill Identifier
• Select Invoice Number
• Select Invoice Date
• Select Invoice Due Date

Fix Paper Format

Only documents in format A4 portrait (210 × 297 mm) can be sent via Pingen.

If a document contains pages in a different format, the format can be adjusted automatically using a Preset. To do so, enable the "Fix Paper Format" action and confirm the activation by clicking "Enable Action".

Select QR Code

To send invoices via eBill, Pingen requires a Swiss QR invoice as the basis. Pingen automatically searches for a valid QR code in the lower section of each page.

If the QR code is located outside this area, its position can be defined using a Preset and applied to future invoices.

To activate this action, click "Select QR Code". Then move the selection box so that the QR code is fully included and click "Next".

Pingen will then verify whether a valid QR code is located at the selected position and read the contained data for confirmation.

When the Preset is later applied to additional documents, Pingen automatically searches for the QR code at the position defined in the Preset.

Select eBill Identifier

To correctly assign an invoice to an eBill recipient, either the recipient’s email address or eBillAccountID must be present on the document. This information must also match a corresponding entry in your eBill recipient list.

To enable Pingen to automatically extract the eBill Identifier from the document, the position of the email address or eBillAccountID can be defined using a Preset and applied to future invoices.

To activate this action, click "Select eBill Identifier". Then move the selection box so that either the email address or the eBillAccountID on the document is fully included and click "Next".

Pingen then verifies whether a valid email address or eBillAccountID is located at the selected position and reads the data for confirmation.

When the Preset is later applied to additional documents, Pingen automatically searches for the eBill Identifier at the position defined in the Preset.

Select Invoice Number

To send an invoice via eBill, an invoice number must be present on the document. eBill requires this information to uniquely identify the invoice.

With an eBill Preset, the position of the invoice number can be defined once and then applied to future invoices.

To activate this action, click "Select Invoice Number". Then move the selection box so that the invoice number on the document is fully included and click "Next".

Pingen then verifies the selected position and reads the data for confirmation.

When the Preset is later applied to additional documents, Pingen automatically searches for the invoice number at the position defined in the Preset.

Select Invoice Date

To send an invoice via eBill, an invoice date must be present on the document.

With an eBill Preset, the position of the invoice date can be defined once and then applied to future invoices. 

To activate this action, click "Select Invoice Date". Then move the selection box so that the invoice date on the document is fully included and click "Next".

Pingen then verifies whether a valid date is located at the selected position and reads the data for confirmation. The invoice date must not be older than 90 days and must not be in the future.

When the Preset is later applied to additional documents, Pingen automatically searches for the invoice date at the position defined in the Preset.

Select Invoice Due Date

To send an invoice via eBill, an invoice due date must be specified. This date can either be present directly on the document or calculated based on the invoice date.

With an eBill Preset, the position of the invoice due date can be defined once and then applied to future invoices. Alternatively, a specific number of days can be defined so that the invoice due date is automatically calculated based on the invoice date.

To activate this action, click "Select Invoice Due Date". Then move the selection box so that the due date on the document is fully included and click "Next".

Calculate Invoice Due Date

The invoice due date can also be calculated automatically based on the invoice date if it is not explicitly stated on the document. Pingen then validates the selected value and reads the date for confirmation.

This action is only available if an invoice date was found in the Reference PDF.

When the Preset is later applied to additional documents, the invoice due date is automatically applied or calculated according to the defined configuration.

Apply eBill Preset

To apply a Preset to documents, the Preset must first be finalized. Once finalized, its status changes from "Draft" to "Available".

Preset actions can only be edited while the Preset is in "Draft" status. To edit a Preset in "Available" status, you must first duplicate it. The duplicate will then return to "Draft" status.

Apply Preset – Via the Document Preview

You can access the document preview by opening a document from the "eBill" menu or by uploading a single PDF.

 The Preset option is only available in the document preview if the document is in "Action Required" status and at least one eBill Preset exists in the Organisation.

Click the "Fix & Send " button to open the drop-up menu and select "Fix with Preset".

A sidebar will then open where you can select the desired Preset. You will see an overview of the Preset’s enabled actions.

By clicking "Apply Preset", all actions required to correct the document will be executed.

Apply Preset – Via the eBill List

You can access the eBill list via the "eBill" menu.

Select documents with the status "Action Required" and click the Preset icon at the bottom.

Presets can only be applied via the eBill list if at least one eBill Preset exists in the corresponding Organisation.

A sidebar will then open where you can select the desired Preset. You will see an overview of the Preset’s enabled actions as well as any possible additional costs. Further information about the Preset pricing model

By clicking "Apply Preset", all actions required to correct the respective document will be executed.

Apply Preset – Via Batches

There are two ways to apply Presets to a Batch:

Option 1: Via Batch Creation

You can access Batch creation either by clicking the "Create Batch" button or by uploading multiple PDFs, a continuous PDF with more than 20 pages, or a ZIP file.

During Batch creation, the Preset option is only available if at least one Preset exists in the corresponding Organisation.

A Batch creation window will then open where you can select the desired eBill Preset. You will see an overview of the Preset’s enabled actions.

By clicking "Create Batch", all actions required to correct the respective documents will be executed.

Option 2: Via the Batch View

You can access the Batch view by opening an existing Batch from the "Batches" menu.

In the Batch view, the Preset option is only available if at least one document has the status "Action Required" and at least one Preset exists in the corresponding Organisation.

In the right sidebar, click the "Fix Documents with Preset" button.

A sidebar will then open where you can select the desired Preset. You will see an overview of the Preset’s enabled actions.

By clicking "Apply Preset", all actions required to correct the respective documents will be executed.