How to send an invoice via eBill – Step by Step

The Pingen WebApp is designed to be simple and intuitive. In this article, you will learn step by step how to send an invoice via eBill.

Upload invoices

To send invoices via eBill, Pingen requires a Swiss QR invoice in PDF format as the basis.

Simply drag and drop the desired PDF documents into the eBill field in your browser window or click the Send box in the bottom-left corner to select the documents manually. In order for Pingen to process the invoices, certain requirements must be met. More information can be found in the article eBill document requirements.

Send preparation: document status after upload

After upload, Pingen automatically checks each document for the requirements needed for eBill delivery. Once the check is complete, each document is assigned one of the following statuses:

• Ready for sending
• Action required
• Invalid

Single document

If you upload a single PDF document, the document preview opens automatically after upload.

Document status: "Ready for sending"

If the document has the status "Ready for sending", Pingen was able to extract all required information from the invoice and generate the eBill successfully. The invoice can be sent immediately.

Document status: "Action Required"

If the document has the status "Action Required", it contains issues that can be fixed directly within the Pingen WebApp. Learn more about possible issues and fix options

Document status: "Invalid"

If the document has the status "Invalid", it cannot be corrected and cannot be sent via eBill. There are several reasons why documents may receive the status “Invalid”. Learn more about possible issues

Send overview

To send the invoice via eBill, click the "Send Document" button in the document preview.

In the Send Overview, you will see a summary of all important delivery information and costs. The invoice can then be sent using the "Send for XX" button.

Not enough Credits available for sending

If there are not enough Credits available for sending as eBill, the documents are placed in a queue and receive the status "Waiting for Credits".

To purchase Credits for the corresponding Organisation, simply click the credit card in the top-right corner of the dashboard. Learn more about purchasing Credits

After purchasing Credits, documents with the status "Waiting for Credits" are automatically sent.

Track invoices via Track & Trace

After sending, invoices can be tracked using the Track & Trace feature. Click on the "eBill" navigation item to open the eBill list. There you will find all uploaded documents along with their current status.

Clicking the status button on the right side of a document opens the Track & Trace view. Here you see a chronological overview of the entire process — from upload to payment of the invoice via eBill. Learn more here about eBill tracking