Since the implementation of electronic invoicing in Colombia, schools have been involved in a series of challenges to comply with the established standards. However, little by little, support tools have been emerging, such as educational software, to allow them to better control the management of their invoices and become more competitive. Although electronic invoicing in Colombia laid its foundations since 2005, it was only in 2018 that the Directorate of National Taxes and Customs (DIAN) established the first general implementation schedule for all large taxpayers to start invoicing in this manner. Learn more about this topic: Electronic Invoicing in Colombia This content seeks to delve into the challenges that have arisen for schools since the implementation of electronic invoicing and how educational software helps them to be more competitive. Although electronic invoicing has generated several benefits in administrative terms, it is a reality that has also brought with it a series of challenges to adapt to the new process to be complied with, especially when the appropriate tools are not available. Among the main ones are the following: For each transaction, schools must work with specific rules and deadlines, many of which are mandatory. Since documentation is more transparent with electronic invoicing and there is no tolerance for errors, it is necessary to have a system that facilitates the notification of omissions or errors to the DIAN. Although electronic invoicing involves more agile and automated processes, schools that still operate with manual processes tend to face longer planning, execution and control times, coupled with the risks of engaging in unhealthy practices. What are the main challenges for a school with respect to electronic invoicing?
Shipping time
2. Rapid error resolution
3. Difficulty with manual processes
How do you know that the current electronic invoicing system is not suitable for a school?
Although there are several types of billing systems available today, it is important to note that not all of them have the appropriate filters and planning processes for a school. In this sense, a system that is truly suitable for the educational sector must allow, among other items, the following:
- Recurring billing, monthly and by established groups (such as grades)
- Annual planning in a short time
- Inclusion of new products to be invoiced immediately or at the beginning of each month.
However, most educational institutions usually make use of certain accounting systems or free tools provided by tax systems. The drawback with this is that usually none of these options offer advanced functionalities, such as process automation or useful accounting integrations. This is essential for efficient electronic invoicing.
In this context, when, for example, the billing system used by the educational center does not have reports on billings, collections and portfolio, it shows that the system is not very robust and most likely does not have the necessary set of filters to obtain updated information for decision making.
Remember: The higher the number of incidents the more wasteful the operation becomes and the higher operating costs the school incurs.
How does educational software help schools in the e-invoicing process?
A educational software goes beyond just taking care of electronic invoicing processes, since, if implemented in a school, it can become a very useful tool for both the institution and the parents.
Some benefits that the administrative area of a school can take advantage of with this intelligent solution are:
1. Invoice issuance and data update
A educational software makes both the issuing of invoices and the updating of data much more user-friendly. For example, if a student's family has had to move house and the address needs to be edited for the generation of this document, the solution makes this a very easy process for both parties to follow.
The same applies to each of the processes that parents must perform. From updating personal data, through the consultation of generated collections, and ending with the payment of the acquired obligations.
2. Expediting payments
On the other hand, an educational software not only ensures that a school complies with its electronic invoicing process in a timely manner, but also speeds up the payments that parents must make. At the same time, it facilitates the issuance of communications for all those activities and processes to be fulfilled.
For example, if a school is close to its new re-enrollment period, the software sends a communication to family members so that they can complete the process and payment within the platform.
The same applies to the services offered by the institution: the responsible party selects the services he/she wishes to acquire, these are invoiced and can then be paid for immediately.
3. Keeps each role in its place
Parents can spend quality time with their children, rather than spending time on tasks they can do from the comfort of their own home.
A educational software allows a school to be competitive by keeping its billing and collection operations as an easy process for students' families.
4. Greater control
Finally, educational software provides much more control by linking billing to different events, such as: tuition, extracurricular activities, school transportation services, among others.
Phidias is an academic management system with a treasury module. treasury module that provides all the necessary tools to carry out the billing, collection and portfolio process. This educational software is authorized by the DIAN to generate electronic invoices to third parties and by centralizing all the information of a school, the administrative area can access all the necessary data for proper control. In addition, being a solution focused on schools, it has functionalities that allow an efficient planning that responds to the needs of educational institutions. needs of educational institutions. In terms of reporting, Phidias allows the school to know in detail what has been invoiced, what has been collected and the portfolio (by age, course or concept). Thus, all these data make it easier for the educational organization to make decisions about its budget. Phidias can also be integrated with different accounting and online payment systems, which makes it a very flexible tool for the school. The perfect complement that this software provides is the module of Education Intelligencemodule, which allows you to create customized reports with updated information from the treasury module, among others. If you want to know in detail each of the functionalities that Phidias offers, not only for the administrative and/or financial area of the schools, but also for the general academic management, do not hesitate to contact us at!What is the best accounting tool for the administrative area of a school?
Since the implementation of electronic invoicing in Mexico, schools have been faced with a series of challenges in complying with the established rules. However, little by little, support tools have been emerging, such as an educational softwareThe new software will allow them to better control the management of their invoices and become more competitive. Electronic invoicing in Mexico began in 2004 when the Mexican Tax Administration Service (Servicio Tax Administration Service (SAT) created the legal framework for the implementation of the Digital Tax Receipt (CFDI). (SAT) created the legal framework for the implementation of the Digital Tax Receipt (CFDI), which was a turning point for the accounting processes of educational institutions (from preschool to university) as they had to comply with the new regulations imposed. This content seeks to delve deeper into the challenges that have arisen for schools since the implementation of e-invoicing and how an educational software can be used in schools. educational software software helps them to be more competitive. Although electronic invoicing has generated several benefits in administrative terms, it is a reality that has also brought with it a series of challenges to adapt to the new process to be complied with, especially when the appropriate tools are not available. Among the main ones are the following: For each transaction, schools must work with specific rules and deadlines, many of which are mandatory. Since documentation is more transparent with electronic invoicing and there is no tolerance for errors, it is necessary to have a system that facilitates the notification of omissions or errors to the SAT. Although electronic invoicing involves more agile and automated processes, schools that still operate with manual processes tend to face longer planning, execution and control times, coupled with the risks of engaging in unhealthy practices. What are the main challenges for a school with respect to electronic invoicing?
Shipping time
2. Rapid error resolution
3. Difficulty with manual processes
How do you know that the current billing system is not right for a school?
Although there are several types of billing systems available today, it is important to note that not all of them have the appropriate filters and planning processes for a school. In this sense, a system that is truly suitable for the educational sector must allow, among other items, the following:
- Recurring billing, monthly and by established groups (such as grades)
- Annual planning in a short time
- Inclusion of new products to be invoiced immediately or at the beginning of each month.
However, most educational institutions usually make use of certain accounting systems or free tools provided by tax systems. The drawback with this is that usually none of these options offer advanced functionalities, such as process automation or useful accounting integrations. process automation or useful accounting integrations.. This is essential for efficient electronic invoicing.
In this context, when, for example, the billing system used by the educational center does not have reports on billings, collections and the portfolio, it shows that it is not a very robust system that, in addition, most probably does not have the necessary set of filters to obtain updated information for decision making.
Remember: The higher the number of incidents the more wasteful the operation becomes and the higher operating costs the school incurs.
How does educational software help schools in the e-invoicing process?
A educational software goes beyond just taking care of electronic invoicing processes, since, if implemented in a school, it can become a very useful tool for both the institution and the parents.
Some benefits that the administrative area of a school can take advantage of with this intelligent solution are:
1. Invoice issuance and data update
A educational software makes both the issuing of invoices and the updating of data much more user-friendly. For example, if a student's family has had to move house and the address needs to be edited for the generation of this document, the solution makes this a very easy process for both parties to follow.
The same applies to each of the processes that parents must perform. From updating personal data, through the consultation of generated collections, and ending with the payment of the acquired obligations.
2. Expediting payments
On the other hand, an educational software not only ensures that a school complies with its electronic invoicing process in a timely manner, but also speeds up the payments that parents must make. At the same time, it facilitates the issuance of communications for all those activities and processes to be fulfilled.
For example, if a school is close to its new re-enrollment period, the software sends a communication to family members so that they can complete the process and payment within the platform.
The same applies to the services offered by the institution: the responsible party selects the services he/she wishes to acquire, these are invoiced and can then be paid for immediately.
3. Keeps each role in its place
Parents can spend quality time with their children, rather than spending time on tasks they can do from the comfort of their own home.
A educational software allows a school to be competitive by keeping its billing and collection operations as an easy process for students' families.
4. Greater control
Finally, educational software provides much more control by linking billing to different events, such as: tuition, extracurricular activities, school transportation services, among others.
What is the best accounting tool for the administrative area of a school?
Phidias is an academic management system with a treasury module. treasury module that provides all the necessary tools to carry out the billing, collection and portfolio process.
In addition, being a solution focused on schools, it has functionalities that allow an efficient planning that responds to the needs of educational institutions. needs of educational institutions.
In terms of reporting, Phidias allows the school to know in detail what has been invoiced, what has been collected and the portfolio (by age, course or concept). Thus, all these data make it easier for the educational organization to make decisions about its budget.
Phidias can also be integrated with different accounting and online payment systems, which makes it a very flexible tool for the school.
The perfect complement that this software provides is the module of Education Intelligencemodule, which allows you to create customized reports with updated information from the treasury module, among others.
If you want to know in detail each of the functionalities that Phidias offers, not only for the administrative and/or financial area of the schools, but also for the general academic management, do not hesitate to contact us at!
