Compare providers against your actual workload
Start with monthly invoice volumes, number of legal entities, accounting platforms, required integrations and operational hours. An ASP suitable for a small consultancy may not suit a wholesaler with several invoice-generating systems. Request a demonstration using transactions that resemble your own, including a credit note and an invoice that initially fails validation. Assess the clarity of error messages and the practical work required of finance staff rather than selecting solely on the quoted price.
Accreditation is separate from marketing claims
The Ministry of Finance updated its accreditation framework in October 2026. Check the current official accredited-provider information and the scope of services offered before signing. The fact that a software company offers invoicing features does not automatically mean that it is an accredited service provider. Equally, an accounting adviser who helps with readiness should not be described as the ASP without proof of that status. Document which organization is contractually responsible for exchange, technical support, data handling and implementation.
Questions for a commercial and technical evaluation
Ask about onboarding charges, monthly usage bands, extra legal entities, testing, data export and termination arrangements. Examine service availability, incident support, recovery procedures and ownership of rejected-document queues. Ask how the provider will accommodate changes to government specifications and whether your internal finance team will have access to status histories. Where records move between cloud systems, understand the security and access model and check current regulatory requirements for record retention and availability.
Avoid a rushed selection
A sensible decision process uses a written scorecard covering compliance evidence, integration effort, customer support, total cost and long-term flexibility. Have finance, operations and IT review the same proposal. Then carry out a small proof-of-concept using real but appropriately protected sample data. A low initial subscription is not a saving if manual reconciliation and exception handling become a recurring expense.
