Category: EDI

When a business ships products to a customer, issuing an accurate invoice is essential to getting paid on time. However, manual invoicing can create delays, introduce data-entry errors, and make it harder to reconcile orders, shipments, and payments. Electronic Data Interchange (EDI) helps companies exchange invoice information in a standardized format, allowing connected business systems to process transactions with less manual intervention.

The EDI 810 Invoice is an ANSI X12 transaction set used by suppliers to send invoice information electronically to customers. It connects billing activities with order management, shipping records, accounts receivable, and accounts payable.

For manufacturers, distributors, wholesalers, and suppliers working with large retailers or enterprise customers, understanding this transaction is important for building a more efficient order-to-cash process. When properly integrated, it helps businesses exchange structured billing data, reduce repetitive administrative work, and improve transaction visibility.

What Is an EDI 810 Invoice?

An EDI 810 Invoice is a standardized electronic business document used to communicate charges for goods or services supplied to a trading partner. It follows the ANSI X12 standard widely used for B2B transactions in North America.

Instead of preparing a paper invoice or manually entering billing information into a customer portal, a supplier’s business system generates structured invoice data. An EDI solution translates that information into the format required by the customer and transmits it through an agreed communication channel.

The receiving system validates the transaction and transfers the relevant information into the customer’s business applications, such as an enterprise resource planning (ERP) or accounts payable platform.

The EDI 810 Invoice typically communicates invoice identifiers, invoice dates, purchase order references, line-item descriptions, quantities, unit prices, taxes, discounts, and total amounts. The exact requirements depend on the trading partner’s implementation guide and business rules.

This standardization helps companies exchange billing information without relying on repeated manual entry or inconsistent document formats. It also connects invoicing with other electronic transactions throughout the supply chain.

How Does an EDI 810 Invoice Work?

The process begins when a supplier fulfills an order or reaches the point at which its customer requires an invoice. The supplier’s ERP or billing system collects the relevant information and prepares the invoice data.

An EDI platform then maps that data to the customer’s required ANSI X12 format, validates the transaction, and sends it through the agreed communication method. Depending on the integration setup, the receiving system can process the invoice automatically or route it for additional review.

A typical workflow includes these steps:

1. Invoice creation: The supplier generates invoice data from its ERP, order management, or billing system.
2. Data mapping: The EDI platform converts the internal invoice information into the required X12 transaction structure.
3. Validation: The system checks the document for structural issues, missing required data, and applicable business rules.
4. Transmission: The invoice is sent to the customer using an agreed method, such as AS2, SFTP, or a value-added network (VAN).
5. Receipt and acknowledgment: The receiving EDI system processes the transaction and may return a functional acknowledgment, depending on the trading partner’s requirements.
6. ERP integration: The customer’s system receives the invoice data for matching, approval, and accounts payable processing.
7. Exception handling and payment: Discrepancies are investigated, the invoice is approved according to the customer’s process, and payment follows the agreed terms.

When these steps are integrated correctly, the EDI 810 Invoice can reduce repetitive administrative work and help finance teams process transactions more consistently.

However, electronic transmission alone does not guarantee invoice approval or payment. The customer must still apply its validation, matching, approval, and payment rules.

What Information Does an EDI 810 Invoice Contain?

The exact structure of an invoice depends on the trading partner’s requirements, industry, and implementation guide. Nevertheless, several data categories are commonly included.

1. Invoice Identification

The invoice number identifies the billing document, while the invoice date establishes when it was issued. These fields help both parties track transactions, investigate discrepancies, and maintain consistent financial records.

2. Purchase Order and Reference Information

Purchase order numbers, shipment references, and other identifiers connect the invoice to the original business transaction. These references are particularly important when a customer requires invoice matching before payment.

For example, a retailer may require the supplier to reference the original purchase order and shipment information so its system can verify that the billed goods correspond to the order and delivery.

3. Line Items, Quantities, and Prices

The invoice may include product or service identifiers, descriptions, billed quantities, unit prices, and line-item amounts. These details allow the receiving system to compare the invoice with the purchase order and applicable receiving records.

4. Taxes, Discounts, and Additional Charges

Depending on the trading partner’s requirements, the invoice may include applicable taxes, freight charges, allowances, discounts, and other adjustments. These values need to follow the customer’s rules to avoid calculation discrepancies or rejected transactions.

5. Payment Terms and Invoice Totals

Payment terms communicate the agreed conditions for settling the invoice. Subtotals, adjustments, and total amounts provide the financial information needed for accounts payable processing.

The EDI 810 Invoice must reflect the supplier’s actual transaction data and the customer’s implementation requirements. Incorrect identifiers, inconsistent quantities, or inaccurate totals can lead to exceptions even when the document is technically valid.

EDI 810 Invoice in the Order-to-Cash Process

The order-to-cash process covers the activities a business performs from receiving and processing an order through fulfillment, invoicing, and collecting payment. Electronic transactions can connect these activities so that information flows between the supplier and customer with fewer manual handoffs.

A common ANSI X12 transaction sequence is:

• EDI 850: The buyer sends a purchase order.
• EDI 855: The supplier acknowledges the purchase order.
• EDI 856: The supplier sends an advance ship notice.
• EDI 810: The supplier sends the invoice.

The sequence can vary according to the trading partners’ requirements, and not every relationship uses every transaction.

For more detail about the documents preceding invoicing, read our guides to EDI 855 Purchase Order Acknowledgment Explained and EDI 856 Advance Ship Notice: A Complete Guide.

Within this workflow, the EDI 810 Invoice connects fulfillment with billing. The supplier can use order and shipment data to prepare the invoice, while the customer’s system can use the corresponding references to verify what was ordered, what was shipped, and what is being charged.

This connection is particularly useful for organizations processing large transaction volumes. When data is integrated across systems, teams can spend less time re-entering information and more time resolving genuine exceptions.

For a broader overview of electronic document exchange, see Everything You Need to Know About EDI and Why It Is Important.

EDI 810 vs. EDI 820: What Is the Difference?

Although both transactions relate to financial activities, they serve different purposes.

The EDI 810 communicates an invoice from a supplier to a customer. The EDI 820, by contrast, is used for payment order or remittance advice information, depending on the business arrangement. It can communicate payment details and information that helps the supplier reconcile the amount received against outstanding invoices.

A simplified sequence is:

1. The supplier sends the invoice.
2. The customer validates and processes the invoice.
3. The customer authorizes and issues payment according to its payment terms.
4. Payment or remittance information is communicated through the agreed process.
5. The supplier reconciles the payment against its accounts receivable records.

The EDI 810 Invoice should therefore not be confused with a payment confirmation. Sending an invoice initiates or supports the billing process; it does not establish that the customer has paid it.

Businesses that connect invoicing with payment and remittance processes can improve reconciliation and gain better visibility into outstanding receivables.

For additional context about electronic invoicing and structured business documents, read EDI Invoice: What Does EDI Mean for E-Invoicing?.

Common EDI 810 Invoice Errors and How to Prevent Them

Even when invoicing is automated, problems can occur if data is incomplete, trading partner rules are misunderstood, or system integrations are not properly maintained.

Incorrect Purchase Order References

An invoice may be rejected or placed on hold if its purchase order number does not match the customer’s records. Suppliers should validate reference numbers against the original order before generating the transaction.

Price or Quantity Discrepancies

Differences between invoiced quantities, agreed prices, and shipment records can trigger manual reviews. Integrating ERP, order management, and shipping systems helps reduce discrepancies caused by outdated or duplicated information.

Missing or Invalid Data

Required fields, identifiers, codes, or segment structures may differ across trading partners. Businesses should maintain current implementation guides and validate invoices against the correct specifications.

Duplicate Invoices

Sending the same invoice more than once can create duplicate-processing risks. Invoice identifiers, transaction monitoring, and appropriate duplicate-detection controls help prevent this issue.

Transmission and Integration Failures

A transaction may fail to reach its destination, or the receiving system may be unable to process the data correctly. Monitoring transmission status, acknowledgments, mapping errors, and downstream processing helps teams identify problems before they cause extended delays.

Confusing Technical Acceptance With Business Approval

A functional acknowledgment, such as an ANSI X12 997 or 999 when used by the trading partner, provides information about the receipt or syntactical processing of an EDI interchange or transaction. It does not necessarily mean that the invoice has passed business validation, been approved, or been paid.

Companies should monitor technical acknowledgments separately from invoice status, business exceptions, and payment progress.

Best Practices for Implementing EDI 810 Invoice Processing

A reliable implementation requires more than generating a correctly formatted document. Businesses should establish a process that connects invoice creation, data validation, transmission, exception management, and financial reporting.

1. Confirm Trading Partner Requirements

Document the required X12 version, invoice fields, identifiers, communication method, acknowledgment expectations, and business rules for each customer.

A structured EDI Trading Partner Onboarding: A Step-by-Step Guide can help teams collect these requirements, coordinate testing, and reduce avoidable production issues.

2. Integrate Invoice Data With Business Systems

Connect the invoicing workflow with the ERP, order management, and shipping applications that hold the underlying transaction data. This reduces manual entry and helps keep purchase order references, quantities, prices, and shipment information consistent.

3. Validate Before Transmission

Check required fields, invoice totals, reference numbers, and partner-specific rules before sending the document. Automated validation can identify many problems earlier, reducing rework and unnecessary delays.

4. Monitor the Entire Transaction Lifecycle

Track whether the invoice was generated, transmitted, received, acknowledged where required, and processed by the customer’s system. A successful transmission is only one stage of the process.

5. Establish Exception Management Procedures

Define who investigates rejected invoices, how discrepancies are corrected, and how resubmissions are handled. Clear ownership helps finance and integration teams resolve problems efficiently.

6. Review Performance and Improve Continuously

Monitor indicators such as invoice rejection rates, processing times, duplicate transactions, exception volumes, and time to payment. These metrics can reveal opportunities to improve data quality and strengthen integration between business partners.

What Are the Benefits of EDI 810 Invoice Automation?

When connected to a well-designed integration environment, electronic invoicing can support measurable operational improvements.

Reduced manual work: Structured data exchange limits repetitive invoice entry and manual document handling.

Improved data consistency: Standardized fields and automated validation help reduce errors caused by inconsistent formats or transcription.

Faster invoice processing: Electronic transmission and integrated workflows can shorten the time between invoice creation and customer processing.

Better transaction visibility: Monitoring provides a clearer view of invoice transmission, acknowledgment, and exception status.

More efficient reconciliation: Consistent purchase order, shipment, and invoice references help finance teams investigate differences and reconcile transactions.

Greater scalability: Automated processes can support higher invoice volumes without requiring administrative effort to grow at the same rate.

These benefits depend on implementation quality, partner compliance, system integration, and the customer’s internal approval and payment procedures.

Frequently Asked Questions About EDI 810 Invoice

Is EDI 810 the same as an electronic invoice?

The EDI 810 is a specific ANSI X12 transaction set used for electronic invoicing. Electronic invoices can also use other standards and formats, depending on the industry, country, and trading partner.

Who sends an EDI 810?

The supplier typically sends the invoice to the buyer or customer after the relevant goods or services have been supplied, following the agreed billing requirements.

Does EDI 810 confirm that an invoice has been paid?

No. It communicates invoice information. Payment occurs through a separate financial process, and remittance details may be exchanged using an EDI 820 or another agreed method.

Does every EDI 810 require an EDI 997 or 999 acknowledgment?

Not necessarily. Acknowledgment requirements depend on the trading partner’s implementation and communication rules. Businesses should confirm which acknowledgments are required and what each one confirms.

Can EDI 810 integrate with an ERP system?

Yes. An EDI solution can map invoice data between the supplier’s billing or ERP system and the customer’s receiving applications. The integration must be configured and tested against the relevant partner specifications.

How does EDI 810 help the order-to-cash process?

It connects invoice information with the order and fulfillment activities that precede billing. When integrated with business systems, it can reduce manual handling, improve data consistency, and help teams monitor invoice processing and collection activities.

Final Thoughts

Electronic invoicing is most effective when it is part of a connected business process rather than an isolated exchange of documents. Suppliers and customers need accurate information, consistent validation, reliable transmission, and clear procedures for managing exceptions.

The EDI 810 Invoice supports this objective by standardizing the way suppliers communicate billing information to customers. When integrated with purchase orders, shipment records, ERP applications, and financial workflows, it can help businesses reduce manual effort and improve visibility across the order-to-cash process.

For companies looking to scale their B2B operations, the priority is to align transaction requirements, system integration, and monitoring with each trading partner’s needs. A well-managed EDI environment makes invoicing more consistent and gives finance and operations teams a stronger foundation for reliable business transactions.

Talk to an EDI expert and find the right approach for your business.

When products move through a supply chain, receiving accurate shipment information before delivery can make a significant difference. Retailers, manufacturers, distributors, and suppliers need to know what is coming, how much has been shipped, and when a delivery is expected. This is where EDI 856 Advance Ship Notice becomes an important part of business-to-business integration.

The transaction communicates shipment details electronically before goods arrive at their destination. Instead of relying on emails, spreadsheets, or manually prepared shipping documents, companies can exchange standardized information between their business systems and trading partners.

For organizations managing multiple customers, warehouses, and transportation providers, understanding how this transaction works can help improve receiving processes, shipment visibility, and supply chain coordination.

An EDI 856 Advance Ship Notice also helps trading partners establish a consistent process for sharing shipment data across their supply chains.

What Is an EDI 856 Advance Ship Notice?

An EDI 856 Advance Ship Notice is an electronic document used to communicate shipment details to a receiving organization before the physical goods arrive. In the ANSI X12 standard, transaction set 856 is officially known as Ship Notice/Manifest.

The document can identify the products included in a shipment, quantities, packaging configurations, shipment references, and transportation details. Depending on the implementation requirements, it can also describe how items are organized into cartons, pallets, or other shipping containers.

The primary objective is to help the receiving organization prepare for an incoming delivery and match the shipment information with its purchase orders and warehouse processes.

Unlike a traditional shipping notification sent by email, an EDI transaction uses a structured format that connected systems can interpret and process automatically.

For a broader understanding of how these electronic documents support business transactions, see our guide to EDI 850 Purchase Order: What It Is and How It Works.

An EDI 856 Advance Ship Notice provides structured shipment information that receiving systems can use to support more consistent warehouse operations.

What Information Does an EDI 856 Include?

The exact information depends on the trading partner’s implementation guide, industry, and operational requirements. However, an EDI 856 Advance Ship Notice typically contains several categories of shipment information.

The information included in an EDI 856 Advance Ship Notice should reflect the receiving partner’s data requirements and operational needs.

1. Shipment Identification

Shipment-level information identifies the transaction and the delivery being communicated. This may include shipment identifiers, shipment dates, reference numbers, and other information required to connect the notice with the relevant business order.

These details help the receiving organization identify the shipment before it reaches the warehouse.

2. Purchase Order References

The shipment notice can reference the purchase order associated with the goods being shipped. This relationship allows the receiving system to compare the expected delivery with the original order.

Accurate references are especially important when suppliers fulfill multiple purchase orders in the same shipment or deliver a single order in several shipments.

3. Product and Quantity Details

The document can identify the products included in the shipment, their item numbers, descriptions, and shipped quantities.

Depending on the partner’s requirements, additional details such as lot numbers, batch identifiers, or serial numbers may also be included.

This information helps warehouse teams prepare to receive products and investigate discrepancies when the physical shipment differs from the expected quantities.

4. Packaging and Container Information

Packaging information describes how the shipment is organized. A delivery may contain several pallets, each holding multiple cartons, with each carton containing specific products and quantities.

The transaction can communicate these relationships so that the receiving organization understands the shipment’s physical structure.

When container identifiers and labels are properly aligned with the electronic data, warehouse personnel can use barcode scanning or other identification methods to verify the contents more efficiently.

5. Carrier and Delivery Details

Shipment information may also include carrier identifiers, transportation details, shipping dates, and expected delivery information when required by the trading partner.

These details support coordination between suppliers, logistics teams, carriers, and receiving facilities.

Not every implementation requires the same fields. Businesses must follow the partner-specific guidelines rather than assuming that every shipment notice contains identical information.

How Does an EDI 856 Advance Ship Notice Work?

An EDI 856 Advance Ship Notice generally follows a process that connects order fulfillment, shipment preparation, electronic communication, and warehouse receiving.

A properly configured EDI 856 Advance Ship Notice connects shipment preparation with the electronic exchange of information between trading partners.

Step 1: The Supplier Prepares the Shipment

The supplier processes the order in its ERP, warehouse management system (WMS), or another operational application.

As products are picked, packed, and prepared for dispatch, the business system captures information about the items, quantities, containers, and shipment references.

The accuracy of this information is essential because the receiving organization will use it to prepare for the physical delivery.

Step 2: The EDI System Creates the Document

The integration platform collects the required shipment data and maps it into the ANSI X12 856 format according to the trading partner’s specifications.

Mapping translates internal business information into the appropriate EDI segments and data elements.

For example, a product identifier stored in the ERP must correspond to the product identifier expected by the receiving organization. Quantities, dates, shipment references, and packaging details must also be represented correctly.

Step 3: The Shipment Notice Is Transmitted

Once the transaction is generated and validated, the EDI system sends it through the communication method agreed upon by the trading partners.

Depending on the implementation, this may involve AS2, a value-added network (VAN), SFTP, or another supported method.

The receiving organization then processes the incoming transaction according to its technical and business rules.

Step 4: The Receiving System Processes the Information

The recipient’s EDI platform validates and translates the transaction before passing the information to the appropriate business application.

For example, a warehouse management system may use the shipment details to prepare receiving activities, identify expected containers, and compare incoming goods with the purchase order.

The specific actions depend on the recipient’s system capabilities and business processes.

Step 5: The Physical Delivery Is Received

When the shipment arrives, warehouse personnel can compare the physical goods with the information previously received.

If the electronic notice accurately reflects the shipment, the receiving team can identify products and containers more efficiently.

If discrepancies exist, such as unexpected quantities or missing containers, the organization can investigate them using the shipment references and transaction data.

Understanding the EDI 856 Structure

An EDI 856 Advance Ship Notice is organized into standardized segments and hierarchical loops. These structures allow the sender to describe a shipment at different levels of detail.

A typical transaction can include the following elements:

• ST: Identifies the beginning of the transaction set.
• BSN: Contains beginning information for the ship notice, including relevant shipment identifiers and dates.
• HL: Establishes hierarchical levels within the transaction, such as shipment, order, packaging, and item levels.
• TD1 and TD5: May communicate shipment packaging or carrier information, depending on the implementation.
• REF: Provides reference information when required.
• DTM: Communicates dates and times.
• N1: Identifies parties or locations.
• LIN: Identifies line items.
• SN1: Communicates item quantities and related details.
• MAN: Can identify marks and numbers associated with shipping containers.
• SE: Marks the end of the transaction set.

These segments are examples, not a universal checklist. The precise structure depends on the ANSI X12 version and the trading partner’s implementation guide.

Understanding the segments and hierarchy of an EDI 856 Advance Ship Notice helps implementation teams validate shipment data before production.

Why Hierarchical Levels Matter

The HL segment is particularly important because it allows a shipment to be represented as a hierarchy rather than a flat list of products.

For example, a shipment may contain several orders, each associated with multiple pallets, and each pallet containing multiple cartons or products.

The hierarchy communicates these relationships to the receiving system.

When the hierarchy is mapped incorrectly, the recipient may have difficulty determining which products belong to which containers or orders. This can create problems during warehouse receiving and reconciliation.

For a more technical explanation of the transaction’s structure and processing, review ANSI X12 EDI 856 ASN: Structure, Uses and Benefits.

EDI 856 vs. EDI 850, EDI 855, and EDI 810

An EDI 856 Advance Ship Notice is one component of a broader transaction workflow. It serves a different purpose from the documents used to place orders, acknowledge them, or request payment.

EDI transaction	Primary purpose
EDI 850	Communicates a purchase order from the buyer to the supplier.
EDI 855	Communicates the supplier’s response to a purchase order.
EDI 856	Communicates shipment contents and related shipping information.
EDI 810	Communicates an invoice for goods or services.

A common workflow may follow this sequence:

EDI 850 → EDI 855 → EDI 856 → EDI 810

However, the sequence and required documents depend on the trading partners’ agreements and business processes. Not every organization uses all four transactions, and the shipment notice may be generated at a specific point defined by the customer’s requirements.

Understanding how these documents relate to each other helps businesses design an integrated process rather than treating every transaction as an isolated file.

What Are the Benefits of an EDI 856 Advance Ship Notice?

An EDI 856 Advance Ship Notice can improve coordination between suppliers and receiving organizations when the information is accurate, timely, and integrated into operational systems.

When implemented correctly, an EDI 856 Advance Ship Notice can help reduce manual work and improve coordination between suppliers and receiving teams.

Better Warehouse Preparation

Receiving teams can review expected shipment contents before the truck arrives. This can help them plan dock activity, prepare receiving resources, and anticipate the products or containers that need to be handled.

Improved Shipment Visibility

Electronic shipment information gives the receiving organization earlier access to details about goods in transit or scheduled for delivery.

This visibility can support coordination between purchasing, warehouse operations, inventory management, and logistics teams.

Less Manual Data Entry

When the transaction is integrated with the recipient’s business applications, employees may spend less time manually entering shipment information.

Automation can also reduce transcription errors and improve consistency between the electronic notice and internal records.

More Efficient Receiving and Reconciliation

Shipment details can help warehouse personnel compare expected goods with the physical delivery. When packaging identifiers and item information are available, teams may be able to verify products at the appropriate level.

This can make it easier to identify discrepancies and direct exceptions to the appropriate team.

Stronger Supply Chain Coordination

Sharing shipment data electronically helps trading partners coordinate their activities using consistent information.

The benefits are particularly relevant when organizations manage high shipment volumes, strict delivery schedules, or complex relationships between suppliers, distribution centers, and retailers.

These outcomes depend on the quality of the underlying data, the integration design, and the receiving organization’s ability to use the information effectively.

Common EDI 856 Errors and How to Prevent Them

An EDI 856 Advance Ship Notice can encounter technical or operational problems when its contents do not match the trading partner’s requirements or the physical shipment.

Validating an EDI 856 Advance Ship Notice before transmission helps identify data inconsistencies that could disrupt receiving operations.

Incorrect Product Identifiers

An invalid or mismatched product number may prevent the receiving system from matching a shipped item with its expected product record.

How to prevent it: Maintain consistent product master data and validate identifiers against the partner’s requirements before transmission.

Incorrect Shipment Quantities

The quantities in the electronic notice may differ from the products actually packed or dispatched.

How to prevent it: Generate shipment data from the operational system responsible for fulfillment, and reconcile the final quantities before the notice is sent.

Missing or Incorrect Purchase Order References

If the shipment cannot be associated with the correct order, the receiving organization may have difficulty matching the delivery to its records.

How to prevent it: Validate purchase order references and other required identifiers against the order management system.

Incorrect Packaging Hierarchy

A shipment may contain valid product data but an incorrect relationship between shipment, pallet, carton, and item levels.

How to prevent it: Test the hierarchy using realistic shipment scenarios and confirm that the structure follows the trading partner’s implementation guide.

Missing Required Segments

A transaction may fail validation if mandatory segments or data elements are absent.

How to prevent it: Use the correct implementation guide and configure automated validation before production.

Late Shipment Notifications

A technically valid notice may still create operational problems if it arrives too late for the recipient to prepare for delivery.

How to prevent it: Define the required transmission point in the fulfillment process and monitor document generation and delivery times.

Inadequate Error Monitoring

Without appropriate monitoring, a failed transaction may remain unnoticed until the receiving organization reports a problem.

How to prevent it: Establish alerts, transaction tracking, exception handling, and clear responsibilities for resolving errors.

How to Integrate EDI 856 With ERP and Warehouse Systems

The value of the shipment notice increases when its information can move reliably between the systems that manage fulfillment and receiving.

For example, a supplier’s integration architecture may connect:

1. The ERP, which manages orders and business records.
2. The WMS, which manages picking, packing, and warehouse operations.
3. The EDI platform, which translates and exchanges standardized documents.
4. The transportation management system (TMS), which supports transportation planning.
5. The monitoring layer, which tracks transaction status and identifies failures.

The integration should determine which system owns each data element, when shipment information becomes available, and which event triggers document creation.

It should also account for partial shipments, changes to quantities, multiple purchase orders, and other scenarios relevant to the business.

Organizations adding new trading partners should document these requirements early. Our guide to EDI Trading Partner Onboarding: A Step-by-Step Guide explains how requirements gathering, mapping, testing, and monitoring contribute to a more reliable integration process.

Integrating an EDI 856 Advance Ship Notice with ERP and warehouse applications makes shipment data available to the teams and systems that need it.

How to Implement EDI 856 Successfully

Implementing the shipment notice requires coordination between technical teams, warehouse operations, logistics, and the trading partner.

Before going live, businesses should address the following areas:

1. Confirm trading partner requirements. Obtain the correct EDI standard, version, implementation guide, mandatory fields, and transmission deadlines.
2. Define the source of shipment data. Identify which operational system provides the final product, quantity, packaging, and shipment details.
3. Configure data mapping. Map internal fields to the required segments and data elements.
4. Validate shipment information. Check identifiers, quantities, dates, references, and packaging relationships.
5. Test different scenarios. Include full shipments, partial shipments, multiple containers, and other relevant business cases.
6. Verify end-to-end processing. Confirm that the recipient can receive, translate, and use the information as expected.
7. Establish monitoring and support. Define how failures are detected, who investigates them, and how corrected transactions are handled.

A successful implementation is not measured solely by whether a file can be transmitted. It must also deliver accurate information that supports the receiving organization’s actual business process.

Frequently Asked Questions

Is EDI 856 the same as an Advance Shipping Notice?

Yes. EDI 856 is the ANSI X12 transaction set commonly used for an Advance Ship Notice (ASN), also called a Ship Notice/Manifest. Terminology can vary by company and industry.

When should an EDI 856 be sent?

The timing depends on the trading partner’s requirements. It is generally sent at the agreed point in the shipment process so that the receiving organization receives the information before the physical delivery.

Does an EDI 856 confirm that goods have been delivered?

No. It communicates shipment information; it does not, by itself, confirm physical receipt or acceptance of the goods. The recipient may use separate processes or transactions to communicate receipt and discrepancies.

Is an EDI 856 required for every shipment?

No. Whether the transaction is mandatory depends on the trading partner’s requirements, contractual arrangements, and business processes.

Can an EDI 856 be integrated with an ERP?

Yes. An integration platform can translate the EDI transaction and exchange shipment information with an ERP, WMS, or other business application, provided the systems and mappings support the required workflow.

Final Thoughts

An EDI 856 Advance Ship Notice helps businesses communicate shipment information before goods arrive, giving receiving organizations an opportunity to prepare for deliveries and match incoming products with expected orders.

Its effectiveness depends on more than the document format. Accurate product data, correct packaging hierarchies, reliable integration, timely transmission, and clear error-handling processes all contribute to successful implementation.

For growing businesses, an EDI 856 Advance Ship Notice can become an essential component of a scalable and reliable supply chain integration strategy.

For companies managing complex supply chains, the goal is to connect shipment information with the systems and teams that need it. When this process is properly designed, the shipment notice can support better warehouse preparation, more consistent data exchange, and stronger coordination between trading partners.

Talk to an EDI expert and find the right approach for your business.

Businesses today need to connect ERP systems, cloud applications, customers, suppliers, logistics providers, marketplaces, and other digital platforms. As these connections grow, companies often face an important question: EDI vs. API — which technology should they use?

The answer is not always one or the other.

EDI and APIs solve different integration requirements. EDI is widely used for structured B2B transactions between trading partners, while APIs allow applications to communicate and exchange specific information, often in real time.

Understanding EDI vs. API means looking at the business process first and then determining which technology, or combination of technologies, best supports that process.

For some processes, EDI may be the appropriate solution. For others, an API may provide the flexibility and speed required. In many business environments, both can work together as part of a broader integration architecture.

What Is EDI?

Electronic Data Interchange, or EDI, enables companies to exchange structured business information electronically between systems.

Instead of manually entering purchase orders, invoices, shipping notices, and other documents, businesses can exchange standardized data automatically between their systems and those of their trading partners.

EDI is particularly common in industries where companies exchange large numbers of repetitive business transactions with customers, suppliers, distributors, manufacturers, retailers, and logistics providers.

Common EDI documents include:

• Purchase orders
• Order acknowledgments
• Advance shipping notices
• Invoices
• Product catalogs
• Shipping and logistics documents
• Inventory-related information

One of the main characteristics of EDI is standardization. Trading partners agree on specific formats and transaction requirements, allowing systems to process business documents consistently.

This makes EDI especially useful when a company needs reliable, repeatable, and structured communication with multiple business partners.

For companies that are new to electronic data interchange, understanding the fundamentals of EDI implementation can help clarify the requirements involved in connecting with trading partners.

What Is an API?

An Application Programming Interface, or API, allows different applications and systems to communicate and exchange information.

APIs are widely used in modern digital environments because they can provide access to specific data or functions without requiring an entire business document to be exchanged.

For example, an e-commerce application might use an API to request current inventory information from an ERP system.

A logistics platform might use an API to request shipment status.

A customer-facing application might use an API to retrieve information from a CRM.

This makes APIs particularly useful when a business process requires fast, targeted, or near-real-time communication.

Companies can also use APIs to connect internal applications with cloud services, mobile applications, marketplaces, payment platforms, and other digital services.

For additional background on EDI and how it supports electronic business transactions, see everything you need to know about EDI.

EDI vs. API: What Is the Difference?

The main difference between EDI and APIs is the type of communication they are designed to support.

EDI generally focuses on structured business documents exchanged between organizations.

APIs generally focus on direct communication between applications and access to specific data or services.

A useful way to understand EDI vs. API is to compare their typical characteristics:

Aspect	EDI	API
Main purpose	Structured B2B document exchange	Application-to-application communication
Communication style	Often asynchronous and batch-oriented	Often synchronous and near real-time
Typical data	Standardized business documents	Specific data or application functions
Common formats	X12, EDIFACT and other standards	JSON, XML and other formats
Typical users	Trading partners and B2B ecosystems	Applications, services and platforms
Common scenarios	Orders, invoices, shipping notices	Inventory checks, status requests, application services
Partner relationships	Long-term B2B relationships	Application and service integrations
Data exchange	Structured and standardized	Flexible and application-oriented

The distinction is also reflected in how these technologies handle communication. EDI is commonly associated with standardized, batch-oriented B2B document exchange, while APIs are commonly used for real-time access to data or application functions. This comparison of EDI and APIs provides additional technical context.

This does not mean that one technology automatically replaces the other.

The right choice depends on the process, the systems involved, the trading partners, the data volume, and the required communication model.

When EDI Makes Sense

EDI can be particularly useful when a company needs to exchange standardized business documents with established trading partners.

For example, a retailer may require suppliers to send purchase orders, order confirmations, advance shipping notices, and invoices using specific EDI standards.

In this scenario, replacing every EDI connection with a separate API could create additional complexity because each trading partner may have different technical capabilities and interface requirements.

EDI provides a standardized framework for these recurring B2B transactions.

EDI can be especially relevant when businesses need:

• Standardized document formats
• High-volume transaction processing
• Automated B2B communication
• Established trading partner connections
• Repeatable business processes
• Industry-specific standards
• Reliable exchange of structured documents

This is one of the reasons the EDI vs. API decision should not be treated as a simple modernization exercise where newer technology automatically replaces an established integration method.

Existing EDI processes may continue to provide value while APIs are introduced for new requirements.

When APIs Make Sense

APIs become particularly useful when a process requires direct access to information or application functionality.

Consider a company that needs to display current inventory levels on an online sales platform.

Instead of waiting for a periodic file exchange, the application could request inventory information through an API.

Other examples include:

• Checking shipment status
• Retrieving customer information
• Updating inventory
• Connecting cloud applications
• Supporting mobile applications
• Connecting e-commerce platforms
• Integrating marketplaces
• Automating application workflows
• Accessing real-time business information

These scenarios demonstrate why the EDI vs. API discussion should consider the actual requirements of each process.

APIs can complement existing EDI processes by providing information that is better suited to real-time or application-driven interactions.

EDI vs. API Is Not Always an Either-Or Decision

One of the biggest mistakes companies can make when evaluating integration options is assuming that they must choose only one technology.

In reality, EDI and APIs can operate within the same integration architecture.

Consider a supply chain process.

A retailer sends a purchase order to a supplier through EDI.

The supplier processes the order through its ERP.

Later, the retailer may need to check the current status of the shipment.

Instead of replacing the original EDI transaction, an API could provide real-time access to shipment information.

The result is a hybrid process:

1. The purchase order is exchanged through EDI.
2. The ERP processes the order.
3. The supplier prepares the shipment.
4. An API provides current shipment information.
5. The business receives the standardized documents required for the transaction.

In this example, EDI vs. API becomes less about selecting one technology and more about assigning each technology to the task it is designed to support.

A Real-World Example: Orders and Inventory

Imagine a manufacturer that supplies products to several retailers.

The retailers use EDI to send purchase orders and receive invoices.

At the same time, the manufacturer operates an online portal where customers and internal teams need current inventory information.

Using only EDI may not provide the real-time experience required by the portal.

Using only APIs may require the company to redesign established trading partner processes that already depend on standardized EDI transactions.

A combined approach can address both requirements.

EDI can continue handling standardized B2B transactions, while APIs connect the ERP with the portal and provide current inventory information.

This type of architecture shows why the EDI vs. API question should be evaluated based on business requirements rather than technology trends.

It also allows companies to modernize specific parts of their integration environment without necessarily replacing every existing connection.

EDI vs. API: What About ERP Integration?

ERP systems are often at the center of business integration.

They contain information related to orders, products, customers, inventory, invoices, suppliers, and financial transactions.

Both EDI and APIs can interact with an ERP, but they may serve different purposes.

An EDI process can deliver a purchase order from a trading partner into the ERP.

An API can allow another application to request inventory information from the ERP.

The ERP therefore becomes part of a larger integration ecosystem in which different technologies support different information flows.

This is particularly important for companies modernizing their architecture.

Instead of asking whether they should eliminate EDI in favor of APIs, they can ask which processes should remain standardized and which processes would benefit from API-based communication.

That approach makes the EDI vs. API decision more practical.

How EDI and APIs Can Work Together

A modern integration architecture can connect EDI and APIs through a centralized integration layer.

This allows the organization to manage different communication methods while maintaining visibility across the overall business process.

For example:

Trading partner → EDI → Integration platform → ERP

At the same time:

E-commerce platform → API → Integration platform → ERP

The integration platform can transform, route, validate, and monitor the information moving between systems.

This architecture allows EDI and APIs to coexist without creating completely separate integration environments.

The objective is not simply to connect systems.

The objective is to maintain a consistent flow of information across applications, business processes, and trading partners.

A hybrid model can be especially useful when existing B2B transactions need to continue while newer applications require real-time access to information. Modern API-led B2B integration is one example of how APIs can be introduced into established B2B environments.

EDI vs. API and Supply Chain Operations

Supply chains are a particularly good example of why EDI vs. API is not a simple choice.

A single supply chain may involve manufacturers, distributors, retailers, carriers, warehouses, marketplaces, and customers.

Each participant may have different technical capabilities and communication requirements.

EDI can support standardized transactions between established trading partners.

APIs can provide real-time access to information such as inventory, order status, shipment information, or product availability.

For example:

• EDI can transmit a purchase order.
• An API can provide current inventory information.
• EDI can transmit an advance shipping notice.
• An API can provide shipment tracking information.
• EDI can transmit an invoice.
• An API can connect a customer portal with the ERP.

The same business process can therefore contain both technologies.

This is one of the clearest examples of why the EDI vs. API question should be considered from a process perspective.

Security and Monitoring Matter in Both Approaches

Another important consideration is not only how information is exchanged, but how the entire integration process is protected and monitored.

EDI connections require appropriate security controls, authentication, encryption, partner configuration, and monitoring.

APIs also require security mechanisms such as authentication, authorization, encryption, traffic management, and monitoring.

As the number of integrations grows, visibility becomes increasingly important.

A company may have dozens or hundreds of EDI connections and APIs operating across different applications.

Without centralized monitoring, identifying failures can become difficult.

Security and monitoring should therefore be considered alongside the EDI vs. API decision rather than treated as separate technical concerns.

Should You Replace EDI With APIs?

The answer depends on the specific business process.

Some companies may have opportunities to modernize certain EDI processes through APIs.

However, replacing EDI should not automatically be considered the objective of an integration modernization project.

Companies should first evaluate:

• Trading partner requirements
• Existing EDI standards
• Transaction volumes
• Data structures
• Real-time requirements
• ERP capabilities
• API availability
• Security requirements
• Integration costs
• Monitoring requirements
• Future business needs

An API may be appropriate for one process while EDI remains appropriate for another.

In some cases, both may be required.

That is why the EDI vs. API decision should be approached as an architecture question rather than a technology replacement exercise.

How to Decide Between EDI, API, or Both

Before making an integration decision, companies should evaluate the characteristics of each requirement.

Choose EDI when:

• The process involves standardized business documents.
• The company communicates with established trading partners.
• Industry standards are required.
• Transactions are repetitive and structured.
• High-volume B2B exchanges are involved.
• Existing partner connections already depend on EDI.

Consider APIs when:

• Information needs to be accessed in real time.
• Applications need direct communication.
• A process requires specific data rather than complete documents.
• Cloud applications need to communicate.
• A web, mobile, or e-commerce application needs access to business information.
• The process involves dynamic requests and responses.

Consider using both when:

• Existing EDI processes must continue operating.
• New applications require real-time communication.
• Trading partners use different integration methods.
• The business is modernizing its architecture gradually.
• ERP, cloud, e-commerce, and B2B systems all need to communicate.
• Different stages of the same process require different communication models.

This last scenario is increasingly common.

Instead of choosing between EDI and API for the entire organization, businesses can determine where each technology provides the most appropriate functionality.

Building a More Flexible Integration Architecture

The EDI vs. API discussion is ultimately part of a larger question: how should a company build an integration architecture that can support its current and future operations?

Modern businesses rarely rely on a single technology.

An integration environment may include:

• ERP systems
• EDI
• APIs
• Cloud applications
• MFT
• CRM platforms
• E-commerce systems
• Logistics platforms
• Data services
• Monitoring tools

The challenge is making these technologies work together.

A well-designed architecture can allow existing EDI processes to continue while introducing APIs where they provide additional flexibility and real-time capabilities.

This approach can reduce unnecessary disruption while allowing the organization to modernize progressively.

It also helps avoid creating isolated integrations that become difficult to monitor and maintain.

EDI vs. API: The Business Perspective

From a business perspective, the EDI vs. API decision should not be based only on which technology appears newer.

The more important questions are:

What information needs to be exchanged?

Who needs it?

How quickly does it need to be available?

How standardized is the process?

How many trading partners are involved?

What systems need to communicate?

What security and monitoring requirements exist?

Answering these questions provides a clearer basis for selecting an integration method.

For example, a purchase order exchanged between established trading partners may continue to work effectively through EDI.

A customer checking real-time inventory through an online portal may benefit from an API.

A business managing both processes may need both.

Conclusion

The EDI vs. API question is not necessarily about replacing one technology with another.

EDI and APIs were designed around different communication requirements.

EDI can support standardized, repeatable, structured B2B transactions and established trading partner relationships.

APIs can provide flexible communication between applications and access to real-time information or application functionality.

For many organizations, the practical answer is to use both.

EDI can continue supporting established B2B processes while APIs connect modern applications, cloud platforms, e-commerce systems, and real-time services.

The key is to design an integration architecture where each technology has a clear role.

When EDI and APIs work together within a coordinated integration strategy, businesses can preserve important existing connections while gradually introducing modern capabilities.

The better question is not simply which technology should replace the other, but which integration approach fits each business process and how the different technologies can work together.

Frequently Asked Questions

Is EDI better than API?

The EDI vs. API decision depends on the business requirement. EDI is designed for standardized B2B document exchange, while APIs are useful for real-time and application-driven communication.

Can APIs replace EDI?

APIs can replace certain EDI processes in some scenarios, but replacement depends on trading partner requirements, standards, data volumes, system capabilities, and business processes.

Can EDI and APIs work together?

Yes. EDI and APIs can operate together within the same integration architecture. EDI can handle standardized B2B documents while APIs provide real-time access to applications and data.

Why would a company need both EDI and API?

A company may need both because different processes have different requirements. EDI can support established trading partner transactions, while APIs can support real-time application communication.

Is EDI still relevant for modern businesses?

Yes. EDI continues to support many B2B processes where standardized, structured, and repeatable document exchange is required.

What should a company consider before choosing EDI or API?

Companies should evaluate business processes, trading partners, transaction volumes, data requirements, real-time needs, ERP capabilities, security, monitoring, and long-term integration goals.

Talk to an EDI expert and find the right approach for your business.

Introduction

Modern businesses rarely operate with a single integration technology.

A company may use EDI to exchange transactions with customers and suppliers, APIs to connect internal applications and digital services, and event-driven technologies to respond to business changes in real time.

These technologies are sometimes treated as competing alternatives. In reality, they solve different integration problems. Understanding how EDI APIs and events work together can help organizations build integration architectures that are more flexible, scalable, and aligned with the way their business operates.

The goal is not to replace every existing technology with something newer. It is to determine where each approach creates the most value and how they can work together within a connected architecture.

For many organizations, the question is no longer whether to use EDI, APIs, or events. The more important question is how these technologies can work together effectively.

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Why Modern Businesses Need Multiple Integration Approaches

Business processes are becoming increasingly interconnected.

A single customer order can involve trading partners, ERP systems, warehouses, transportation providers, inventory platforms, payment systems, and customer-facing applications.

Each of these systems may communicate differently. A retailer may require a supplier to exchange purchase orders and invoices through EDI. At the same time, the supplier’s internal applications may communicate through APIs, while warehouse systems may need to react immediately when inventory or shipment information changes.

Trying to force every connection through one technology can create unnecessary complexity.

EDI is highly effective for standardized business-to-business transactions. APIs are well suited for application-to-application communication and real-time services. Events are useful when systems need to react to changes as they happen.

This is why EDI APIs and events should be viewed as complementary components of a broader integration strategy.

Rather than selecting one technology for the entire organization, businesses can use each approach where it provides the greatest value.

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EDI: Connecting Businesses and Trading Partners

Electronic Data Interchange remains a critical technology for business-to-business communication.

EDI allows companies to exchange structured business documents such as purchase orders, invoices, shipment notifications, and order acknowledgments in standardized formats.

For organizations working with large retailers, manufacturers, distributors, logistics providers, or other established trading partners, EDI may be a contractual or operational requirement.

Companies beginning an EDI relationship should first understand their customer’s specific requirements, transaction flows, standards, and implementation responsibilities. Our guide EDI Implementation: What to Do When a Customer Requires EDI provides a practical starting point for organizations facing a new EDI requirement.

EDI connectivity can also involve different communication models depending on the trading partner’s requirements. A Value Added Network (VAN) can provide managed connectivity for exchanging EDI transactions between business partners.

The important point is that EDI is designed primarily around structured business transactions between organizations.

That makes it particularly valuable for established B2B processes where consistency, standardization, and reliable document exchange are essential.

However, EDI does not need to handle every integration requirement inside the enterprise.

This is where APIs and events can complement EDI and create a more flexible integration environment.

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APIs: Connecting Applications and Services

APIs provide a different way of connecting systems.

Instead of exchanging standardized business documents between companies, APIs allow applications and services to request, send, or retrieve information directly.

For example, an ERP system might expose an API that allows another application to retrieve customer information, check inventory, create an order, or update a shipment.

APIs are particularly useful when applications need more direct and dynamic communication.

Consider an e-commerce application that needs to know whether a product is available. Rather than waiting for a scheduled file exchange, the application can use an API to request current inventory information.

APIs can also connect cloud applications, mobile applications, customer portals, analytics platforms, and internal business systems.

This makes APIs an important part of modern integration architectures.

However, APIs do not automatically replace EDI.

A company may still need EDI because its trading partners require standardized transactions. At the same time, the company may use APIs internally to move information between the ERP, warehouse management system, customer portal, and other applications.

This is one of the clearest examples of how EDI APIs and events can coexist within the same business process.

The key is to define the role of each technology instead of treating them as interchangeable solutions.

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Events: Responding to Business Changes

Event-driven integration introduces another approach.

An event represents something that happened in a business or technical system.

Examples include:

• An order was created.
• Inventory changed.
• A shipment was dispatched.
• A payment was received.
• A customer account was updated.
• A product became unavailable.

Instead of continuously asking a system whether something has changed, other systems can react when an event occurs.

For example, when an order is confirmed, an event could notify the warehouse, update inventory services, trigger a customer notification, and initiate additional processing.

This can reduce unnecessary polling and allow applications to respond more quickly to changes.

Events are especially valuable when multiple systems need to react to the same business occurrence.

However, event-driven architecture does not eliminate the need for APIs or EDI. Each technology still serves a different purpose.

When designed correctly, EDI APIs and events can work together to connect external transactions with internal, real-time business processes.

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EDI, APIs and Events Are Not Competing Technologies

The most important concept is that EDI, APIs, and events operate at different points within an integration landscape.

EDI is often focused on standardized business-to-business transactions.

APIs are commonly used for application and service communication.

Events allow systems to react to changes.

A modern integration architecture can use all three.

For example, a customer may send a purchase order through EDI. The integration platform receives and validates the transaction before transforming it into the format required by the company’s ERP.

The ERP may then communicate with a warehouse application through an API.

Once the warehouse confirms that the order has been processed, an event can notify other systems that the status has changed.

Finally, the company may generate an EDI shipment notification for the customer.

In this scenario, none of the technologies replaces the others. Each one performs the role for which it is best suited.

This is the real value of EDI APIs and events: they allow organizations to design integration flows around business requirements instead of forcing every connection into the same technical model.

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A Practical Example: From Purchase Order to Shipment

Consider a manufacturer receiving an order from a major retailer.

Step 1: Purchase Order

The retailer sends a purchase order through EDI.

The integration layer receives and validates the transaction, then transforms the data into the structure required by the manufacturer’s ERP.

Step 2: ERP Processing

The ERP processes the order and determines product availability, pricing, fulfillment requirements, and other business rules.

If additional information is required from another application, an API can provide that information.

Step 3: Warehouse Processing

The order is sent to the warehouse management system.

An API can allow the ERP and warehouse system to exchange the necessary information without requiring the warehouse to understand the original EDI document.

Step 4: Business Events

Once the warehouse confirms that the order has been picked or packed, an event can notify other systems.

Inventory can be updated.

Transportation planning can begin.

Customer-facing applications can update order status.

Other internal processes can react without creating tightly coupled connections between every application.

Step 5: Shipment Notification

Once the shipment is confirmed, the required business transaction can be generated and sent to the retailer through EDI.

The complete process therefore combines different integration approaches.

This is a practical example of how EDI APIs and events can support one connected business flow without requiring every system to communicate using the same technology.

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Where Does the Integration Platform Fit?

When multiple integration technologies are involved, coordination becomes increasingly important.

An integration platform can act as the layer connecting applications, trading partners, APIs, files, and event-driven services.

Depending on the architecture, the platform may handle:

• Data transformation
• Message routing
• Protocol management
• Validation
• Error handling
• Monitoring
• Security
• Partner connectivity
• API orchestration
• Event processing

This allows individual systems to focus on their business functions instead of becoming responsible for every external connection.

It can also reduce point-to-point integration.

Without a centralized integration approach, an organization may gradually create dozens or hundreds of individual connections. Each connection introduces dependencies that can make the environment harder to understand and maintain.

A well-designed integration layer provides a more structured way to manage these interactions.

It can also provide a common place to coordinate EDI APIs and events across different applications and business processes.

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What Happens Without an Integration Strategy?

Using multiple technologies does not automatically create a modern architecture.

Without a clear integration strategy, organizations can end up with disconnected solutions.

One team may build APIs while another maintains EDI connections. A third team may introduce event streaming without considering how it interacts with existing processes.

Over time, this can result in:

• Duplicate data flows
• Inconsistent transformations
• Difficult troubleshooting
• Limited visibility
• Increased maintenance
• Security gaps
• Unclear ownership
• Complex dependencies

The problem is not having several technologies.

The problem is using them without understanding how they fit together.

An effective architecture should define which integration pattern should be used for each business requirement and how those patterns interact.

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How to Build a More Effective Integration Architecture

A practical approach starts with the business process rather than the technology.

1. Map the Business Process

Identify the systems, partners, documents, applications, and events involved in the process.

Understanding the complete flow makes it easier to determine where EDI, APIs, or events are appropriate.

2. Define the Role of Each Technology

Do not choose a technology simply because it is newer.

Ask what the business process requires.

If a trading partner requires standardized transactions, EDI may be the appropriate choice.

If an application needs direct access to information, an API may be more suitable.

If multiple systems need to react to a business change, an event-driven approach may provide greater flexibility.

This role-based approach is central to designing effective EDI APIs and events architectures.

3. Establish Clear Data Flows

Organizations should understand where information originates, how it is transformed, and which systems consume it.

This becomes particularly important when information moves between EDI documents, APIs, and event streams.

Clear data flows reduce duplication and make troubleshooting easier.

4. Centralize Integration Management

Where appropriate, use an integration platform to manage connectivity, transformations, routing, monitoring, and error handling.

This can provide a consistent approach across different integration patterns.

5. Design for Growth

Integration architecture should make it possible to add new trading partners, applications, and integration patterns without rebuilding the entire environment.

As the number of partners grows, efficient trading partner onboarding becomes increasingly important for maintaining consistency and reducing implementation effort.

Scalability should therefore be considered from the beginning rather than added later when the integration environment has already become difficult to manage.

6. Monitor the Complete Flow

Monitoring should not stop when a message leaves one system.

Organizations need visibility across the complete business process.

For example, if an EDI order enters the integration platform but fails before reaching the ERP, the problem should be identifiable.

If the ERP successfully processes the order but the warehouse API fails, that failure should also be visible.

If an event is generated but not consumed by another application, the organization should be able to identify the issue.

End-to-end visibility is essential when multiple integration patterns work together.

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The Role of EDI APIs and Events in the Supply Chain

The combination becomes especially valuable in supply chain environments.

Consider what happens when a customer places an order.

EDI can communicate the order between trading partners.

An API can move information between internal applications.

An event can notify other systems that the order has changed.

The warehouse can react.

Inventory can be updated.

Transportation can be planned.

Shipment information can be generated.

Finally, the required business document can be sent back to the trading partner through EDI.

This creates a connected flow across external partners and internal systems.

The important point is that the same business process does not need to rely on a single technology from beginning to end.

Instead, EDI APIs and events can each contribute to different stages of the process.

For organizations with EDI integration across complex supply chains, this approach can provide greater flexibility while allowing established B2B processes to coexist with newer digital capabilities.

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How to Avoid Replacing Technology Without a Business Reason

Modernization does not always mean replacing existing technology.

An organization may already have reliable EDI processes that support important trading relationships.

Replacing those processes simply because APIs or event-driven technologies are becoming more popular could introduce unnecessary risk.

A better approach is to evaluate the existing environment and identify where modernization creates measurable value.

For example, APIs may improve access to real-time information between internal applications.

Events may reduce delays in processes that require immediate reactions.

EDI may continue to provide reliable standardized communication with external trading partners.

The objective should be to improve the architecture, not to replace technology for the sake of replacement.

This is another reason EDI APIs and events should be considered as complementary capabilities rather than competing technologies.

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The Future of Business Integration Is Hybrid

Business integration is becoming increasingly hybrid.

Companies need to support established B2B communication while also adopting cloud applications, APIs, event-driven architectures, automation, and real-time data services.

That does not mean every organization needs every technology.

Instead, businesses should build architectures that reflect their actual processes, trading partner requirements, application landscape, and growth plans.

A hybrid integration strategy can allow companies to preserve proven EDI processes while gradually introducing APIs and events where they provide additional value.

This approach can also make modernization more manageable.

Rather than attempting a large-scale transformation all at once, organizations can modernize specific parts of their integration landscape while maintaining business continuity.

In this environment, EDI APIs and events can serve as complementary building blocks rather than isolated integration choices.

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Final Thoughts

EDI, APIs, and events solve different integration challenges.

EDI provides a structured way for businesses to exchange standardized transactions with trading partners.

APIs connect applications and services, often providing more direct and dynamic access to information.

Events allow systems to respond to business changes without requiring every application to remain tightly connected.

The real opportunity is not choosing one technology over another. It is designing an architecture in which each technology has a clear role.

When EDI, APIs, and events are coordinated through an effective integration strategy, organizations can connect external partners, internal applications, and business processes more efficiently.

Ultimately, EDI APIs and events are not three separate worlds. They can be complementary building blocks of a modern integration architecture designed to support today’s operations while creating room for tomorrow’s growth.

Talk to an EDI expert and find the right approach for your business.

Adding a new EDI trading partner can look simple from the outside: receive the requirements, configure the connection, test the documents, and go live.

In practice, however, onboarding a trading partner involves much more than connecting two systems.

You may need to understand the partner’s EDI requirements, communication protocol, document types, business rules, testing process, and internal data flows. If any of these elements are unclear, a project that should take days or weeks can turn into a long cycle of emails, configuration changes, failed tests, and unexpected operational issues.

A structured EDI trading partner onboarding process helps organizations make this work repeatable, predictable, and easier to scale.

In this guide, we will walk through the key steps involved in onboarding a new EDI trading partner and explain what your team should consider at each stage.

What Is EDI Trading Partner Onboarding?

EDI trading partner onboarding is the process of establishing the technical and business requirements necessary for two companies to exchange electronic business documents successfully.

A trading partner may be a customer, supplier, distributor, logistics provider, retailer, or another organization within your supply chain.

The onboarding process typically involves:

• Collecting the partner’s EDI requirements
• Identifying the required business documents
• Defining communication protocols
• Configuring the connection
• Mapping and transforming data
• Testing document exchanges
• Validating business processes
• Moving the connection into production
• Monitoring the exchange after go-live

The objective is not simply to make an EDI message travel from one system to another.

The objective is to make sure the information exchanged is accurate, secure, compliant, and usable by the receiving business process.

This is particularly important as companies work with an increasing number of customers and suppliers. What works for one partner may not work for another, making a standardized onboarding process essential.

Why Trading Partner Onboarding Can Become Complicated

Every EDI trading partner onboarding can introduce a different set of requirements.

One customer may require ANSI X12 documents through AS2, while another may use EDIFACT through SFTP or a VAN. They may also require different versions, document types, identifiers, acknowledgments, testing procedures, and business rules.

For example, a retailer could require:

• EDI 850 for purchase orders
• EDI 855 for purchase order acknowledgments
• EDI 856 for advance shipping notices
• EDI 810 for invoices

But knowing which documents are required is only the beginning.

Your team also needs to understand how those documents connect to your internal processes and systems.

This is why onboarding should be treated as a structured integration process rather than simply a technical configuration task.

A structured EDI trading partner onboarding process helps ensure that each new partner follows a consistent path from requirements gathering to production.

The EDI Trading Partner Onboarding Process

A reliable onboarding process can be divided into several stages.

1. Collect the Trading Partner Requirements

Before configuring anything, gather the partner’s implementation guide and technical documentation.

This documentation should define the rules your organization must follow to exchange EDI documents with the partner.

Look for information such as:

• Required EDI standard
• Document types
• Version or release
• Communication protocol
• Partner identifiers
• Sender and receiver IDs
• Required segments and data elements
• Mandatory fields
• Business rules
• Acknowledgment requirements
• Testing procedures
• Production requirements
• Contact information for technical support

Do not assume that requirements from another trading partner will apply here.

Even when two customers use the same EDI standard, their implementation requirements can be significantly different.

The first goal of onboarding is therefore to create a clear picture of what the new partner expects.

2. Identify the Required Business Documents

Once the requirements are understood, determine which documents will actually be exchanged.

For example, an order-to-cash process might involve:

EDI 850 → EDI 855 → EDI 856 → EDI 810

The exact sequence depends on the business relationship and the partner’s requirements.

It is important to identify both directions of the exchange:

Inbound documents: information your company receives from the trading partner.

Outbound documents: information your company sends to the trading partner.

This distinction helps define the integration flows that need to be configured and tested.

It also prevents teams from overlooking documents that are required later in the process.

3. Define the Communication Method

The next step is determining how the EDI documents will be exchanged.

Common communication methods include:

• AS2
• SFTP
• OFTP2
• VAN
• APIs or other integration mechanisms

The appropriate method depends on the trading partner’s requirements, security policies, existing infrastructure, and integration architecture.

The communication channel is only one part of the equation. You also need to establish the credentials, certificates, endpoints, identifiers, encryption requirements, and other parameters necessary to establish a reliable connection.

For organizations managing many partners, standardizing this information can significantly simplify future onboarding projects.

4. Configure Partner and System Identifiers

EDI relies heavily on identifiers.

Depending on the standard and business environment, these may include:

• ISA IDs
• GS IDs
• Qualifiers
• GLNs
• Supplier or customer numbers
• Tax identifiers
• Location identifiers

An incorrect identifier can prevent a document from being accepted even when the rest of the message appears correct.

This is why partner master data should be validated before testing begins.

A centralized and well-maintained partner profile can also reduce errors when the same information is needed across multiple integration flows.

5. Map the EDI Data to Your Internal Systems

This is one of the most important stages of the onboarding process.

EDI documents need to exchange information with your internal business applications, such as an ERP, WMS, TMS, CRM, or other operational systems.

For example:

Customer Purchase Order → EDI 850 → ERP Sales Order

The EDI document contains standardized information, while your internal system may use a completely different structure.

Mapping connects these two worlds.

The integration must determine how values such as:

• Product numbers
• Quantities
• Prices
• Dates
• Addresses
• Purchase order numbers
• Shipping locations
• Customer codes

are transformed between the partner’s EDI format and your internal application.

Poorly defined mappings can create errors that are difficult to detect until they affect an actual business transaction.

6. Configure Validation and Business Rules

EDI translation alone does not guarantee that a transaction is correct.

The integration should also validate the information against the trading partner’s requirements and your internal business rules.

For example:

• Is the required field present?
• Is the value in the expected format?
• Is the product identifier valid?
• Does the location exist?
• Is the quantity acceptable?
• Is the purchase order number correct?
• Are required segments included?

These validations provide an additional layer of protection before information reaches downstream business processes.

7. Test the EDI Connection

Testing should happen before production.

A typical testing cycle may include:

Connection Test → Document Test → Validation → Business Process Test → Partner Approval

First, verify that both systems can communicate successfully.

Then exchange sample documents and verify that:

1. The message is transmitted correctly.
2. The EDI structure is valid.
3. The required information is present.
4. The document is translated correctly.
5. The information reaches the appropriate internal system.
6. The resulting business transaction is correct.
7. Required acknowledgments are generated.

Do not stop testing simply because the EDI document passes technical validation.

The real question is whether the document produces the correct business result.

8. Resolve Errors and Complete Partner Certification

Testing often reveals issues.

A document may be technically valid but fail because of a missing value, incorrect identifier, unexpected code, mapping issue, or business rule.

This is normal.

The important thing is to have a clear process for identifying the source of the problem and determining whether it originates from:

• The trading partner’s data
• The EDI specification
• The communication configuration
• The mapping
• The internal application
• The business process

Once the required tests have been completed successfully, the trading partner can approve the connection for production.

9. Move the Trading Partner to Production

Going live should be treated as a controlled transition rather than simply switching a configuration from test to production.

Before the production launch, verify:

• Production credentials
• Endpoints
• Certificates
• Partner identifiers
• Mapping versions
• Routing rules
• Monitoring
• Error handling
• Notification procedures
• Support contacts

It is also useful to establish who is responsible for resolving issues once the connection is live.

A successful onboarding does not end when the first production document is exchanged.

It continues through monitoring and maintenance.

10. Monitor the Integration After Go-Live

Once the trading partner is live, your team needs visibility into the exchange.

Monitoring should help answer questions such as:

• Was the document received?
• Was it successfully translated?
• Did validation pass?
• Was it delivered to the internal system?
• Was an acknowledgment generated?
• Did the partner accept the document?
• Where did a failed transaction stop?

Without this visibility, an EDI problem can remain unnoticed until someone discovers that an order, shipment, or invoice was not processed correctly.

This becomes increasingly important as the number of trading partners grows.

A Simple EDI Onboarding Checklist

Before considering a new trading partner fully onboarded, confirm that the following areas have been addressed:

• Partner requirements documented
• EDI documents identified
• Communication protocol defined
• Partner identifiers validated
• Connection configured
• Mapping completed
• Business rules configured
• Test documents exchanged
• Errors resolved
• Partner approval completed
• Production configuration validated
• Monitoring enabled
• Support responsibilities defined

A checklist like this creates consistency across projects and reduces the risk of skipping critical steps.

How to Make EDI Partner Onboarding Scalable

As EDI trading partner onboarding becomes more frequent, manual processes can quickly become difficult to manage.

Onboarding dozens or hundreds is a different challenge.

As the trading partner community grows, organizations can face increasing demands on IT teams, integration specialists, and business users.

The answer is not necessarily to add more people.

Instead, organizations should look for ways to make the onboarding process repeatable, standardized, and easier to manage.

This can include:

Standardized Partner Templates

Create reusable configurations for common communication protocols, document types, and integration patterns.

Centralized Partner Information

Maintain partner requirements, identifiers, contacts, and technical information in a structured and accessible location.

Reusable Mapping Components

Where possible, reuse common transformation logic instead of building every integration from scratch.

Automated Testing

Automated validation can reduce repetitive manual work and make it easier to identify problems before production.

Centralized Monitoring

A unified view of transactions makes it easier to identify failures across the trading partner network.

Clear Ownership

Define who is responsible for technical configuration, business validation, partner communication, and production support.

These practices can turn onboarding from a series of one-off projects into a manageable operational process.

When EDI Onboarding Becomes an Operational Challenge

The complexity of EDI trading partner onboarding usually increases with the size of the trading partner network.

If every new customer requires a completely different process, manual configuration, repeated troubleshooting, and significant IT involvement, the problem may no longer be the individual partner.

It may be the onboarding model itself.

A scalable EDI environment should make it possible to add partners without proportionally increasing the amount of manual work required from your team.

This is one reason organizations increasingly consider cloud-based EDI and managed integration services.

For example, B2B EDI Cloud Integration can help organizations exchange EDI documents directly with business applications while reducing the need to maintain a large internal EDI infrastructure.

The Goal Is Not Just to Connect. It Is to Operate.

A successful EDI trading partner onboarding process does more than establish a technical connection.

It creates a reliable path for business information to move between organizations.

The strongest onboarding processes connect several layers:

Trading Partner Requirements → EDI Documents → Communication → Mapping → Internal Systems → Business Process → Monitoring

If one of these layers is overlooked, the connection may work technically while the business process still fails.

That is why EDI onboarding should be approached as an integration process with clear requirements, testing, ownership, and ongoing monitoring.

As your trading partner network grows, the ability to repeat this process efficiently can become just as important as the EDI connection itself.

Final Thoughts

EDI trading partner onboarding does not have to become a long and unpredictable project.

With a structured process, your organization can move from requirements gathering to production with greater consistency and fewer surprises.

The key is to treat onboarding as more than a connection setup.

It requires understanding the partner’s requirements, configuring the right communication method, mapping data correctly, validating business rules, testing the complete process, and monitoring the exchange after go-live.

And when the number of trading partners continues to grow, the next question becomes even more important:

How can you onboard new partners faster without increasing the complexity of your EDI operation?

That is where a scalable EDI strategy can make the difference between managing integrations one by one and building an EDI environment that can grow with your business.

Talk to an EDI expert and find the right approach for your business.

Your customer requires EDI, and now you need to figure out what to do next.

Now what?

For many suppliers, manufacturers, distributors, and growing businesses, this is where the questions begin. What EDI documents do you need to exchange? Which communication protocol should you use? Does your ERP need to be integrated? How long will implementation take? And do you need to build an internal EDI team?

The good news is that becoming EDI compliant does not necessarily mean building a complex EDI infrastructure from scratch.

The right approach depends on your customer’s requirements, your existing business systems, transaction volume, number of trading partners, and internal resources.

In this guide, we’ll walk through the EDI implementation process and explain the main options available when a customer requires EDI.

If EDI is new to your organization, understanding what EDI is and why it matters can provide useful context before you begin the implementation process.

1. What to Do When Your Customer Requires EDI

Before choosing an EDI solution, you need to understand exactly what your customer requires.

Receiving a message that says “EDI is mandatory” is only the starting point. Your trading partner should provide implementation guidelines that define how transactions need to be exchanged.

A successful EDI implementation starts with documenting these requirements before choosing software, configuring connectivity, or mapping data.

Start by identifying the following.

Which EDI documents are required?

Different trading partners may require different business documents.

Common EDI transactions include:

• EDI 850 — Purchase Order
• EDI 855 — Purchase Order Acknowledgment
• EDI 856 — Advance Shipping Notice
• EDI 810 — Invoice
• EDI 820 — Payment/Remittance Advice

You may not need all of these documents. The requirements depend on the relationship and business processes you have with your customer.

Which EDI standard is required?

Your customer may specify a particular standard, such as:

• ANSI X12
• EDIFACT
• XML
• Partner-specific formats

For businesses working with North American trading partners, ANSI X12 is particularly common.

Which communication protocol is required?

The customer may also specify how EDI documents must be transmitted.

Depending on the trading relationship, this can include:

• AS2
• SFTP
• VAN
• HTTPS
• Other supported connectivity methods

This information should be confirmed before implementation begins.

What are the customer’s implementation guidelines?

The EDI standard alone does not define every detail of the transaction.

Your customer may have specific requirements for:

• Required segments
• Data elements
• Qualifiers
• Product codes
• Units of measure
• Identifiers
• Testing procedures
• Document validation
• Error handling

The first step in an EDI implementation is therefore not choosing software. It is understanding the requirements.

2. Determine How EDI Will Fit Into Your Business

Once you understand what your customer requires, the next question is how EDI will work with your existing operations.

This is where many companies make an important distinction between simply exchanging EDI documents and actually integrating EDI into their business processes.

For example, your customer may send an EDI purchase order.

Ideally, the information should not have to be manually copied from an EDI system into your ERP.

Instead, the process can look like this:

Trading Partner → EDI → Integration Layer → ERP

And when your company sends an invoice:

ERP → Integration Layer → EDI → Trading Partner

This allows business information to move between systems without unnecessary manual intervention.

If you already use an ERP, WMS, or other business application, determine whether your EDI solution needs to integrate with those systems before selecting an EDI implementation approach.

3. Choose the Right Way to Become EDI Compliant

There is no single EDI model that works for every company.

Depending on your business requirements, there are several ways to approach EDI implementation.

If a customer requires EDI, the best option depends on how much automation, integration, and ongoing support your business needs.

Option 1: Web EDI

Web EDI allows users to exchange EDI documents through a web-based platform.

This can be a practical option for companies with:

• A small number of trading partners
• Lower transaction volumes
• Limited integration requirements
• A need to get started with EDI quickly

Instead of integrating EDI directly with internal systems, users interact with the EDI platform to send or receive documents.

For a smaller EDI operation, this can provide a straightforward path to compliance.

Option 2: Integrated Cloud EDI

If your business processes a higher volume of transactions or needs automation, integrating EDI with your existing applications may be a better option.

A cloud EDI solution can connect your business systems with your trading partners and automate the exchange of information.

For example:

Purchase Order received

Trading Partner → EDI → Integration → ERP

Invoice sent

ERP → Integration → EDI → Trading Partner

This reduces manual data entry and allows EDI transactions to become part of your existing business workflows.

Option 3: Managed EDI Services

Some companies need EDI but do not want to build and maintain an internal EDI department.

In that case, a managed EDI service can provide the technical expertise required to implement and operate the environment.

Depending on the provider and solution, this can include:

• EDI implementation
• Trading partner onboarding
• Data mapping
• Connectivity setup
• Testing
• Monitoring
• Error resolution
• Partner requirement changes
• Ongoing maintenance

This approach can be especially useful when your internal IT team does not have dedicated EDI expertise.

For companies looking for an EDI implementation without building an internal team, managed services can reduce the technical and operational burden.

4. Connect EDI to Your ERP and Business Systems

Becoming EDI compliant is not simply a matter of transmitting files.

The real value of EDI comes from connecting the information exchanged with the systems that run your business.

Consider a typical purchase order process.

Without integration:

Customer sends EDI 850 → EDI platform → Employee reviews document → Employee enters order into ERP

With integration:

Customer sends EDI 850 → EDI platform → Integration → ERP

The second model reduces manual intervention and can help minimize data-entry errors and operational delays.

The same principle can apply to other transactions, including invoices, shipping notices, acknowledgments, and payment information.

Your EDI implementation strategy should therefore consider not only how documents are exchanged, but also what happens to the information after the document arrives.

5. Map Your Business Data to the EDI Format

One of the most important technical steps in an EDI implementation is data mapping.

Your ERP and business applications store information according to your internal data structure.

Your trading partner, however, expects that information in a specific EDI structure.

The mapping process connects the two.

For example:

Your ERP

Customer

Product

Quantity

Price

Delivery date

↓

EDI Mapping

↓

X12 850 Purchase Order

↓

Trading Partner

The mapping determines how information from your internal systems corresponds to the segments and data elements required by the trading partner.

This is also where partner-specific requirements become important.

Two trading partners may use the same EDI standard but have different implementation guidelines.

A successful EDI implementation therefore requires more than connectivity. The data must be mapped, validated, and transformed correctly.

6. Establish Connectivity With Your Trading Partner

After defining the requirements and mapping, the EDI connection needs to be established.

The connectivity method depends on your customer’s requirements and the EDI environment.

Common options include:

AS2

AS2 is widely used for secure business-to-business document exchange and is common in EDI environments.

SFTP

SFTP provides a secure method for exchanging files between systems.

VAN

A Value-Added Network can provide managed EDI connectivity between trading partners.

Other connectivity methods

Depending on the architecture and trading partner, other technologies may also be supported.

The important point is that connectivity is only one component of an EDI implementation.

You still need to make sure the documents are correctly mapped, validated, processed, and integrated with your business applications.

7. Test Your EDI Transactions Before Going Live

Once the connection and mappings are configured, the next step is testing.

Most trading partners will require testing before allowing production transactions.

This is particularly important when a customer requires EDI before you can begin sending or receiving production documents.

A typical EDI implementation process may look like:

Requirements → Setup → Mapping → Connectivity → Testing → Validation → Approval → Production

During testing, issues may be identified such as:

• Missing required fields
• Incorrect codes
• Invalid qualifiers
• Incorrect document structures
• Mapping errors
• Connectivity problems
• Partner-specific requirements that were not correctly implemented

Testing is important because an EDI transaction can be technically transmitted successfully and still contain incorrect business data.

The goal is not simply to prove that a file can be sent.

The goal is to prove that the right business information is exchanged in the format your trading partner expects.

8. Go Live — But EDI Implementation Doesn’t End There

Getting your first production transaction through the EDI connection is an important milestone.

But going live is not the end of EDI management.

It is the beginning of ongoing EDI operations.

After implementation, your business may need to manage:

• Transaction monitoring
• Failed or rejected documents
• Data errors
• Trading partner changes
• New transaction types
• New trading partners
• Mapping updates
• Connectivity issues
• Compliance requirements
• Ongoing technical support

This is one reason companies should consider how EDI will be managed after implementation, not just how it will be launched.

A solution that works during the initial EDI implementation still needs to remain reliable as your business and trading partner network grow.

9. Do You Need to Build an EDI Department?

Not necessarily.

Companies that are new to EDI often assume they need to hire or train specialists to manage the entire environment internally.

An internal EDI operation may require expertise in areas such as:

• EDI standards
• Data mapping
• Integration
• Connectivity
• ERP systems
• Testing
• Monitoring
• Troubleshooting
• Trading partner requirements

For organizations with a large EDI operation, developing this expertise internally may make sense.

For others, outsourcing some or all of these responsibilities can be a more practical approach.

When a customer requires EDI, outsourcing can allow a company to meet the requirement without immediately creating an internal EDI team.

Build internally

Your company manages the EDI environment and develops the required expertise in-house.

Manage an EDI platform internally

You use an EDI solution but your team remains responsible for implementation, monitoring, maintenance, and partner changes.

Use managed EDI services

An experienced EDI provider manages key parts of the implementation and ongoing operation on your behalf.

The right choice depends on your transaction volume, internal resources, technical capabilities, and growth plans.

10. Your EDI Implementation Checklist

If a customer requires EDI, use this checklist to organize your next steps:

• Obtain your customer’s EDI requirements
• Identify the required transaction types
• Confirm the EDI standard
• Confirm the communication protocol
• Review the trading partner’s implementation guidelines
• Determine whether ERP integration is required
• Choose the appropriate EDI approach
• Establish connectivity
• Complete data mapping
• Test transactions
• Obtain trading partner approval
• Move to production
• Monitor transactions after go-live
• Establish a process for ongoing support and maintenance

This checklist can help you move from “We need EDI” to a structured EDI implementation plan.

What Should You Do When a Customer Requires EDI?

A customer requiring EDI does not automatically mean that you need to build an EDI department or invest in a complex infrastructure.

The right approach starts with understanding the customer’s requirements and then determining how EDI should fit into your existing business systems and processes.

For some companies, Web EDI may be enough.

For others, direct integration with an ERP or other business applications may provide greater automation.

And for companies that need EDI expertise without building an internal team, managed EDI services can provide another path to compliance.

The key is to look beyond the EDI document itself.

Successful EDI connects trading partners, business applications, data, and processes into a reliable flow of information.

Need to become EDI compliant?

BTOB XPERTS helps businesses implement EDI, connect with trading partners, integrate EDI with existing business systems, and manage ongoing EDI operations.

Talk to an EDI expert and find the right approach for your business.