What EDI means
EDI (Electronic Data Interchange) means that orders, despatch advices and invoices no longer go back and forth as PDFs or on paper, but as structured files sent directly from system to system. Your customer saves data entry work and typing errors. For you, it means that data from your ERP system has to reach your customer in its format, and its orders have to get into your ERP system.
Five questions to ask your customer
- Which messages? Typical ones are the purchase order (ORDERS), the despatch advice (DESADV, also known as an advance shipping notice) and the invoice (INVOIC); in the automotive industry also delivery schedules (VDA 4905 or DELFOR).
- Which format and which version? For example EDIFACT D.96A, EANCOM or VDA. The implementation guide usually states this on the first few pages.
- Which transmission method? AS2, OFTP2, SFTP or a value-added network (VAN), see Transmission methods compared. This includes identifiers such as the GLN, Odette ID or AS2 ID and the exchange of certificates.
- How does testing work, and what is the deadline? Almost every customer tests with test messages before going live. Ask for a contact person, the test environment and the deadline.
- Is a service provider mandatory? Some customers name a service provider only as a recommendation; others prescribe a portal that you can only join by invitation. This determines whether you are free to choose.
Three ways to connect
The customer's web portal (web EDI). You type order confirmations and invoices into a portal. This is cheap (with providers such as cctop €60 to €110 per month according to the price list, and with some retailers' portals free of charge), but it is manual work and does not reach your ERP system. Suitable for low document volumes and a single customer.
EDI service provider or clearing centre. The service provider translates between your ERP system and your partners. Charges are usually per partner and per message type: a one-off set-up fee plus monthly fees. Your data passes through the service provider's systems. Convenient for a few partners, more expensive with every additional one.
Your own connection. EDI software in your own company, linked to your ERP system. Traditionally, this is a project with a licence and consultancy days; trade articles put the first project for a mid-sized supplier at €10,000 to €40,000 (HDX Solutions, July 2026). In return, the data stays with you, and each further partner costs less.
edi-service.eu is your own connection at a fixed price: the software runs on your server, an AI does the setup, and the monthly fee does not depend on the number of partners.
What to look for in a quote
- Is there a set-up fee per partner and per message type? Do the maths with your real number of partners, not just the first customer.
- What do mapping changes cost when a partner changes its format?
- How many test runs are included?
- Is the ERP integration included in the price or quoted separately?
- What is the minimum term, and is payment in advance required?
- Where is your data stored, and who owns the mappings if you switch provider?
What you can do now
Have your customer's implementation guide to hand and count how many partners might require EDI over the next two years. With these two figures, you can compare any quote. If you want to know whether edi-service.eu is a good fit, send us an enquiry.
Frequently asked questions
Do I have to use the EDI service provider my customer recommends?
Not always. Some customers name a service provider only as a recommendation; others prescribe a portal that you can only join by invitation. Which applies is stated in the implementation guide or the cover letter; if in doubt, ask your customer directly.
How long does an EDI connection take?
In a traditional project, the first connection to a major customer takes three to four months according to one trade source, and each further customer four to six weeks (dasistweb, April 2026). On top of that comes the test phase with your customer. With edi-service.eu, the technical setup takes 30 minutes.
Is my customer's web portal enough?
With few documents and a single customer, it often is. But you type the data in by hand, and none of it reaches your ERP system. As more customers with EDI requirements come along, the effort grows with every portal.
What should I have ready before asking for quotes?
Your customer's EDI implementation guide and an estimate of how many partners might require EDI over the next two years. With both, providers can quote comparable prices, and you can see whether a per-partner model or a fixed price makes more sense.