🚀 Peppol Setup in Invoice Office: Your Simple Guide to Secure E-Invoicing
The world of invoicing is rapidly moving away from paper and PDFs toward digital solutions. Peppol (Pan-European Public Procurement Online) is the secure, international network leading this charge, making e-invoicing faster, cheaper, and more reliable than ever before.
Are you an Invoice Office user? Setting up your Peppol connection is often just a few clicks away! We’ll walk you through the crucial, easy-to-follow steps to get your business Peppol-ready, using a real-world example of what you’ll see directly in your Invoice Office account.
Why Choose Peppol E-Invoicing?
Before diving into the Peppol setup, here’s a quick reminder of the key benefits you’re about to unlock by adopting this global standard:
⚡ Faster Payments: Direct, machine-to-machine transfer means no more manual data entry, saving time for both you and your customer and speeding up the payment cycle.
đź”’ Enhanced Security: The Peppol network is highly secure, significantly reducing the risk of fraud and ensuring documents are delivered reliably to the correct recipient.
🌍 International Reach: Send and receive invoices with any Peppol-connected business or government agency across over 35 countries. This is crucial for cross-border trade.
âś… Simplified Compliance: Peppol automatically adheres to evolving e-invoicing standards (like Peppol BIS), ensuring your business remains compliant with national and international regulations.
Send invoices
Step-by-Step: Configuring Your Peppol Connection in Invoice Office
Connecting to the Peppol network is managed directly within Invoice Office, which acts as your Access Point—your secure gateway to the global network.
The core of the setup process is providing your unique business identifier—your Peppol ID—so other participants can find you and send you e-invoices.
Step 1: Activate the Peppol Connection
Navigate to the customer or supplier settings section, looking for a tab labeled “Peppol“.
Action: Look for a toggle switch to enable the Peppol functionality.
Example: In the image below, you can see the ‘Peppol-verbinding’ (Peppol connection) switch is turned on to ‘Ja’ (Yes).
Step 2: Select Your Peppol Identification Type
Peppol uses nationally recognized business identifiers to create your unique Peppol ID. This ensures the invoice is securely routed to the correct legal entity. The most common IDs are your official VAT number or company registration number.
Action: Click the dropdown menu next to the identification field to define the type of identifier you will use.
Example: As shown in the image, you need to Selecteer (Select) the correct type for your region and business. Options often include:
Belgium CBE number (Company number)
Belgium VAT number (VAT ID) (Selected in the image)
Other options may exist for different countries, such as KVK (NL) or Org. No. (SE).
Step 3: Enter and Verify Your Business Identifier (Peppol ID)
Once you’ve selected the identification type, you must enter the corresponding number..
Action: Type your official VAT number or company registration number accurately into the text field.
Example: The image shows a Belgian VAT number, BE9350.041, entered next to the identifier type.
Step 4: Confirm Registration on the Peppol Network
The final, and most critical, step is verifying that your customer, supplier, or your own company is correctly registered on the network and that the Peppol ID works. The Invoice Office software has a built-in function for this lookup.
Action: Click the search or verification button next to your number.
Example: In the screenshot, the magnifying glass (🔍) icon serves as the lookup or verification tool. Clicking this will confirm:
That the number is valid.
That your customer, supplier or your company is successfully registered on the Peppol network.
Step 5: Send to Peppol
Once you’ve activated Peppol for the selected customer via the customer settings, a “Send to Peppol” link will be added to the document send menu to send the document to the customer via Peppol.
Receive purchase invoices
Receive Peppol Invoices Automatically? You don’t need to take any further action if you have already registered your account via the Peppol register button and enabled Handle incoming invoices in your Peppol settings. Once selected, Invoice Office automatically registers your business on the Peppol network using your Chamber of Commerce number or VAT number. You are now fully discoverable and ready to receive digital invoices from your suppliers.
Configuration Complete! What's Next?
Once your settings are saved, your business is officially ready to participate in the Peppol network!
Receiving E-Invoices: Suppliers who also use Peppol can now send e-invoices directly to your company account within the Invoice Office platform.
Sending E-Invoices: When creating a new invoice, the Invoice Office platform will automatically check if your customer is also Peppol-connected. If they are, you can select the option to send the invoice via Peppol instead of a PDF by email.
Peppol setup is a one-time step that delivers immediate, ongoing benefits. Congratulations on taking the leap into fully digital invoicing!
