Sending e-invoices via PEPPOL
Table of Contents
What Is PEPPOL?
PEPPOL stands for Pan-European Public Procurement OnLine.
It is a network for sending invoices – similar to a phone network. When somebody sends you an SMS, you can immediately recognize that person by their phone number. The same applies to receiving invoices through the PEPPOL network. The receiver can quickly identify the sender of the invoice by their ‘PEPPOL ID.’
In simple terms: with PEPPOL, you can safely send e-invoices to companies and governments worldwide.
Setting up the Connection to PEPPOL
Ensure you have a Sirvoy PRO account.
Go to Settings -> Financials -> Invoicing module -> Peppol settings. Enter the BIC/IBAN and/or Bankgiro/Plusgiro you want to display on the PEPPOL invoice.
Go to Settings -> Financials -> Sending invoices using PEPPOL. Verify that the information is correct and click “Save” to create a PEPPOL profile. You must have registered your VAT number in Sirvoy to use PEPPOL. (You may have an existing profile in the PEPPOL network, but it will be necessary to create a new profile specifically for sending invoices from Sirvoy. This profile is “send only”; you will not be able to receive PEPPOL invoices in Sirvoy.)
- For Swedish Customers Only: Please add your organization number (SE: ORGNR) if you want to send invoices through PEPPOL using the SE: ORGNR PEPPOL Scheme (In addition to using your guest VAT number, you can also use their organization number to find where you should send the PEPPOL invoice.) You can see this option after (invoice) > Send via PEPPOL.
Sending an Invoice
- Click “Send via PEPPOL” on any invoice in Sirvoy.
- Enter the client’s PEPPOL ID (e.g., their GLN, VAT number, or organization number) and choose the corresponding “PEPPOL Scheme.” Once the recipient is validated, sending invoices is enabled.
- Edit any optional fields if the invoice recipient requires them.
- Once sent, check the invoice history log to ensure the invoice is delivered correctly.
Note:
- You can send up to 10 invoices via PEPPOL each month for free. Each additional invoice will be charged EUR 1.
- When you send the invoice via PEPPOL, you will see this message “Awaiting Processing by PEPPOL Network.” Meaning PEPPOL will continue sending it until successfully sent. (Sometimes there can be a delay of up to 4 weeks.) There is no need to click on re-send invoice multiple times.
- If you want to credit an invoice via PEPPOL, you can do so from Sirvoy’s credited invoice. In that case, please create an invoice with a negative balance and send it to offset or “credit” the previously sent invoice.