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How to Create a Peppol Invoice

What is a Peppol Invoice?

A Peppol invoice is a structured electronic invoice sent via the Peppol network. Peppol is a secure international network that enables businesses and governments to exchange electronic invoices efficiently and error-free. It serves as a reliable alternative to invoices sent by email or post and is widely adopted by government entities and businesses.

Why Use Peppol?

Using Peppol for e-invoicing offers several advantages:

  • Security: Invoices are sent directly through the network rather than via email, reducing errors and preventing fraud.
  • Automated Processing: Peppol invoices use the UBL 2.1 format, allowing seamless integration with accounting systems and minimizing errors.
  • Delivery and Receipt Confirmation: Both sender and recipient receive notifications when an invoice is successfully delivered.
  • Legal Requirement: In some countries, such as Belgium, Peppol is mandatory for invoicing government entities. Starting in 2026, it will also be required for B2B transactions in Belgium.

Steps to Create and Send a Peppol Invoice

1. Choose a Peppol Access Point Provider

To send a Peppol invoice, you need a Peppol Access Point—a certified service provider that processes and forwards invoices within the Peppol network. You can use Billing.eu.com for this.

2. Obtain Your Customer’s Peppol ID

Each organization in the Peppol network has a Peppol ID, which can be a VAT number, company registration number, or GLN code. You can check if your customer is registered via the Peppol directory or within the Billing.eu.com application.

3. Create a Structured Electronic Invoice

Your invoice must comply with the Peppol BIS V3 format, based on UBL 2.1. It should include:

  • Sender and recipient business details
  • VAT number or Peppol ID
  • Invoice number and date
  • Payment details (IBAN/BIC)
  • Products/services with corresponding prices and VAT rates

If you use Billing.eu.com, all formatting and mandatory fields are handled automatically.

4. Send via Peppol

Once the invoice is created:

  1. It is sent to your Peppol Access Point.
  2. The Access Point forwards it to the customer’s Access Point.
  3. The customer receives and accepts the invoice, with a confirmation of receipt.

Important: Government agencies often require a purchase order number on the invoice. You can add this as an extra field when creating the invoice.

Common Errors and How to Avoid Them

  • Invalid VAT Number: Ensure the VAT number is correct and matches Peppol records.
  • Incorrect Address Details: Double-check that country names and addresses are formatted correctly.
  • Negative Amounts: Avoid negative invoice lines unless issuing a credit note.
  • Invoice Not Sent: Your business may not be fully activated in Peppol—verify your registration status.

Peppol and Mercurius: What’s the Difference?

For invoicing Belgian government entities, Peppol works alongside Mercurius, a federal platform that facilitates communication with government agencies. Invoices sent via Peppol are received on Mercurius, which then distributes them to the appropriate institution.

Conclusion

Peppol is a secure and efficient way to exchange invoices electronically. By using a Peppol Access Point provider, obtaining a valid Peppol ID, and creating a structured UBL 2.1 invoice, you can comply with regulations and streamline your invoicing process.

Ready to start with Peppol invoicing? Choose a reliable Access Point provider and register today at Billing.eu.com!