Time to join the Peppol network? This is what you need to know!

From different sides you hear about the Peppol network. Perhaps your organization already receives and sends invoices through Peppol from time to time. Or you are currently exploring a good “Peppol approach. Is this the right time for you to join the Peppol network? And what exactly does that entail? In this blog post, we list the most important “Peppol facts” for you!

Peppol network: obligations and opportunities

When you exchange billing information via e-mail, there are security issues involved. Peppol was created to create a safe environment for this. In addition, the Peppol network operates a verification system. This means that users must identify themselves according to a certain process. This is how ghost invoices are stopped.

Purchase invoices are thus verified. Moreover, they comply with a standard format. That makes the processing process much easier. And that aligns with the ultimate goal of the Peppol network: to make the process smoother. Now for the key question: is the use of Peppol mandatory? It depends. Anyone supplying the Dutch government must send invoices through the Peppol network. Several other EU countries have also instituted this requirement. So this development is driven by government and legislation. Therefore, make sure you are ready. This is also good for your security purposes, as the Peppol network is much more secure than e-mail.

Moreover, it offers interesting opportunities not only for the finance department, but also for the purchasing department. If you work with purchase orders, you can exchange them through the Peppol network. How? In the form of e-orders. Although this is still in its infancy, there is an option. In short, this is absolutely the right time to get your organization ready for Peppol. Of course, it is wise to take certain measures so that you can work with it efficiently. But how do you do that? And what do you need to consider?

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Peppol, DICO, XML, pdf: how to get a handle on the hybrid invoice flow?

Receiving invoices ‘coordinated’: what are your options?

Peppol is not the only format in the “procurement invoice landscape. Indeed, there is everything from the “old-fashioned” pdf to DICO and XML. You want to find a way to deal with all those formats. Many ERP systems handle this well on the sending side. (A tip: If you want to know if your customer can receive e-invoices, find out with the NPa Peppol Test Tool).

But how do you coordinate all the incoming invoices? There is often a hybrid structure there. You receive invoices from different vendors, all of whom choose a different format. As a result, you receive PDF, DICO, XML and Peppol invoices.

In theory, it is possible to wave the “financial administration scepter”: you kindly but urgently request all your suppliers to send only invoices through the Peppol network, so that you end up receiving only one format. But that is usually not a viable solution in practice.

What you can do? Peppol integrate into a “hybrid reception structure.

Arrangement with a service provider or a one-stop shop for purchase invoice processing?

Actually, the Peppol network is just like a mobile phone or energy network. It is centrally arranged, but if you want to use it, you have to contract with a service provider. Does your ERP system take care of sending Peppol invoices? Then it is important to make separate arrangements for the receiving end. You either do that directly with a service provider or through an intermediary.

Often the latter option is more convenient. In fact, by doing so, you solve the hybrid issue. A reliable intermediary is a kind of phone store: here you conclude the contract with a Peppol service provider and you can use a total solution for processing all types of procurement invoices, regardless of the format and channel of entry. So through such a one-stop shop for purchase invoice processing, you coordinate the diverse flow of invoices!

Peppol invoice processing: what does it really cost?

The cost depends on the provider you choose. Do you sign your contract directly with a provider? Then you will probably be offered a subscription. Are you going with a middleman? Usually the latter pays a certain amount per Peppol invoice to the provider. The middleman may pass this on to you or indicate that it is included in the price you pay for the total solution.

How do you actually “enter” the Peppol network?

Once you have entered into a contract, you need to activate Peppol. You do this by first going through verification. Next, you need to enable direct document retrieval in your software system. The latter may sound complicated, but in practice it can be very simple. In fact, often your ERP vendor or middleman takes on this task!

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Incorporating Peppol into your process?

Want to join the Peppol network, but wondering how to incorporate Peppol into your process? Whitevision acts as an intermediary and offers a Peppol connector that allows you to completely streamline your hybrid invoice receipt. Feel free to contact us to discuss the possibilities for your organization.

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New Archives Act in 2027: What Will Change for Financial Administration and Procurement?

The new Archives Act is expected to take effect on January 1, 2027. This is a logical step, as documents are increasingly received and processed digitally. Examples include invoices sent via Peppol, contracts stored in a document management system, and approvals processed through digital workflows. The Archives Act primarily applies to government bodies, such as ministries, municipalities, and water boards. Other organizations may also be subject to the Act if they exercise public authority. It is therefore important for employees and managers in financial administration and procurement to take a critical look at the entire document workflow. Documents must not only be processed correctly, but also be reliable, legible, accessible, and easy to retrieve.

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ESG reporting is on the horizon: How your invoice flow is the key to sustainability data

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