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

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!