With an e-invoicing connection, you receive invoices automatically and in a structured format, so they can be read correctly straight into your administration. Zenvoices supports the following e-invoicing connections:
PEPPOL, the European network for exchanging e-invoices.
JoinData, specifically for the agricultural sector.
PEPPOL
What is PEPPOL?
PEPPOL stands for "Pan-European Public Procurement On-Line" and is a European network for securely exchanging, among other things, invoices. Electronic invoices are exchanged in the standardized UBL format, which means they can be read in fully and correctly.
How does it work?
To let organizations send you invoices via PEPPOL, you first need to register your organization in the PEPPOL network. You do this by requesting a PEPPOL connection in Zenvoices (see the Requesting PEPPOL registration section below).
This registration is based on one or more identifiers of your organization, such as your Chamber of Commerce number, VAT number, KBO number, OIN (for local governments) or, for French organizations, a SIREN, SIRET or CTC identification number. Based on these identifiers, other parties can find you in the PEPPOL network and send you e-invoices. You can pass on your registration to the suppliers whose UBL invoices you want to receive via PEPPOL.
When an e-invoice is sent to you, it is delivered directly via the PEPPOL network to the correct Zenvoices administration, under "Upload & read in."
Note: an attachment, such as a specification or timesheet, can also be sent along via PEPPOL. However, keep in mind that PEPPOL does not record, at the time of sending, which document is the invoice and which is intended as the attachment. As a result, the recipient may receive these documents in reverse order.
Identification numbers per country
To register your organization in the PEPPOL network, we verify the identification number provided. Which number you use depends on the country in which your organization is registered.
The Netherlands and Belgium
For Dutch and Belgian organizations, you use the Chamber of Commerce number, VAT number, KBO number or OIN. We verify these numbers and compare them with invoices in the customer's environment.
France
For French organizations, we support the following identifiers:
SIREN number
SIRET number
CTC identification number
Requesting PEPPOL registration
Open the administration on whose behalf invoices need to be processed and go to Manage / Company / E-invoicing connections, then click "New e-invoicing connection." Follow the steps and fill in the details of the organization or company for which you want to receive and process e-invoices.
For the registration of French organizations, we work together with Storecove, a certified Plateforme Agréée (PA). Storecove handles the registration on our behalf. We support the Factur-X, UBL and CII formats.
Please note
Correct administration: make sure the request is submitted in the correct administration where the invoices need to be received.
Remove any existing registration: the PEPPOL network accepts only one registration per Chamber of Commerce, VAT, KBO, OIN, SIREN or CTC number as a channel for receiving invoices. If you already receive PEPPOL invoices for one of these registrations through other software, that existing registration must first be cancelled before you can submit your request via Zenvoices. If you don't know where the channel is already registered, we recommend checking the Peppol Directory (this is also where you'll find your PEPPOL identification number). This only concerns receiving invoices and is separate from sending invoices, which must be requested through your accounting software.
No special characters: special characters, such as periods and spaces, are not accepted by the PEPPOL network in fields such as the Chamber of Commerce number, VAT number or SIREN number.
Processed invoices: make sure invoices have already been processed in the relevant administration. If that's not yet possible, we'll ask you to upload documentation showing that you're authorized to process invoices on behalf of the administration.
Verification of the PEPPOL network participation request
After receiving your request, we work together with the PEPPOL network to check the above and verify that you're authorized to act on behalf of the specified organization or company. This verification process can take up to five business days. Once the process is complete, you'll receive an email confirmation from us.
Registration in the PEPPOL network
After successful verification, your organization is registered in the PEPPOL network. From that moment on, you can receive invoices and have them processed automatically straight into the intended administration.
JoinData
This feature is only available in the Complete subscription
What is JoinData?
JoinData is a platform that lets agricultural businesses decide for themselves which organizations get access to their business data, such as accountants, advisors, suppliers and software providers. Zenvoices supports JoinData as an invoice channel. It works in a similar way to PEPPOL, but specifically for the agricultural sector. Through the connection with Zenvoices, invoices are shared and processed securely and in a controlled way, allowing you to automatically receive e-Dairy and EAB invoices, for example invoices for milk, livestock and animal feed.
Benefits of the connection
The connection with JoinData means invoices no longer need to be delivered separately. Once you've given permission, Zenvoices automatically retrieves invoices from JoinData and processes them straight into your administration.
This offers several benefits:
You don't need to manually download and upload invoices.
Data exchange is faster and more secure because it takes place directly between JoinData and Zenvoices.
Invoices always arrive as an e-invoice with structured data, so they can be read automatically.
Through JoinData, you retain insight into which parties have access to your data and can withdraw that permission at any time.
Which invoices can you receive
Via JoinData you can receive two types of invoices.
e-Dairy invoices, identified by the UBN number. These are sales invoices, for example for the delivery of milk.
EAB invoices, identified by the Chamber of Commerce number. These are both purchase and sales invoices, for example for livestock and animal feed.
How does it work
Invoices available via JoinData are automatically retrieved and processed in Zenvoices on a daily basis. You don't need to take any action yourself.
Enabling it in the environment
Navigate to Manage / Organisation / Settings / Tab: JoinData
Enter the details for "Client id" and "Client secret." If you don't have these details, request them from your JoinData Delivery Manager.
Check "Sandbox" if you want to connect to JoinData's test environment.
Registering in the relevant administration
In the relevant administration, navigate to Manage / Company / Channels and select the "New channel" button in the top right.
Select "JoinData" and choose "Next."
Enter a name in the "Name" field and go to the "Settings" tab.
Under "Retrieve invoices from," set the date from which invoices should be retrieved. This date is automatically updated to the current date every day. You can manually change the date to an earlier one to retrieve invoices retroactively. The further back this date is, the more invoices need to be retrieved. This can cause JoinData to return a time-out message. If that happens, try again after a few minutes.
Check "e-Dairy invoices" to retrieve sales invoices identified by the UBN number.
Check "EAB invoices" to retrieve purchase and sales invoices identified by the Chamber of Commerce number. If the invoice type cannot be determined from the e-invoice, "Purchase" is selected by default.
Can I also send e-invoices with Zenvoices?
No, Zenvoices is not designed for creating and sending invoices. Invoices received are processed in Zenvoices and then exported to the connected accounting software. To send invoices, use your accounting software. Sales invoices you've sent can be read in and processed automatically in accounting software.