With the Zenvoices PEPPOL connection, you can receive invoices via PEPPOL and automatically import them into your administration.
What is PEPPOL?
PEPPOL stands for ‘Pan-European Public Procurement On-Line’ and is a European network for the secure exchange of (among other things) invoices. Electronic invoices are exchanged in the standardized UBL format, allowing them to be fully and correctly processed automatically.
How does it work?
To allow organizations to send invoices to you via PEPPOL, you must first register your organization in the PEPPOL network. You do this by requesting a PEPPOL connection in Zenvoices (see the section below: Requesting a PEPPOL connection).
This registration takes place based on one or more identifiers of your organization, such as your Chamber of Commerce number (KvK), VAT number, KBO number or OIN (for (local) governments). Based on these identifiers, other parties can find you in the PEPPOL network and send e-invoices to you. You can share your registration details with suppliers from whom you wish to receive UBL invoices 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 & process’.
Please note: An attachment (for example a specification or timesheet) can also be sent via PEPPOL. However, please note that PEPPOL does not record which document is the invoice and which document is intended as an attachment. As a result, the recipient may receive these documents in reversed order.
Requesting a PEPPOL registration
Open the administration on behalf of which invoices need to be processed and go to Manage / Administration / PEPPOL connections and click on ‘New PEPPOL connection’. Follow the steps and enter the details of the organization/company for which you want to receive and process PEPPOL invoices.
Please note:
Correct administration: Make sure the request is submitted in the correct administration where the invoices should be received.
Remove any existing registration: The PEPPOL network accepts only one registration per Chamber of Commerce, VAT, KBO or OIN number as a receiving channel for invoices. If you are already receiving PEPPOL invoices for one of these identifiers via other software, the existing registration must first be removed before submitting the request via Zenvoices. If it is unknown where the channel is already registered, we recommend consulting the Peppol Directory (here you can also find your PEPPOL Identification Number). This only concerns receiving invoices and is separate from sending invoices, which must be requested via your accounting package.
No special characters: Special characters in fields such as the Chamber of Commerce number and VAT number, such as dots and spaces, are not accepted by the PEPPOL network.
Processed invoices: Ensure that invoices have already been processed in the relevant administration. If this is not (yet) possible, we ask you to upload documentation proving that you are authorized to process invoices on behalf of the administration.
Verification of PEPPOL network participation request
After submission, together with the PEPPOL network, the above details will be checked and verified to confirm that you are authorized to act on behalf of the specified organization/company. This verification procedure may take up to five working days. Once the procedure is completed, you will receive an email confirmation from us.
Registration in the PEPPOL network
After successful verification, your organization will be registered in the PEPPOL network. From that moment on, you can receive invoices and have them automatically processed in the designated administration.
Can I also send invoices via PEPPOL with Zenvoices?
No, Zenvoices is not intended for creating and sending invoices. Received invoices are processed in Zenvoices and then exported to the connected accounting package. For sending invoices, you should use the relevant accounting package. Sent sales invoices can be imported and automatically processed in an accounting package.