Peppol E-invoicing

TABLE OF CONTENTS

• Sending invoices via Peppol (e-invoicing)
• How to enable e-invoicing?
• How can I identify the organizations I want to e-invoice?
  • 1. Using the automatically generated Peppol ID
  • 2. Entering a Peppol ID manually
• How can I send a Peppol e-invoice?
  • How does it work?
  • Important to know:
• What if I don't want to send Peppol invoices to certain customers?
• What if the Peppol ID generated from Eduframe data is incorrect?
• More information

Sending invoices via Peppol (e-invoicing)

With Peppol e-invoicing, you can send invoices directly between organizations through the secure Peppol network, instead of by email. This ensures invoices arrive safely and in a standardized electronic format that can be processed automatically by the recipient’s system.

Please note: Peppol e-invoicing is currently supported only for organizations in the Netherlands and Belgium — both for the sender and the receiver. If your organization is based in another country, or you need to send e-invoices outside these regions, please contact our support team.

How to enable e-invoicing?

To use this feature, please provide the following information to our support team: 

• Your Peppol ID (also called: Peppol party ID)

• Optional (only required if you offer VAT-exempt products):

  • Your tax category code

  • A tax exempt reason code

Please check the official Peppol documentation for valid codes:

• Tax category codes

• Tax exempt reason codes

How can I identify the organizations I want to e-invoice?

When you send a Peppol e-invoice, you need to know the Peppol ID of the organization you’re invoicing to. Think of this Peppol ID as the digital address that ensures your e-invoice is delivered to the right place.

A Peppol ID is usually based on an organization’s existing identification number — for example, a VAT number or a national business registration number, such as a KVK number in the Netherlands or a CBE number in Belgium. Because Eduframe already stores these organization IDs, it can often generate the Peppol ID automatically for you.

In some cases, however, you may need to enter a Peppol ID manually. For instance, when your customer uses a different entity - like a sister company - to receive invoices. If that is the case, the information in Eduframe might not match the correct recipient, and you can simply add or adjust the Peppol ID yourself.

Below, we explain both options:

1. Using the automatically generated Peppol ID
2. Entering a Peppol ID manually

1. Using the automatically generated Peppol ID

When you update or save an organization’s details, the system automatically checks whether it can create a valid Peppol ID for that organization. This check does two things:

1. It tries to generate a Peppol ID based on the organization’s existing data, such as VAT or business registration numbers.
2. It verifies whether that Peppol ID is correctly registered to receive e-invoices via the Peppol network.

If both checks succeed, the Peppol ID will be automatically filled in and saved.

Important to know:

• Accurate data matters: You are responsible for entering the correct organization details for your customers. These details are used to generate the Peppol ID.
• Country is required: The country set for the organization is used to determine the correct Peppol ID format. If you don’t fill in the country, the auto-generate functionality will not work.
• Invoice address required: Each organization must have a valid invoice address in Eduframe. Without it, Peppol e-invoicing isn’t possible.
• Supported countries: At this time, Peppol IDs can only be generated automatically for organisations based in the Netherlands and Belgium.
• No need to clean up characters: The system automatically ignores special characters - such as dashes, spaces, or slashes - when generating the ID.
• Existing Peppol IDs are not updated automatically: When a valid Peppol ID already exists, changing the organization’s details won’t make Eduframe look for a new one. The existing Peppol ID will stay as is.

Bulk validation available:

If you just start with Peppol e-invoicing, we can help by validating all your existing organizations at once. If an organization’s details allow us to create a valid Peppol ID that can receive e-invoices, we’ll fill it in for you automatically. Please contact support if you’d like us to run this check.

2. Entering a Peppol ID manually

Sometimes you’ll need to enter a Peppol ID yourself — for example, when a customer provides a specific ID that differs from what the system could generate.

Step 1: Request the Peppol ID

Ask the organization for their Peppol ID, or look it up in the official Peppol directory. For a complete list of numerical prefixes, please refer to this page.

Tip: Some organizations may have more than one Peppol ID (for different branches or entities). In Eduframe, you only need one valid ID that is set up to receive e-invoices.

Step 2: Add the Peppol ID in Eduframe

1. Open the organization’s detail page.
2. Enter the Peppol Party ID in the Peppol ID field.
3. Click Save.
4. Eduframe automatically checks whether the ID is active and ready to receive e-invoices. If it isn’t, the ID will not be saved.

Important: You are responsible for ensuring that the Peppol ID actually belongs to the intended recipient.

Step 3: Check the invoice address

Make sure the organization has a valid invoice address in Eduframe. Without it, Peppol e-invoicing is not possible. 

How can I send a Peppol e-invoice?

Sending a Peppol e-invoice in Eduframe is simple — you don’t need to change your workflow. Peppol invoices are sent automatically, together with your usual invoice-related emails.

How does it work?

There are 3 types of invoice-related emails that can trigger sending an invoice: 1) Send invoice, 2) Send payment request, and 3) Payment confirmed. Whenever one of these emails is sent, Eduframe checks whether the recipient has a valid Peppol ID. If so, the system automatically sends the same invoice via the Peppol network as well.

This means that if Peppol is set up for a customer, they will receive:

1. The email (as usual)
2. The electronic Peppol e-invoice directly into their accounting system.

After sending the invoice, you’ll see status updates on the invoice timeline:

• Sent successfully via Peppol

• Received successfully by the recipient, via Peppol

• If delivery fails, Eduframe will show an explanation on the timeline.

Important to know:

• One-time sending per invoice: A Peppol e-invoice can only be sent once per invoice, as required by Peppol standards. If you send an invoice first and later send a payment request for the same order, only the first trigger will send the Peppol e-invoice, but on both triggers the email will be send.
• No extra steps needed: As long as the organisation’s Peppol ID is correctly set in Eduframe - together with the organisation address and country - the system will handle everything automatically in the background.

Note: At this time e-invoicing is only supported for organizations. You cannot send an e-invoice to individuals.

What if I don't want to send Peppol invoices to certain customers?

Eduframe automatically fills in a Peppol ID if it can generate and validate one from a customer’s details. However, if a customer isn’t ready for Peppol or prefers to receive invoices by email only, you can disable Peppol e-invoicing for them: 

• Open the customer’s organization details.
• Uncheck “Enable sending e-invoices via Peppol".

When this option is disabled, invoices will not be sent via Peppol — even if a valid Peppol ID exists. The customer will receive invoices by email only.

What if the Peppol ID generated from Eduframe data is incorrect?

Sometimes the automatically generated Peppol ID may not be the one you want to use. For example, when a customer’s invoicing is handled by a different (sister) organisation with its own Peppol ID. In that case, you can simply enter the correct Peppol ID manually in the organisation’s details.

If you don’t want any Peppol ID saved at all, and disabling Peppol e-invoicing isn’t enough, you can remove the Peppol ID from the input field. Once removed, Eduframe will no longer try to generate a new Peppol ID for that organisation automatically.

Tip: Only remove the Peppol ID if you are sure you do not want to use nor see the Peppol ID.

More information

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Click here if you have any questions for support.