Using Peppol
Learn how to successfully integrate Peppol into your company infrastructure and unlock the advantages it brings to your operational processes.
Using Peppol transforms how your organization exchanges business documents. From invoices to purchase orders, Peppol provides a secure, standardized infrastructure that connects you directly with trading partners worldwide.
Simple Integration
Connect once to the Peppol network and instantly access millions of organizations. No need for multiple point-to-point connections with individual trading partners.
Automated Processing
Documents flow directly into your accounting or ERP system. Eliminate manual data entry, reduce errors, and accelerate payment cycles significantly.
Proven Cost Savings
Organizations typically save €10-15 per invoice by switching to Peppol. Reduce printing, postage, storage, and manual processing expenses.
How to Begin Using Peppol
Starting with Peppol is straightforward. Follow these essential steps to connect your organization to the network.
Step-by-Step Implementation
Choose a Peppol Access Point Provider
Select a certified Access Point that connects you to the Peppol network. Consider factors like pricing, features, support, and integration capabilities with your existing systems.
Register Your Peppol ID
Obtain your unique Peppol identifier (typically your Chamber of Commerce or VAT number with a prefix). This becomes your "address" on the Peppol network, enabling partners to find and send documents to you.
Integrate with Your Systems
Connect your accounting or ERP software to your Access Point. Most providers offer plugins for popular platforms like Exact, Twinfield, AFAS, SAP, and Microsoft Dynamics. Custom integrations via API are also available.
Test and Go Live
Conduct test transactions to verify everything works correctly. Most providers offer testing environments. Once validated, inform your trading partners of your Peppol ID and begin exchanging documents.
Most organizations complete Peppol implementation within 2-4 weeks. Simple setups using standard software plugins can be operational in days. Complex enterprise integrations may require 1-2 months for complete deployment and testing.
Common Peppol Use Cases
Organizations across industries leverage Peppol for various business processes. Explore how different sectors benefit from standardized document exchange.
Government Suppliers
Public sector entities across Europe mandate Peppol for procurement. Suppliers use Peppol to send invoices to municipalities, ministries, and agencies, ensuring compliance and faster payment.
B2B Commerce
Large corporations adopt Peppol to streamline supplier relationships. Automate order-to-cash cycles, reduce accounts payable costs, and improve working capital through faster invoice processing.
International Trade
Cross-border transactions become seamless with Peppol's global reach. Exchange documents with partners in 98 countries using a single, standardized infrastructure without currency conversion concerns.
Accounting Firms
Accountants and bookkeepers centralize client invoicing through Peppol. Manage multiple businesses from a single platform, automate invoice processing, and provide better advisory services.
Healthcare Sector
Medical facilities exchange invoices with insurance companies and government healthcare programs. Peppol ensures GDPR compliance while accelerating reimbursement processes.
Supply Chain Management
Manufacturers and distributors coordinate orders, delivery notes, and invoices through Peppol. Real-time document exchange improves inventory management and reduces supply chain delays.
Integration with Your Systems
Peppol connects seamlessly with your existing infrastructure. Multiple integration methods accommodate different technical requirements and capabilities.
Integration Methods
Native Software Plugins
Most accounting platforms offer built-in Peppol modules. Exact Online, Twinfield, AFAS, Visma, and others provide one-click Peppol activation with minimal configuration.
Web Portal Access
No software installation required. Access Points provide browser-based portals where you can send, receive, and manage invoices. Ideal for small businesses with limited IT resources.
API Integration
For custom applications or proprietary systems, Access Points offer RESTful APIs. Full programmatic control over document sending, receiving, and status monitoring.
Email Integration
Send invoices to a designated email address; your Access Point converts and routes them via Peppol. Receive incoming documents as email attachments in both UBL and PDF formats.
SFTP/FTP Connection
Automated file exchange through secure FTP. Your ERP system drops UBL files to a folder; Access Point retrieves and sends them. Incoming documents delivered similarly.
Enterprise Service Bus
Large organizations integrate Peppol into their ESB architecture. Enables sophisticated routing, transformation, and orchestration across multiple backend systems and business units.
Peppol works with: Exact Online, Exact Globe, Twinfield, AFAS, Unit4, Visma, SAP Business One, SAP S/4HANA, Microsoft Dynamics 365, Oracle NetSuite, Sage, QuickBooks, Xero, and many others. Check with your Access Point provider for specific compatibility.
Optimizing Your Peppol Usage
Maximize the value of Peppol implementation with proven strategies and operational guidelines.
Key Success Factors
Communicate with Partners
Proactively inform customers and suppliers about your Peppol adoption. Share your Peppol ID via email signatures, websites, and invoices. Many partners welcome the efficiency gains.
Configure Automation Rules
Set up automatic workflows in your accounting system. Auto-match invoices to purchase orders, route approvals by amount, and schedule payments. Let Peppol handle the transmission while you focus on exceptions.
Monitor Performance Metrics
Track processing times, delivery rates, and cost savings. Most Access Points provide dashboards showing document volumes, failed transmissions, and average handling times. Use this data to optimize processes.
Maintain Master Data Quality
Keep customer and supplier records current with accurate Peppol IDs. Incorrect identifiers cause delivery failures. Regular data cleansing ensures smooth operations and reduces administrative overhead.
Train Your Team
Ensure staff understand the transition from paper to digital. Provide training on invoice status checking, error resolution, and partner onboarding. Well-trained teams maximize adoption and minimize disruption.
Plan for Fallback Scenarios
Maintain alternative delivery methods for critical documents. While Peppol offers 99.9% uptime, having email or portal backup ensures business continuity during rare outages or partner technical issues.
Costs and Return on Investment
Understanding the financial aspects of Peppol helps you build a strong business case and set realistic expectations.
Typical Cost Structure
Setup Fees
One-time costs ranging from €0 to €500 depending on provider. Some Access Points waive setup fees entirely. Enterprise implementations may incur higher initial costs for custom integrations.
Monthly Subscription
Base fees typically €10-50/month for SMEs, covering platform access and support. Large organizations with high volumes may negotiate custom pricing. Some providers offer per-transaction models instead.
Transaction Charges
Per-document fees of €0.05-0.30 for sending invoices. Receiving is often free or lower cost. Volume discounts apply; high-volume senders negotiate significantly reduced rates.
Software Integration
Native plugins usually included in accounting software licenses. Custom API integrations may require development investment, typically €2,000-10,000 depending on complexity and system landscape.
Return on Investment Calculation
- Paper invoice processing: €15-20 (printing, postage, filing, manual entry)
- Peppol invoice processing: €3-5 (system costs, minimal manual handling)
- Net savings: €10-15 per invoice
Example: A company sending 200 invoices monthly saves approximately €2,000-3,000/month or €24,000-36,000 annually. ROI typically achieved within 3-6 months.
Beyond direct cost savings, Peppol delivers intangible benefits: faster payment cycles improve cash flow, reduced errors lower dispute resolution costs, and staff can focus on value-added activities instead of data entry.
Getting Help with Peppol
Access comprehensive support resources to ensure smooth operation and resolve any issues quickly.
Access Point Support
Your primary support contact. Most providers offer email, phone, and chat assistance during business hours. Enterprise customers often receive dedicated account managers and 24/7 support.
Peppol Authority Resources
National Peppol Authorities provide guidance on local regulations and compliance requirements. Consult your country's authority for specific implementation questions and regulatory updates.
Online Communities
Join Peppol user groups and forums to exchange experiences with peers. LinkedIn groups, industry associations, and regional networks provide valuable practical insights and problem-solving.
Technical Documentation
OpenPeppol.org publishes comprehensive technical specifications, BIS documents, and implementation guides. Access Points typically provide their own documentation for platform-specific features.
Your Next Steps with Peppol
Ready to start using Peppol? Here's how to move forward with confidence.
Compare Access Point Providers
Evaluate 120+ certified Peppol Access Points. Compare pricing, features, integrations, and customer reviews to find the best fit for your organization's needs.
Request Professional Consultation
Need expert guidance? Our consultants help with provider selection, integration planning, change management, and ongoing optimization. Accelerate your implementation with proven expertise.
Learn About Connection Process
Detailed technical guide on connecting to Peppol, including ID registration, system integration, testing procedures, and go-live checklists. Everything you need to know.
Ready to Transform Your Document Exchange?
Join 1.4 million organizations already using Peppol. Reduce costs, accelerate processes, and future-proof your business operations with standardized electronic document exchange.