What Do I Need To Do?

Whether you're starting from scratch or optimizing an existing Peppol connection, this roadmap provides clear actions for each phase of your journey. Most organizations complete full implementation within 4-8 weeks.

Assessment Phase

Evaluate your current invoicing processes, identify requirements, and determine the optimal Peppol approach for your organization.

Implementation Phase

Select providers, configure systems, register your business, and establish connections with the Peppol network infrastructure.

Optimization Phase

Monitor performance, expand partner network, streamline workflows, and maximize the return on your Peppol investment.

Phase 1

Assessment & Preparation

Before connecting to Peppol, understand your current situation and define clear objectives.

Step 1: Analyze Current Invoice Processing

Essential Questions to Answer

Volume: How many invoices do you send and receive monthly?
Current method: Paper mail, email, PDF attachments, or mixed?
Processing time: How long from invoice creation to payment receipt?
Error rate: How many invoices require corrections or follow-up?
Costs: What are your current processing costs per invoice?
Pain points: What are your biggest frustrations with current processes?

Benchmark Your Performance

Average invoice processing costs: €9.00 for senders, €15.00 for receivers. Average processing time: 12-15 days from invoice to payment. With Peppol: costs drop to €2.40/€3.80, processing time to 5-7 days.

Step 2: Inventory Your Systems

Accounting Software

Document which system(s) you use: Exact, Twinfield, AFAS, SAP, Oracle, Microsoft Dynamics, or custom solution. Check current version and last update.

Integration Points

Identify all systems that create or process invoices: CRM, order management, time tracking, project management, or specialized billing systems.

IT Infrastructure

Document network setup, firewall rules, security policies, and API access capabilities. Identify who has authorization to make system changes.

Team Resources

Identify stakeholders: finance team lead, IT contact, process owners, and executive sponsor. Assess internal expertise and training needs.

Step 3: Define Your Objectives

Establish clear, measurable goals for your Peppol implementation:

Cost Reduction

Target: Reduce invoice processing costs by 50-70% within 6 months.
Measure: Cost per invoice before and after implementation.

Process Speed

Target: Reduce days sales outstanding (DSO) by 40%.
Measure: Average time from invoice to payment.

Error Reduction

Target: Decrease invoice errors and disputes by 90%.
Measure: Number of correction invoices and payment disputes.

Compliance Requirements

Target: Achieve 100% compliance with government e-invoicing mandates.
Measure: Percentage of transactions via compliant channels.

Phase 2

Implementation & Connection

Execute your Peppol connection following these structured steps for successful deployment.

Step 4: Select Your Access Point Provider

This is your most critical decision. Use these criteria to evaluate providers:

Provider Selection Checklist

✓ Integration: Native support for your accounting/ERP system
✓ Pricing transparency: Clear costs with no hidden fees
✓ Service Level Agreement: 99.9% uptime guarantee minimum
✓ Support: Responsive technical support in your language
✓ Features: Validation tools, monitoring dashboards, archiving
✓ Scalability: Can grow with your business needs
✓ References: Testimonials from similar organizations
✓ Certifications: ISO 27001, Peppol Authority accreditation

Compare 120+ Certified Providers

Use our comprehensive provider directory to filter by country, pricing, features, and integration options. Request quotes from 3-5 providers to compare offerings.

Compare Providers

Step 5: Prepare Business Documentation

Business Identifiers

Gather Chamber of Commerce registration (KVK), VAT number, official company name, and registered address. These form your Peppol identifier.

Contact Information

Designate primary contact (typically finance manager), technical contact (IT), and billing contact. Include phone numbers and email addresses.

Authorization Documents

Prepare authorization letter or board resolution confirming authority to connect company to Peppol network. Some providers require notarized documents.

Sample Invoices

Provide 3-5 representative invoice templates to help provider configure validation rules and ensure correct field mapping.

Step 6: Configure Technical Integration

Integration Timeline: Week 1-2

Day 1-2: Sign service agreement, provide business details, initiate registration
Day 3-5: Install software updates, configure integration settings, set up API connections
Day 6-8: Create test environment, send first test invoices, verify receipt and validation
Day 9-10: Test with key trading partners if available, refine configurations
Day 11-14: Final validation, user acceptance testing, prepare for go-live

Step 7: Train Your Team

Don't underestimate change management. Plan comprehensive training:

Finance Team

Duration: 2-3 hours
Focus: Invoice creation workflow, validation errors, status monitoring, exception handling, and reporting capabilities.

IT Team

Duration: 3-4 hours
Focus: System architecture, API integration, security protocols, troubleshooting procedures, and maintenance tasks.

Management

Duration: 1 hour
Focus: Benefits realization, key performance indicators, dashboard overview, and strategic opportunities.

Step 8: Execute Go-Live

Launch Checklist

✓ Pre-Launch (Day -1): Verify all systems operational, confirm support availability, brief team on Day 1 process
✓ Day 1 Morning: Send first 3-5 real invoices to Peppol-enabled customers, monitor closely for issues
✓ Day 1 Afternoon: Review transmission logs, confirm delivery receipts, address any validation errors
✓ Week 1: Gradually increase volume, continue monitoring, gather user feedback
✓ Week 2-4: Ramp up to full volume, optimize workflows based on learnings, celebrate milestones

Pro Tip: Phased Rollout

Don't switch all customers at once. Start with 5-10 key accounts who are already Peppol-enabled. This allows you to refine processes before broader rollout. Most organizations achieve 80% coverage within 2-3 months.

Phase 3

Optimization & Growth

Maximize your Peppol investment through continuous improvement and network expansion.

Step 9: Monitor Key Performance Indicators

Track these metrics monthly to measure success and identify improvement opportunities:

Adoption Rate

Target: 80%+ within 6 months
Percentage of invoices sent via Peppol vs. traditional methods. Break down by customer segment.

Cost Savings

Target: €6+ per invoice
Track actual savings vs. baseline. Include printing, postage, processing time, and error correction.

Processing Time

Target: 5-7 days DSO
Days from invoice date to payment received. Compare Peppol vs. traditional methods.

Error Rate

Target: <1% rejection
Invoices rejected for validation errors, disputes raised, correction invoices needed.

Network Growth

Target: 10+ new partners/month
Number of new Peppol-enabled trading partners connected each month.

User Satisfaction

Target: 4.5/5 rating
Survey finance team quarterly. Track satisfaction with ease of use, support quality, and business impact.

Step 10: Expand Your Network

Customer Outreach

Send targeted communications to customers explaining Peppol benefits. Offer to help them connect. Many will appreciate faster processing and reduced errors.

Supplier Engagement

Encourage suppliers to adopt Peppol for their invoices to you. Highlight how it improves their payment speed and reduces your processing delays.

International Expansion

Leverage Peppol's global reach for cross-border trade. Same system works in 98+ countries. No additional technical integration needed.

Step 11: Advanced Optimization

Opportunities for Further Improvement

Automated Matching: Implement three-way matching (PO, goods receipt, invoice) to eliminate manual verification
Early Payment Discounts: Leverage faster processing to negotiate better payment terms with suppliers
Cash Flow Forecasting: Use real-time invoice status for more accurate cash flow predictions
Exception Management: Set up automated alerts for high-value or aged invoices requiring attention
Expand Document Types: Move beyond invoices to orders, delivery notes, and other business documents
Analytics Integration: Connect Peppol data to BI tools for deeper insights into supplier performance, payment patterns, and cost analysis

Continuous Improvement Culture

Schedule quarterly reviews with your team to identify new optimization opportunities. Peppol technology and best practices evolve continuously. Stay connected with your Access Point provider for updates on new features and capabilities.

Support

Resources to Help You Succeed

Access these tools and resources throughout your Peppol journey.

What Do I Need To Do? | Peppol.now