Peppol e-invoicing allows you to send structured business invoices through the Peppol network instead of relying solely on emailed PDF files or printed invoices.

Setting up your e-invoicing account

Getting started

• Have your company’s legal details ready, including your business name, VAT number, business email address, and street address.
• If you want bank details to be displayed on your e-invoices, have your bank name, IBAN, and BIC/SWIFT ready.
• Your customer must be enabled as a B2B customer with the required B2B details saved before you can send an e-invoice for their sale.

To set up e-invoicing:

1. In Retail POS, navigate to Customers > Peppol e-invoicing.

2. Click Register for e-invoicing.

   

3. Enter your company details and VAT information:

   • Location
   • Legal company name
   • VAT number
   • Street address
   • Postal code
   • City
   • County
   • Email address

   

4. Click Next.

5. Enter your banking information:

   • Bank name
   • IBAN
   • BIC/SWIFT

   

6. Click Register for Peppol e-invoicing.

A banner will display to confirm that your registration has been submitted for review, and the Peppol e-invoicing ID will show a Pending approval status.

What happens after registration?

If your request is approved: You’ll receive an email, and the Peppol e-invoicing ID will display the unique identifier number for your account.

If your registration is rejected: An error message will display stating that your registration couldn’t be completed. You can open the setup flow again and resubmit your details.

The Setup tab displays different states depending on the status of your registration:

• Not registered: You haven’t started registration yet.
• Pending approval: Your registration was submitted and is being reviewed.
• Rejected: Your registration couldn’t be completed, and you’ll need to resubmit your application.
• Active: Your account is ready to send e-invoices.

I can’t access the Peppol e-invoicing page

The Peppol e-invoicing section is only available when the feature is enabled for your account. You must complete and submit the registration and receive approval to gain access.

• If you’ve submitted your registration, your request might still be in Pending approval status.
• If your registration was rejected, you’ll need to resubmit your application.

My registration is still pending

After you submit your registration, your account will show a Pending approval status until the review is complete. The registration will either be approved or rejected. If your registration is rejected, you’ll need to resubmit your application.

I don’t have the “Send e-invoice” button

The Send e-invoice button is only displayed on eligible B2B sales when the merchant is active and the customer has a valid routing setup for e-invoicing.

Enabling an existing customer as a B2B customer

Before you can send an e-invoice for a sale, you’ll need to enable the customer as a B2B customer and save the required details. If a customer is marked as B2B, their VAT number and email address will be required. If either detail is missing or the email address format is invalid, the customer record can’t be saved until the information is corrected.

To enable an existing customer as a B2B customer:

1. Navigate to Customers > Customers.
2. Select the customer you want to enable as a B2B customer. Use the filters to narrow your search if required.
3. In the Peppol e-invoicing details section, enter the customer’s company name.
4. Check the Peppol e-invoicing - B2B customer box.
5. Enter the customer’s VAT number.
6. In the Other section, enter the customer’s email address.
7. Click Save changes.

Creating a new B2B customer

To create a new B2B customer:

1. Navigate to Customers > Peppol e-invoicing.
2. Click the B2B customers tab.
3. Click Add customer.
4. In the Biographical section, enter the customer’s first and last name.
5. In the Peppol e-invoicing details section, enter the customer’s company name.
6. Check the Peppol e-invoicing - B2B customer box.
7. Enter the customer’s VAT number.
8. In the Other section, enter the customer’s email address.
9. Click Save changes.

I can’t save a B2B customer

If a customer is enabled as a B2B customer, their information must include a valid VAT number and email address.

Sending an e-invoice

Once your account is active and the customer is set up as a B2B customer, Retail POS will display e-invoicing actions on eligible sales.

To send an e-invoice manually:

1. Navigate to Customers > Peppol e-invoicing.
2. Click the E-invoices tab.
3. Navigate to the customer you want to send an e-invoice to.
4. If the e-invoice status is Not sent, click Send e-invoice.

Sending e-invoices automatically

Once your account is active, you can also choose to send e-invoices automatically:

1. Navigate to Customers > Peppol e-invoicing.
2. Click the Setup tab.

3. In the Invoice preferences section, toggle on Send e-invoices automatically.

   

E-invoices will be sent to B2B customers automatically after you complete a sale.

Tracking e-invoice statuses

Retail POS uses the following customer-facing e-invoice statuses:

• Not sent
• Submitted
• Delivered
• Failed

You can track your e-invoice statuses in two ways:

• From the E-invoices tab: Navigate to Customers > Peppol e-invoicing and click the E-invoices tab. In the E-invoices tab, you can review invoice rows with columns showing the transaction ID, customer, date, status, total, and available actions. You can also sort the list and filter it by status or date range, or search by customer or transaction ID.
• From the E-invoicing section: Access this section on the transaction details page for an individual sale.

Downloading delivery details

1. Navigate to Customers > Peppol e-invoicing.
2. Click the E-invoices tab.
3. Identify the transaction or customer you want to download the details for. Use the filters to narrow your search if needed.
4. If the e-invoice status is Delivered, the Download button will be displayed.

5. Click Download to download the UBL XML file to your computer.

   

Updating your e-invoicing details

If your Peppol e-invoicing account is already active, you can update your account details:

1. Navigate to Customers > Peppol e-invoicing.
2. Click the Setup tab.

3. Click Update information.

   

4. In the setup wizard, update your details as needed, then click Next.
5. Update your banking information as needed, then click Update account.

A banner will display to confirm that your account details have been updated.