Peppol e-invoicing lets you send structured business invoices through the Peppol network instead of only relying on emailed PDFs or printed invoices.

Setting up your e-invoicing account

Getting started

• Have your company legal details ready, including your: business name, VAT number, business email address, and address.
• If you want bank details to display 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 the company details and banking 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, confirming that your registration has been submitted for review, and the Peppol e-invoicing ID will be in Pending approval status.

What happens after registration?

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

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

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

• 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 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 have access.

• If you've completed the registration and submitted your request, you might still be in pending approval status.
• If your registration was rejected, you will have to resubmit your application.

My registration is still pending

After you submit your registration, your account will remain in a pending approval state until the review is complete. The registration will either be approved or rejected. If your registration was rejected, you will have 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 customer sale, enable that customer as a B2B customer and save the required details. If a customer is marked as B2B, the VAT number and email are required. If either is missing or the email format is invalid, the customer record can't be saved until the information is corrected.

To enable a customer as B2B:

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 company name.
4. Check the Peppol e-invoicing - B2B customer box.
5. Enter the customer's VAT number.
6. In the Other section, enter their email address.
7. Click Save changes .

Creating 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 company name.
6. Check the Peppol e-invoicing - B2B customer box.
7. Enter the customer's VAT number.
8. In the Other section, enter their 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 also include a valid VAT number and email address.

Sending an e-invoice

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

To send e-invoices:

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

Sending e-invoices automatically

When your e-invoicing account is active, you can choose to send e-invoices automatically:

1. Navigate to Customers > Peppol e-invoicing.
2. Select 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 these customer-facing e-invoice statuses:

• Not sent
• Submitted
• Delivered
• Failed

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

• The E-invoicing tab: Navigate to Customers > Peppol e-invoicing > and select the E-invoices tab. In the E-invoices tab, you can review invoice rows with customer, sale ID, date, amount, status, and action. You can also sort the list and filter it by status or date range, or search by customer or sale ID.
• The E-invoicing section: on the transaction details page for an individual sale.

Downloading delivery details

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

4. Click Download and the UBL XML file will download to your computer.

   

Updating your e-invoicing details

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

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

3. Click Update information.

   

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

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