Anyone who wants to send or receive e-invoices faces a choice with many providers and little comparable information. Choosing an e-invoicing solution starts with one question: which solution fits the way your organisation already invoices today? On this page, you will see which types of solutions exist and which criteria are decisive. This is followed by a checklist of questions you can ask every provider, so that you compare quotes on substance rather than on sales talk.
What types of solutions are there?
You can read what each route means for the connection itself in Getting started with Peppol.
Built into your accounting or invoicing software
Suits organisations that already use their software package and have a limited to average volume. The simplest route, provided your package also supports the receiving side well.
A service provider's web portal
Suits a small number of invoices without your own e-invoicing software. Little automation.
Separate service linked to your software
Suitable if your software package does not support Peppol itself, but does have a connection or import and export.
Through your accountant or bookkeeping firm
Suitable if they already keep your accounts. Pay attention to agreements about your Peppol ID and access to incoming invoices.
EDI service provider or purchase-to-pay platform
Suits organisations that already exchange messages with regular trading partners, for example in retail or logistics.
ERP connection or API
Suits large volumes, multiple entities or countries. Requires the most set-up and delivers the most automation.
Choosing an e-invoicing solution: what should you look for?
You can read more background on the various formats and channels in Types of e-invoicing.
Invoice volume
Ten invoices per month call for a different solution than ten thousand. At low volumes, a portal or built-in feature is sufficient; at high volumes, automation and the pricing model carry more weight. You can read what that means financially in What does e-invoicing via Peppol cost?
Countries in which you invoice
Each country has its own rules. In Belgium, Peppol is the standard between businesses; in France, e-invoicing runs through a plateforme agréée (approved platform); in Germany, any format that complies with the European standard is permitted, including by email; in the Netherlands and Luxembourg, Peppol is mainly the route for invoicing the government. Choose a solution that covers your trading partners' routes and implements new rules in good time.
Existing software and architecture
The best solution fits what you already have. Look at which accounting, ERP or EDI systems you use and whether the provider has a proven connection for them. Custom work takes time and requires maintenance.
Sending and/or receiving
Some solutions are strong at sending but only process received e-invoices to a limited extent, or vice versa. If you want purchase invoices to come in automatically, ask specifically about the receiving side.
Desired level of support
A rejected or undelivered invoice directly affects your cash flow. Check whether support is available in your language, within what time frame problems are dealt with and whether failed messages are monitored.
Portability and exit
Your Peppol ID and its registration belong to your organisation, not to the provider. Ask in advance how switching works, what happens to your archive and which notice periods apply. In the Netherlands, the old service provider must transfer or end your registration within three working days.
The checklist: questions for every provider
Put the following questions to every provider you are considering. Providers that give clear, written answers to these can be compared fairly with one another.
Network and registration
- Are you a certified service provider yourself, or do you work through another party?
- How do you identify our organisation?
- Under which Peppol ID will you register us, and can you manage multiple entities?
- Which document types do you support in addition to invoices?
- Do you support the requirements of all countries in which we invoice, and how do you implement new rules?
Connection and processing
- What connection do you have with our software package or ERP, and how many customers already use it?
- How are received e-invoices processed?
- Do you check invoices before sending, and how are we notified if an invoice is rejected or not delivered?
Reliability and support
- What level of support do you offer: availability, language, response times?
- Do you hold ISO 27001 or an equivalent certification?
- Where is our data stored?
- For how long and in which format do you archive, and can we export?
Costs and exit
- How is your pricing model structured and what does that mean in our situation?
- How does switching work, and will you cooperate in transferring our Peppol ID?
For public sector organisations
Under Directive 2014/55/EU, public sector organisations in the EU must be able to receive e-invoices; many organisations use Peppol as their receiving channel. When choosing, pay particular attention to the receiving side, the connection to your financial system and the conditions arising from your procurement policy. Also determine in advance under which identification number you will be registered in the Peppol address book (in the Netherlands, for example, the OIN, the government organisation identification number).
For integrators
Integrators who build Peppol in for customers mainly look at the technical side: the quality of the API and documentation, a test environment, webhooks for status messages, support for multiple customers within one account and the ability to manage SMP registrations via the API. Also ask how the provider implements and announces changes to Peppol specifications. You can read how to build Peppol in technically in Integrating Peppol into your software.
In conclusion
Choosing an e-invoicing solution is easier if you first map out your own situation: volume, countries, systems and the choice between sending, receiving or both. With the checklist on this page, you ask every provider the same questions. In the comparison tool on Peppol.now, you can then see which solutions fit best; there you can filter by your software, sector, coverage area and features. If you are procuring through a tender, also read Procuring a Peppol service.
