Coming Soon!
Peppol functions will be available for Invoices Q3, 2025.
Below are details of how this functionality will work in Qargo.
What is Peppol?
Peppol is a digital infrastructure that connects various e-procurement systems through a standardised network. It operates on a 4-corner model where both sender and receiver use their own access point providers to handle the technical aspects of document exchange.
Qargo will work with a certified provider to send invoices through to the Peppol Network, ensuring secure and standardised electronic invoice delivery..
Setup Requirements
Before using Peppol functionality, you will need to complete the following setup requirements:
• Peppol Identifier: You must provide your unique Peppol identifier during setup. This identifier is formatted with your VAT registration number, DUNS number, or other qualifying business identifier.
• Configuration Assistance: Your Qargo Admin will handle all technical configuration as part of your setup process. No additional technical work is required from your end.
• Account Integration Updates: If you have existing account integrations, your Qargo Onboarding Manager will coordinate any necessary updates to ensure seamless operation.
Technical Implementation Details
The Peppol integration includes several technical components that work automatically once configured:
• Pre-configured Task: The new 'Send Peppol Task' will be pre-configured in your tenant and ready to use immediately after setup.
• Accounting System Integration: If you have an existing accounting system integration, the 'Send Peppol Task' will automatically link to your accounting system.
• Standard Implementation: No additional engineering work is required for the standard implementation. Once configuration to 'send invoices' is complete, the functionality becomes active.
• Error Handling: The system provides clear error messages for unsuccessful transactions, allowing you to make necessary corrections quickly.
• Standard Functions: All standard task functions remain available, including quick actions and labelling features.
How Peppol Works in Qargo
Sales Invoice Workflow (Outgoing Invoices)
The Sales Invoice workflow allows you to send invoices through the Peppol network following these steps:
Create Invoice: Create your Qargo Sales invoice following your existing business process.
Submit to Peppol: Before posting the invoice, submit it to Peppol using the new 'Send Peppol Task.'
• If customer approval is needed first, you can use a proforma invoice to get approval before sending through Peppol.
Invoice Status: Once sent through Peppol, the invoice will be LOCKED (indicated by a lock icon) but not yet Posted to your accounting system.
Complete Workflow: Complete the workflow by posting the invoice to export the file or import it via integration to your accounting system.
• Where accounting integration exists, the 'Send Peppol Task' will automatically link to the accounting system for seamless processing.
Purchase Invoice Workflow (Incoming)
The Purchase Invoice workflow handles incoming invoices from the Peppol network. Invoices coming into the Peppol network can be from multiple sources and may not necessarily be associated with a specific trip (for example, invoices related to office supplies). This introduces complexity when attempting to identify and retrieve only the invoices that are required in Qargo.
Standard Incoming Invoice Process
Qargo receives incoming invoices and credit notes from the Peppol network.
Automatic Routing: Qargo automatically routes invoices to the correct system for processing:
Transport Invoices: Automatically processed and matched using Qargo Intelligence, eliminating manual interventions.
Other Invoices: Forwarded to a configurable email address for manual processing or sent directly to your accounting solution's mailbox.
Alternative Setup for Existing Peppol Registrations
If another system has already registered your company on Peppol, you have two options available:
API Endpoint: Use the available API endpoint for Peppol integrators to upload purchase invoices directly.
Direct Pull: Pull purchase invoices directly from your accounting system.
Note: This option is available on select systems only.
Qargo target Go Live date: Q3, 2025
Sending invoices to Peppol Network service included at no additional charge.
For assistance with setup or questions about Peppol integration, please contact your Qargo Account Manager.