Testing Now
Peppol functions are available for Sales Invoices. Purchase Invoice available for testing. 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 Overview(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.
Generate pdf of invoice
Post invoice: Post invoice task as part of the invoice workflow
Note: "Send to accounting" task must be complete before invoice/credit note can be sent to Peppol.
There is a hard-coded check to verify this happens.
Submit to Peppol: Submit invoice 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.
Customer configuration to send invoice
To successfully send invoices via the Peppol network, customer profiles associated to the Sales Invoice or Sales Credit Note, must have some fields configured.
Make sure the company linked to the sales invoice or sales credit note has one of the relevant fields filled in.
Registration Number(aka ondernemingsnummer) if the company is registered on the Peppol network with this identifierVAT Numberif the company is registered on the Peppol network with this identifierPeppol Identifierif you know the Peppol identifier or if it’s a non Belgian identifier.Note that the identifier has the follow format
<scheme>:<identifierwhich needs to be a valid Peppol scheme and identifier.
Select Peppol Receiver settings for the Company:
ALLOWED - Customer can receive documents over Peppol integration. System will use Peppol ID and route invoices and credit notes via Peppol Network.
Requires valid Peppol Receiver ID to be entered
NOT_ALLOWED - Customer is not considered 'Peppol-enabled'. System will block Peppol delivery and revert to standard method (email, portal or another alternative e-invoicing format).
Prevents sending via Peppol even if ID is present
After an invoice or credit note has been posted, you can use the contact task to send it via Peppol to the other company.
🎉 Once this task completes you have successfully sent over the invoice via Peppol 🎉
Purchase Invoice Workflow (Incoming)
Qargo offers a choice of flexible options to handle purchase invoices. These invoices can be from multiple sources, and may not necessarily be associated with a specific trip (for example, invoices related to office supplies). This introduces a more complicated workflow, however these new options can accommodate this level of complexity, and offers more streamlined workflow options.
Option 1: Qargo as central access point
Qargo registers as official access point.
All incoming purchase invoices, including NON-TRANSPORT purchase invoices are processed through the Qargo access point.
Qargo Intelligence (Qi) process purchase invoices
Transport related purchase invoices matched to Trips, and sent to accounting software
Non-transport purchase invoices sent to accounting software
🧰 Viewing sensitive documentation is under review.
Option 2: External access point with API to Qargo
3rd party application acts as the official access point and router
3rd party receives all incoming purchase invoices filters out transport-related purchase invoices & push to Qargo API
Qargo Intelligence (Qi) matches and process purchase invoices for cost allocations
Processed purchase invoices can be sent to accounting software using either manual or integrated workflow where available.
Non-transport purchase invoices routed directly to accounting software
Option: 3rd party sends transport related purchase invoices directly to accounting software. Transactions are sent back through access point and routed back to Qargo for consistent records
Option 3: Accounting software* as central access point
*Limited to Adsolut, Adfinity or Exact Online applications
Accounting software acts as the official access point and receives all invoices.
Transport related invoices 'Pulled' into Qargo.
Qargo Intelligence (Qi) matches and process invoices for cost allocations
Processed invoices are sent back to accounting software
Non-transport related invoices processed directly in accounting software
Option 4: *Other Accounting software as central access point
*If using an accounting software package not listed above, the process is somewhat manual.
Accounting software acts as the central access point and receives all invoices.
Transport related invoices downloaded manually
Manually upload invoices into Qargo
Qargo Intelligence (Qi) matches and process invoices for cost allocations
Manually export transport costs and upload to accounting software.
Non-transport related invoices processed in accounting software.
💬 For assistance with setup or questions about Peppol integration, please contact your Qargo Account Manager.
Peppol Network services, for both outgoing (sales) and incoming (purchase) invoices included at no additional charge.