Q. Can we start using Qargo as an access point for both sales and purchase invoices?
A. Customers interested in setting up Qargo as as their access point should reach out to their Account Manager to start the process. Once your account is set up and live, it is possible to begin sending sales invoices. For purchase invoices, testing is available on receiving incoming invoices only. Testing for routing to another system is not currently available yet.
Q. Can we see ACCEPTED and/or REJECTED sales invoices in Qargo?
A. Yes, but only if Qargo is used as the Access Point specifically. If using another service, this is not supported.
Q. Is it possible to send attachments with the sales invoices through the automated processes?
A. Currently it is possible to send the INVOICE only as an attachment. Other attachments, (like POD/CMR) will be available shortly, but are not currently supported.
Q. Can we receive attachments as part of the purchase invoice workflow? IE: Invoice with POD is typical.
A. Yes, we support this flow. It is best to know up front which types of documents that will be sent. Once received, documents will automatically be forwarded to the document scanning/matching module.
Q. Will credit notes be received via the Incoming Purchase Invoice workflow?
A. Yes! Purchase credit notes will be supported.
Q. What if I need to approve a Purchase invoice before I accept it?
A. Approval for Non-Transport related invoices will be done via the accounting system. For all transport related costs, the standard Qargo Approval process will apply.
Q. Could I reject an invoice if it's been sent to me in error?
A. No. This is not currently supported as part of the initial release. If this occurs, please provide details for cases where the wrong invoices are received? For instance, is it for a different financial entity, or an invoice with incorrect charges?
Q. How do I know if my invoice has been sent successfully? Is there any confirmation received once sent successfully?
A. No. The Qargo platform does not show any specific confirmation of sending the invoices. There is a specific TASK that is executed to send the invoice. This task will only complete if the invoice has been sent successfully.
Q. How do you currently submit to the Peppol Network? What is the technical language / format being used and what file type do you submit?
A. The format we support is Openpeppol BIS billing 3.0 (https://docs.peppol.eu/poacc/billing/3.0/). For testing, invoice files should be in XML format and can be emailed directly to the Qargo Account Manager. API documentation is available and can be reviewed HERE.
Q. Most accounting systems indicate if a customer is able to receive invoices via Peppol. Will this information be displayed in Qargo as well?
A. No. While this information is not currently displayed, as part of the process Qargo will check if the customer is registered with a Peppol ID. If YES, the 'Peppol Availability' toggle is automatically enabled. The Peppol ID is copied to the customer profile and the 'Peppol Receiver field' is automatically updated to show 'Allowed'.
Q. Is it intended that invoices are first sent to the customer and then sent via Peppol? Or is the invoice also sent directly to the customer when you click send via Peppol?
A. From 01/01/2026 sending an invoice by email is no longer needed, only the invoice sent via Peppol will count. Sending an invoice to the customer by email and sending via Peppol are 2 different tasks in Qargo. The invoice is sent through the Peppol network, but it is still possible to email a copy of the invoice. Executing the task 'Sending via Peppol' will only be possible after posting to accounts.
Q. Can you still adjust the invoice when you send it via Peppol but not yet to the accountant?
A. No. The invoice can only go via Peppol after posting to accounting, after which no adjustments can be done on an invoice. If the task are reset in Qargo and the invoice is edited, users will receive an error if attempting to resend via Peppol. The correct process in this instance would be to issue the credit note and re-invoice.
Q. How do you know if the customer already uses Peppol? Or if you still just need to send the invoice?
A. You can check if the receiver already is registered on the peppol network on this website.
Q. Does this mean that I have to manually go through all customers and look them up in an external database to see whether or not they use Peppol?
A. No, when Peppol becomes mandatory, Qargo will check the Peppol database to look up the Peppol ID. If a Peppol ID is found, Qargo will configure the customer.
Q. Do you always check the customer profile to see if it is already set to Allowed each time you want to send an invoice?
A. No, you will get an error message in Qargo when something went wrong.