Use this guide to create a sales invoice or sales credit note template that aligns with Peppol field requirements, when sending custom data. In order to process invoices and credit notes, default and custom fields need to be properly mapped to fields supported by the Peppol access point. Mapping to these fields is critical to ensure invoices are transmitted correctly and able to be processed with the expected data.
The standard invoice template is already mapped to meet Peppol invoice requirements. If there are no additional requirements needed, the standard invoice template will be used. Where data should also be reflected in the standard invoice template, be sure to update the main invoice / credit note template.
📚 This applies to both sales invoices and sales credit notes.
For assistance configuring an invoice or credit note, please contact your Qargo Account Manager.
Configure template
There are 2 ways to access the integration templates
CONFIGURATION>Tasks
Select the invoice / credit note menu
Open the 'Send' task
Scroll to the Contact section and click 'Integration template'
CONFIGURATION>Templates
Select 'Integration templates' from the side menu
Open the "Send" task (sales invoice / credit note)
Click and update the Integration template
The template configuration screen is broken into 2 panels.
'Configure template strings' (left side) to select the header or line fields that need to be updated and used in the template
'Visualize data' (right side) preview data using live examples, to validate the data fields are correct.
Map Additional Fields
Specify additional field keys for custom references or descriptions.
Customise whether these appear as line items, in headers, or elsewhere.
Use text override or pull data from specific fields
If using a text override the text will appear in the xml file, but will not be included in the invoice format, if it is not added to the standard invoice template
Pull in data from specific fields using the expression builder.
Preview the Results
Generate a preview of the invoice or credit note using the template visualiser.
Select an invoice or credit note to preview
Confirm that all required data—including custom fields—appears as expected.
Send and Review Invoice/Credit Note
Execute the workflow to send the invoice or credit note via PEPPOL.
Review the sent document and corresponding XML for accurate data inclusion.
Consult Field Mapping as Needed - Reference the PEPPOL mapping documentation to validate the correct alignment of Qargo data fields and PEPPOL requirements.
See the table below for mapping details.
Additional Use Case Examples
Sending a sales invoice that includes a customer-specified PO number, mapped automatically from the order reference field into PEPPOL header data.
Creating a credit note with a custom field for “reason of credit” that is included as a header or line note in both the PDF and XML.
Overriding standard line descriptions to provide more detailed narrative for each charge, ensuring the detail is present in both the printable invoice and the PEPPOL XML transmitted to the customer.
Including Buyer Order Number (BT-10) on Peppol Invoices by mapping the Purchase Order reference to the Buyer Order Number field.
This setup delivers flexible invoice and credit note generation to match partner, regulatory, and operational needs when using Qargo’s PEPPOL integration. Fields may be dynamically sourced from order data or manually customised in the template. Review mapping tables regularly to ensure compliance with current PEPPOL schema requirements.
For optimal customisation of Peppol invoices, always verify compliance with standards, use the Visualiser to preview changes, and apply clear naming conventions for custom fields.
🎥 Watch our short overview video below👇 to see how to update both standard invoice and integration templates
Troubleshooting
Q. Customer invoice is showing the incorrect data fields after being submitted.
A. Sales invoice and credit note templates can be modified to include specific data. If the invoice data is received incorrectly, users need to verify the xml file and confirm which field the data is being sent, in the xml file. In these instances, the fields map need to be mapped to the recognised Peppol fields.
Q. Why are fields from the template not appearing in the preview?
A. Ensure that the field is correctly mapped in the template and matches the dataset of the example invoice.
Q. How do I resolve invalid data format errors?
A. Double-check the Peppol compliance standards for field types, such as ensuring Buyer Order Numbers contain only numeric data.
The table below shows the Qargo field name and the corresponding Peppl reference. You are able to validate the data sent via the original invoice (xml).
‼️ Invoices must be generated and sent to Peppol for the xml file to be available for review.
Navigate to INVOICES>Invoices and select the invoice
Review the xml file to locate the specific data
Verify the data label associated to the field that was sent.
Refer to the table below to confirm the field to update
If the field needs to be updated, follow the steps above to configure the integration template on the 'Send to Peppol' task.
📚 This functionality works for both Sales invoices and credit notes.
For assistance configuring an invoice or credit note, please contact your Qargo Account Manager.
Mapping template info to B2B format
Level | Field Name | Peppol Reference | Path of Peppol XML Reference |
Header | Header_Customer_Reference | BT-10 | cbc:BuyerReference |
Header | Header_PO_Reference | BT-13 | cac:OrderReference |
Header | Header_Payment_Reference | BT-14 | cac:OrderReference > cbc:SalesOrderID |
Header | Header_Note | BT-22 | cbc:Note |
Line | Line_Description | BT-153 | cac:InvoiceLine > cac:Item > cbc:Name |
Line | Line_Additional_Field_<n>_Key | BT-160 | cac:InvoiceLine > cac:Item > cac:AdditionalItemProperty > cbc:Name |
Line | Line_Additional_Field_<n>_Value | BT-161 | cac:InvoiceLine > cac:Item > cac:AdditionalItemProperty > cbc:Value |
Line | Line_Additional_Field_<n>_Key_Without_Order | BT-160 | cac:InvoiceLine > cac:Item > cac:AdditionalItemProperty > cbc:Name |
Line | Line_Additional_Field_<n>_Value_Without_Order | BT-161 | cac:InvoiceLine > cac:Item > cac:AdditionalItemProperty > cbc:Value |
Line | Line_Description_Without_Order | BT-153 | cac:InvoiceLine > cac:Item > cbc:Name |