Sending invoices over Peppol

This guide describes the process for sending an electronic invoice over the Peppol network with YouInv.

Prerequisites

Before sending an invoice over Peppol, make sure that:

1. Your company is registered

YouInv registers your company on the Peppol network automatically once your details are verified:

• A valid VAT number
• The company's complete address
• Contact details (email, phone)

2. Your client is registered on Peppol

In Clients, check that your client has:

• A valid VAT number
• An active Peppol badge

The sending process, step by step

Step 1: create an invoice

1. Go to Invoices > New invoice
2. Select your client
3. Add the invoice lines with:
   • The product/service description
   • The quantity
   • The unit price
   • The VAT rate

Step 2: check Peppol eligibility

YouInv checks automatically whether the client can receive over Peppol:

• Green Peppol icon: the client is eligible, delivery goes over Peppol
• Grey Peppol icon: the client is not on Peppol, delivery goes by email

Step 3: validate the invoice

1. Click Send invoice
2. Check the summary:
   • Total excluding VAT
   • VAT amount
   • Total including VAT
   • Delivery channel (Peppol or email)

Step 4: automatic delivery over Peppol

When you confirm the send, YouInv handles the whole process:

1. Generates the document compliant with the Peppol EN16931 standards
2. Attaches the invoice PDF
3. Sends it securely over the Peppol network
4. Confirms delivery to the client's system

Step 5: tracking delivery

After sending, you can follow your invoice's status:

1. Go to Invoices > select your invoice
2. Read the Peppol status section:
   • Sending: the document is in transit
   • Delivered: the document reached the client's system
   • Accepted: the client confirmed receipt
   • Rejected: the client rejected the invoice (with a reason)

Checks before sending

Before an invoice goes out, YouInv checks automatically:

The issuing company

• ✅ The VAT number is filled in
• ✅ The complete address is available
• ✅ The contact details are complete

The receiving client

• ✅ The client has a valid VAT number
• ✅ The client is registered on Peppol

The document

• ✅ Every line has an amount > 0
• ✅ The VAT rates are set
• ✅ The total including VAT matches the calculations
• ✅ The currency is valid

Handling errors

Common errors and how to fix them

What to do when it fails

1. Check the details of your company and of the client
2. Read the error message shown
3. Send by email while the problem is being resolved
4. Contact support if the error persists

Good practice

Before sending

• ✅ Check that every required field is filled in
• ✅ Review the amounts and the VAT rates
• ✅ Make sure the IBAN is correct for payments
• ✅ Re-read the line descriptions (the client sees them)

After sending

• ✅ Check the delivery status within 24h
• ✅ Keep the Peppol document ID for traceability
• ✅ Follow payments in Finance > Transactions
• ✅ Chase unpaid invoices with automatic reminders

To go faster

• ⚡ Turn on automatic sending in the Peppol settings
• ⚡ Create invoice templates for recurring clients
• ⚡ Configure default VAT rules
• ⚡ Use products/services to pre-fill the lines

Frequently asked questions

How long does Peppol delivery take?

The technical send usually takes less than 5 seconds. Delivery to the recipient can take from a few minutes to a few hours, depending on the client's access point.

Can I cancel an invoice sent over Peppol?

No. Once sent over Peppol, an invoice cannot be cancelled. You have to issue a credit note to correct it.

Can the client refuse a Peppol invoice?

Yes. The client can reject the invoice from their system, with a reason. You are notified and can correct it and send it again.

What happens if the client is not on Peppol?

YouInv detects that automatically and sends the invoice by ordinary email, with the PDF attached.

Are Peppol invoices legally compliant?

Yes. The invoices YouInv generates follow the EN16931 standard and comply with Belgian and European legal obligations.

Technical support

For any question or problem:

• 📧 Email: info@youinv.com
• 💬 Chat: available in the application
• 📚 Documentation: https://docs.youinv.com