How to Connect Your Accounting Software to Peppol in Germany

Your Accounting Software Already Works with Peppol

With e-invoicing now mandatory in Germany, one of the most common concerns businesses have is whether their existing accounting software is compatible with the Peppol network. The answer is simple: whatever solution you already use, Peppol Box adapts to it.

You do not need to abandon your current tools, switch to a new platform, or learn a completely different system. Peppol Box is designed as a universal gateway that connects the Peppol network to any accounting software on the market, whether it is a desktop application, a cloud-based platform, or an enterprise ERP system.

Why Peppol Box Works with Any Software

The key principle behind Peppol Box is separation of concerns. Your accounting software handles what it does best: bookkeeping, tax calculations, financial reports, and payroll. Peppol Box handles what it does best: sending, receiving, and managing e-invoices over the Peppol network.

The connection between the two is built on standard data formats that virtually all accounting solutions can work with:

• CSV export/import: The universal format that every spreadsheet and accounting program supports
• XML formats: XRechnung, ZUGFeRD, and UBL files that modern platforms process natively
• Structured exports: Pre-formatted files ready for direct import into popular tax and bookkeeping platforms
• API access: For businesses with custom systems or advanced automation needs

This flexibility means you are never locked into a specific vendor. If you switch accounting software tomorrow, your Peppol Box continues working exactly the same way.

Four Ways to Work with Your Accounting Software

1. Peppol Box Web Portal and Mobile Apps

The most direct way to handle your e-invoicing. Use the Peppol Box web portal or the iOS/Android mobile apps to create, send, and receive invoices directly:

• Intuitive dashboard: Manage all your invoices in a simple inbox-style interface
• Send and receive: Create e-invoices and receive them from suppliers on the Peppol network
• Notifications: Get alerted when new invoices arrive
• Search and filter: Find any invoice quickly by date, supplier, amount, or status
• SEPA QR Code: Auto-generated for each received supplier invoice for quick payment

This is ideal for businesses that want a standalone e-invoicing solution alongside their existing accounting software.

2. Export/Import (CSV, XML, PDF)

For businesses that want to move data between Peppol Box and their accounting software, Peppol Box offers straightforward export options:

• Download individual invoices in XRechnung, ZUGFeRD, PDF, or CSV format
• Batch export multiple invoices at once for periodic import into your accounting software
• Choose your format: Select the export format that matches what your software expects
• Structured data: All exports include complete invoice data (amounts, VAT, line items, payment details)

This approach works well for freelancers, sole proprietors, or small businesses that process invoices weekly or monthly rather than daily.

3. Peppol Box API

For businesses with technical resources or custom-built systems, Peppol Box provides an API available for automation:

• Retrieve invoices programmatically as they arrive
• Submit invoices for sending via the Peppol network
• Query invoice status and delivery confirmations
• Custom integration with your ERP, CRM, or proprietary systems

The API enables custom integration for high-volume businesses or those with specialized requirements.

4. Bonus: Flexina Sync for Your Accountant

Flexina Sync is a free tool exclusively for accountants (tax advisors, fiduciaries). It lets your accountant automatically retrieve your invoices from Peppol Box — free of charge and with no effort on your part:

• Email with download link: Your accountant receives invoices in PDF or XML format
• Web portal: Your accountant can view, filter, and batch download invoices
• Desktop application: Automatic folder sync with configurable frequency (Windows/Mac)
• Platform integration: Works with Billtobox, Billit, Horus, and other accounting platforms
• 100% free: No cost for your tax advisor

Flexina Sync is compatible with any software that accepts UBL XML or PDF, including Expert/M, WinAuditor, Horus, Adsolut, Octopus, WinBooks, Yuki, Venice, Sage BOB, Exact Online, and ClearFacts.

Common Integration Scenarios

Freelancers and Micro-Businesses

If you use a simple cloud-based accounting tool, the best setup is: receive invoices in Peppol Box, use Flexina Sync to forward everything to your accountant, and export data as needed for your own records. Your accountant handles the bookkeeping in their professional platform, and you focus on your work.

Small and Medium Businesses

If your accounting software is the central hub of your financial operations, use Peppol Box's export features (CSV, XML, PDF) to import invoices into your system. Your accountant can also retrieve invoices automatically via Flexina Sync. Outgoing invoices can be created directly in Peppol Box or sent via the API.

Larger Businesses with ERP Systems

Enterprise software often has its own Peppol capabilities, but many businesses prefer a dedicated access point for better control and flexibility. The Peppol Box API enables tight integration with your ERP, automating the entire invoice lifecycle from creation to delivery to archiving.

What About My Tax Advisor's Software?

Your tax advisor likely uses professional-grade accounting software for managing your books. Flexina Sync ensures they receive your invoices automatically, in a format their platform can import directly. This eliminates the traditional back-and-forth of collecting receipts, scanning documents, and sending emails.

The process is entirely transparent to your accountant. They see your invoices appear in their system as if you had uploaded them manually, but without any effort on either side. And because Flexina Sync is free for tax advisors, there is no cost barrier for them to participate.

No Vendor Lock-In, Ever

A critical advantage of the Peppol Box approach is that you are never locked into any particular software. Here is why this matters:

• Switch freely: If you change your accounting software, your Peppol Box keeps working. Just update the export format.
• Change accountants: If you switch tax advisors, reconfigure Flexina Sync in minutes. No data migration needed.
• Scale up: As your business grows from a simple bookkeeping tool to a full ERP, Peppol Box scales with you.
• Standard formats: All data is in open, standardized formats (XRechnung, ZUGFeRD, CSV, XML). Your data is always portable.

Getting Started: A Quick Setup Guide

1. Sign up for Peppol Box and activate your Peppol ID (takes 2 minutes)
2. Identify your accounting software and note what import formats it supports
3. Set up Flexina Sync so your accountant can automatically retrieve your invoices
4. Share your Peppol ID with suppliers and customers
5. Start receiving e-invoices and watch them flow into your existing workflow

The entire setup takes less than 10 minutes, and you do not need any technical expertise. Peppol Box adapts to your tools, not the other way around.