How to Choose Your Peppol Solution: Criteria and Tips

Why Choosing the Right Peppol Provider Is Important

To access the Peppol network, your business must go through a certified Peppol access point (Access Point). This provider is your gateway to the network and plays a central role in your electronic invoicing experience. A poor choice can lead to technical problems, excessive costs or a lack of support when you need it most.

In the country, where B2G electronic invoicing has been mandatory since March 2023, choosing the right Peppol provider has become a strategic decision for businesses of all sizes. This article guides you through the essential criteria for making the right choice.

Essential Selection Criteria

1. Official Peppol Certification

The first and most fundamental criterion is official certification as a Peppol access point. This certification is issued by OpenPeppol, the international organisation that governs the network. A certified provider guarantees the technical compliance of its services and adherence to Peppol standards.

Always verify that your provider appears in the official list of Access Points certified by OpenPeppol.

2. Ease of Use

For local SMEs, ease of use is a decisive criterion. Not all businesses have a dedicated IT department. Your provider should offer:

• An intuitive web interface, usable without technical skills
• A simple and quick registration process
• The ability to send invoices in a few clicks
• A clear dashboard to track your sent and received invoices

3. Transparent Pricing

Pricing models vary considerably from one provider to another. Some charge a monthly subscription, others a price per transaction, and some combine both. Make sure you understand:

• The monthly or annual subscription cost
• The price per invoice sent and/or received
• Any setup or configuration fees
• Additional costs for advanced features (API, integrations, etc.)

Do not forget that the SME Packages Digital programme from the Ministry of the Economy can cover up to 70% of costs for digitalisation, including Peppol service subscriptions. This aid can significantly reduce your investment.

4. Customer Support and Assistance

Customer support is crucial, especially during the startup phase. Evaluate the following:

• Support languages: support in French, German and/or Luxembourgish is a major asset in the local market
• Contact channels: email, phone, live chat
• Response time: responsive support is essential for invoicing issues
• Documentation: user guides, FAQs, video tutorials
• Personalised assistance: help with initial setup and team training

5. Features Offered

Depending on your needs, certain features can be decisive in your choice:

• Sending and receiving: some providers only offer sending; make sure receiving is also included
• Invoice creation: ability to create invoices directly in the interface, without external software
• Mobile apps: access your invoices from your smartphone for on-the-go management
• API integration: connection with your existing accounting tool or ERP
• Archiving: secure storage of your invoices compliant with legal requirements
• Notifications: real-time alerts when new invoices are received

6. Reliability and Availability

Your Peppol provider must guarantee high availability of its services. An outage can block sending or receiving invoices, which can have financial consequences. Verify:

• The guaranteed uptime (SLA)
• The service stability history
• Security measures and data protection
• GDPR compliance, particularly important in the Grand Duchy

Pitfalls to Avoid

When making your selection, be vigilant about certain common pitfalls:

1. Long-term commitment: be wary of contracts that bind you for several years with no possibility of termination
2. Hidden costs: some providers display attractive prices but add extra fees for essential features
3. Oversized solution: an SME does not need the same tools as a multinational. Choose a solution adapted to your size
4. No trial period: a good provider lets you test their solution before committing

Why Peppol Box Is Suited to the Local Market

Peppol Box is not a Peppol access point: it is a simple and compliant invoicing software, connected to the Peppol network via a certified access point. Concretely, you benefit from all the advantages of the Peppol network without having to manage the technical complexity of an Access Point.

Here is what distinguishes our solution:

• Simple and intuitive interface: create and send your first invoice in minutes
• Transparent pricing: clear plans, with no hidden costs
• Mobile apps: available on iOS and Android to manage your invoices on the go
• Responsive support: a team available to assist you
• Discovery offer: test the solution for 5 days for 5 euros, with no commitment
• SME Packages Digital compatible: our service is eligible for the Ministry of the Economy subsidy programme
• Flexina Sync: free tool allowing your accountant to automatically retrieve your invoices from Peppol Box