Peppol for Beginners: A Simple Guide for Dutch Businesses

What Is Peppol?

Peppol stands for Pan-European Public Procurement Online. It is an international network that enables businesses and government organisations to exchange electronic documents, primarily invoices, in a standardised and secure way.

Think of Peppol as the postal service for digital invoices. Just as you need an address to send a letter, every participant on the Peppol network has a unique identifier. In the Netherlands, this identifier is based on your KvK (Kamer van Koophandel) number, the registration number issued by the Chamber of Commerce.

When you send an invoice via Peppol, it travels securely from your system to the recipient's system, fully automated and without the need for email, paper, or PDF attachments.

How Does Peppol Work?

The Peppol network operates through a system of Access Points. Here is how it works in simple terms:

1. You create an invoice in your accounting software or through your Peppol provider's portal
2. Your Access Point sends it over the Peppol network using a secure protocol
3. The recipient's Access Point receives it and delivers it to their system
4. The recipient processes the invoice automatically, without manual data entry

This is similar to how email works: you use your email provider (Access Point) to send a message to someone using a different email provider. The network handles the routing and delivery.

Peppol Box acts as your Access Point, handling all the technical details so you can focus on running your business.

Why Should Your Business Use Peppol?

There are several compelling reasons for local businesses to adopt Peppol:

• Government requirement: If you do business with any public sector organisation, Peppol is mandatory. All government agencies, municipalities, and public bodies require invoices via Peppol.
• Future-proofing: The EU's ViDA (VAT in the Digital Age) initiative will make B2B e-invoicing mandatory by 2030. Starting now gives you a head start.
• Cost reduction: Processing a paper invoice costs between EUR 10 and EUR 30. An e-invoice via Peppol costs a fraction of that.
• Faster payments: Electronic invoices are processed immediately, reducing the time between sending an invoice and receiving payment.
• Fewer errors: Structured data means no more typos, missing information, or misread amounts.

What Do You Need to Get Started?

Getting started with Peppol is straightforward. Here is what you need:

• A KvK number: This is your company's registration number from the Kamer van Koophandel. It serves as the basis for your Peppol ID.
• A Peppol Access Point: A service provider like Peppol Box that connects you to the network. You do not need to install any software or set up servers.
• Your invoice data: The same information you already put on your invoices: company details, line items, amounts, VAT, and payment terms.

That is it. You do not need to be a technology expert or have an IT department. Peppol Box provides a simple web interface where you can create, send, and receive invoices in minutes.

Peppol and Your Accounting Software

If you already use accounting software, there is a good chance it supports Peppol or can be connected to the network. Many popular solutions on the market offer some level of Peppol support, from built-in connectivity to basic UBL export.

However, not every package covers the full range of Peppol features -- and that is where Peppol Box comes in. Whatever accounting software you rely on, Peppol Box works alongside it to connect you to the Peppol network. You can use CSV/XML import and export, leverage the Peppol Box API for custom integration, or take advantage of other custom integrations. As a bonus, with Flexina Sync your accountant can automatically retrieve your invoices from Peppol Box -- free of charge and with no effort on your part.

If your software does not directly support Peppol at all, Peppol Box also functions as a complete standalone solution with its own invoicing portal.

Common Questions from Beginners

Is Peppol only for large companies?
Absolutely not. Peppol is designed for businesses of all sizes, from solo entrepreneurs (ZZP'ers) to multinational corporations. In fact, small businesses often benefit the most from the time and cost savings.

Does Peppol cost a lot?
The cost depends on your provider and volume. With Peppol Box, you can start with a free trial and scale as your needs grow. The savings from eliminating paper processing typically far outweigh the subscription cost.

Is Peppol secure?
Yes. Peppol uses strong encryption and a four-corner model where both sender and receiver are authenticated. All Access Points are certified and regularly audited.

Can I send invoices internationally?
Yes. Peppol is used in over 30 countries. If your trading partner is registered on the Peppol network, you can send them invoices regardless of their location.