Peppol Invoicing with Eguide
Find out what Peppol is changing and how electronic invoicing works in Eguide.
What is Peppol?
With a traditional PDF invoice, the recipient essentially receives a digital document that must be read or processed. A structured electronic invoice, on the other hand, contains the data in an agreed-upon format, allowing accounting and invoicing systems to automatically recognize and process that information.
Consider information such as:
- the sender and recipient;
- invoice number and invoice date;
- amounts;
- btw;
- invoice lines;
- and payment information.
This makes data exchange between different systems much more consistent.
Peppol is more than just a file format
Peppol does more than just define how data is structured. It also provides a network that allows senders and recipients to securely exchange electronic documents.
You don't have to use the same accounting or invoicing system as your client.
The systems communicate with each other via the Peppol network.
Why was electronic invoicing made mandatory?
Structured electronic invoices can eliminate a lot of manual work.
When data can be processed automatically, amounts, VAT numbers, invoice numbers, and other information need to be re-entered less often.
This can reduce errors and simplify the processing between the sender, the recipient, and the accounting department.
Less manual invoice processing?
Manage your financial tracking through Eguide.
Peppol and Eguide
Invoicing is part of the broader financial tracking process in Eguide.
A booking contains the details and order lines on which your invoice can be based. An employee then selects which order lines to invoice and creates the invoice.
In Eguide, invoices are always intentionally created and sent by a staff member. The system does not automatically generate an invoice as soon as someone books a tour.
Once Peppol has been configured for your organization, Eguide can be used to send a valid invoice electronically via Peppol.
You retain control over what you send
This approach aligns with how invoicing is structured in Eguide.
For example, a transaction may include multiple invoices. These could include an advance invoice, a final invoice, or a supplementary invoice if something about the transaction changes later.
Credit memos can also be used when an existing invoice needs to be corrected.
This means the employee retains control over what is billed and when the invoice is created and sent.
Peppol is not separate from your customer data
Accurate customer and company information is also required for proper billing.
Eguide keeps track of organizations and their contact and billing information within its customer management system.
In addition, organizations can maintain relevant Peppol data.
This way, customer data, bookings, and billing are all integrated into a single system.
From booking to invoice
Peppol primarily changes the way electronic invoices are exchanged between systems.
The steps involved in doing so remain at least as important.
A customer books or requests a guided tour. The booking is tracked in Eguide. Any changes are processed, and when it’s time to invoice, an employee determines which order lines will appear on the invoice.
After that, the invoice can be sent through the appropriate channel.
That is exactly why invoicing within Eguide is not treated as a separate component: it builds on the data generated earlier during operations.
Electronic invoicing using the same process
So the switch to structured electronic invoicing doesn't have to mean that you have to set up a separate process in addition to your day-to-day operations.
With Eguide, bookings, customer data, and financial tracking remain linked, while Peppol makes it possible to send compliant electronic invoices via the designated network.
This is how the shipping channel changes, without requiring you to separate your billing from the rest of your organization.
Would you like to see how bookings and financial tracking come together in Eguide? Discover our features or request a demo.
