PEPPOL e-invoicing

PEPPOL (Pan-European Public Procurement OnLine) is a European e-invoicing network that allows businesses to send and receive electronic invoices in a standardized format. Gem Logic integrates with PEPPOL through Digiteal as the access point provider.

Configuration

To access the PEPPOL configuration, navigate to Accounting ‣ PEPPOL.

The configuration page shows:

  • Registered businesses: All your businesses and their PEPPOL registration status

  • Participant lookup: Search for companies on the PEPPOL network

  • UBL import: Upload UBL XML files manually

  • Webhook events: Recent incoming PEPPOL events

Registering your business

Before you can send or receive invoices via PEPPOL, your business must be registered on the network.

Requirements:

  • Your business must have a valid VAT number configured

To register:

  1. Go to Accounting ‣ PEPPOL

  2. Find your business in the list

  3. Click Register on PEPPOL

  4. Confirm the registration

Once registered, your business will have a PEPPOL identifier in the format 0208:XXXXXXXXX (where X is your VAT number without the country prefix).

Registration status indicators:

  • Green (Registered): Active on the PEPPOL network

  • Yellow (Pending): Registration submitted, awaiting confirmation

  • Gray (Not registered): Not yet registered

Sending invoices via PEPPOL

To send an invoice via PEPPOL:

  1. Open an outgoing invoice

  2. Click the PEPPOL button

  3. Confirm sending

Requirements for sending:

  • Your business must be registered on PEPPOL

  • Your business must have a VAT number

  • The invoice contact must be a company with a VAT number

  • The invoice must have a PDF attachment

Once sent, the invoice shows a green “Sent” badge and the timestamp is recorded in the PEPPOL pushed at field.

Note

The PEPPOL button only appears for invoices where the contact is a company with a VAT number.

Receiving invoices via PEPPOL

When your business is registered on PEPPOL, incoming invoices are automatically received and processed:

  1. A supplier sends an invoice to your PEPPOL identifier

  2. Gem Logic receives the invoice via webhook

  3. An incoming invoice is automatically created with:

    • Invoice number, date, and due date

    • Supplier information (matched or created as a new contact)

    • Amount and VAT

    • PDF attachment (if included in the UBL)

    • Original UBL XML stored for reference

Export invoices as UBL

You can export invoices in UBL format for manual transmission or archival:

Outgoing invoices:

  1. Open the outgoing invoice

  2. Click Export as UBL

  3. Download the XML file

Incoming invoices:

  1. Open the incoming invoice

  2. Click Export as UBL

  3. Download the XML file (original UBL if received via PEPPOL, or generated)

Troubleshooting

Warning

If you receive an error saying “The participant … not registered by the integrator”, it means the receiving party (your customer) is not registered on the PEPPOL network. You cannot send invoices via PEPPOL to companies that are not registered. In this case, send the invoice through traditional channels (email or print).