Peppol & E-Invoicing

Peppol is a network for the secure and standardized exchange of electronic business documents, such as e-invoices and orders. The Peppol network uses Access Points for data exchange between organizations, government agencies, software vendors, service providers, and accounting software packages. Peppol is often regarded as the international standard for e-invoicing, because different systems can exchange electronic invoices using the same protocols.

E-invoicing via Peppol means that invoices are sent and received digitally as structured electronic files. As a result, an e-invoice can be automatically read and processed by software. This reduces manual administrative tasks and human errors. Peppol uses standardized protocols, enabling e-invoices to be exchanged between different companies, government agencies, administrative software, and accounting packages.

An e-invoice is an electronic invoice containing structured data. The invoice data is formatted in XML or UBL, for example, so that a system can recognize the supplier, invoice number, amounts, VAT, line items, codes, and references. An e-invoice is therefore more than just a PDF sent by email. Its main advantages include automated processing, fewer errors, and better integration with your financial processes.

No. A PDF sent by email is intended to be read by people. An e-invoice contains structured data that can be automatically processed by a computer using accounting software or an ERP system. Sometimes, a PDF version is sent along with the XML file. As a result, paper invoices sent by mail and standalone PDFs remain distinct from true electronic invoices.

Creating, preparing, sending, or transmitting e-invoices is usually done through your ERP or accounting software. Scan Sys focuses primarily on receiving, parsing, verifying, and processing incoming e-invoices via Peppol, XML, and UBL. We do, however, assess how sending e-invoices from your ERP fits into your overall invoicing process and which integration or service provider is involved.

XML is a file format used to structure invoice data. XML uses tags to make information recognizable to software. Examples include tags for supplier, invoice date, VAT, amounts, line items, codes, and order references. XML is therefore not a standard visual invoice, but an electronic file that systems, databases, and accounting software can use.

Universal Business Language (UBL) is a widely used XML standard for electronic invoices and other business documents. In a UBL invoice, billing information is stored in a standardized format, allowing different systems to exchange and use the same information. UBL is often used for e-invoicing via Peppol and helps ensure more reliable automated processing of invoice data.

E-invoicing is mandatory for transactions with the national government. Municipalities, provinces, and water boards are also increasingly using e-invoices. For organizations that do business with the government, e-invoicing is therefore becoming the standard.

In Europe, Belgium, France, Italy, and Spain are key countries to watch. Belgium has mandated structured B2B e-invoicing starting in 2026, and Peppol plays a key role in this. France is rolling out e-invoicing in phases. Italy has been using mandatory e-invoicing via the national SDI platform for some time now. Spain has enshrined mandatory B2B e-invoicing in law and is following its own implementation roadmap.

E-invoicing is part of the EU’s ViDA initiative. As a result, structured electronic invoicing will become increasingly important in the coming years for companies that do business internationally, want to receive e-invoices digitally, or want to prepare their invoice processing for future requirements.

No. Scan Sys itself is not a Peppol Service Access Provider. We connect with parties that can receive or exchange e-invoices via Peppol. Scan Sys’s strength lies in the subsequent processing: parsing XML, verifying invoice data, matching, approving, and posting to the ERP system. This allows Scan Sys to remain flexible and enables ImageCapture to adapt to the workflow that best suits your organization.

Yes. ImageCapture can automatically process Peppol invoices within your existing invoicing process. XML, UBL, and Peppol invoices are imported, validated, linked to the appropriate records, and, where possible, matched with orders, receipts, or journal entries. Discrepancies remain visible for review, ensuring that e-invoices not only come in but also flow smoothly through your process.