Introduction
Many business customers, and in Belgium the government, want their invoices delivered straight into their accounting software instead of as a PDF in an email. The network that carries those invoices is called Peppol. RentVisie can send your finished invoices and credit notes over Peppol and then shows you whether each one arrived and was accepted.
Day to day you work on the screen headed Peppol Invoices. Across the top sit three tabs: Invoices (finished invoices waiting to go out), Sent (invoices Peppol has delivered) and Issues (invoices that failed). Each tab is a list with filters above the columns and a Refresh button. The one-off set-up lives on a second screen, headed Peppol Settings, which only a company administrator can open.
Why you would come here:
- A business customer's bookkeeper says "please send your invoices over Peppol, not by email".
- You've just finalised this week's invoices and want the business ones on their way.
- The daily overview shows a red Peppol action required banner and you need to see which invoice failed.
- A customer says they never received invoice 2026-0412 and you want to check whether Peppol delivered it.
- An invoice was billed to the wrong address and must not go out electronically.
Words this screen uses
| The screen says | What it means |
|---|---|
| Peppol | The European network for sending invoices between businesses' accounting systems |
| Participant | A company registered on Peppol, so it can be found and can receive invoices |
| Business card | Your public entry in the Peppol directory: name and country, so others can look you up |
| Peppol ID / Codes | The kind of number that identifies a company on Peppol (for example its VAT number) and the number itself |
| Credit note | A negative invoice; Peppol treats it as its own kind of document |
| Validation | Peppol's check that the invoice meets the e-invoice rules |
Every way to send an invoice over Peppol
| Route | Where | What it does |
|---|---|---|
| Send to Peppol | Financials → Peppol tile → Invoices tab | Sends the invoices you tick, straight away |
| Automatic run | No screen | Picks up every waiting invoice every three hours, if RentVisie support has switched this on for your company |
| Resend | Sent tab, or the customer's Peppol Invoices tab | Sends one invoice again |
| Retry icon | Issues tab | Sends a failed invoice again |
Use this page for anything to do with Peppol. For emailing an invoice as a PDF, see Send an invoice to a customer.
How to use
Configuration
Setting up Peppol has four parts, done once, in this order. Steps 2 to 4 are all on the Peppol Settings screen, which has five tabs: Branch Codes, Customer Codes, Default Codes, Branch Participant and Customer Participant.
Before you start: the connection between RentVisie and the Peppol network is set up by RentVisie support, not by you. Ask them to activate it before you start; until they do, the buttons below answer No active Peppol connector was found. Everything on this list needs a company administrator account.
1. Switch Peppol on for your company.
- From the main menu, open Admin → Settings, then click the Integrations tile.
- On the Integrations screen, set Peppol to Yes and click Save.
Peppol starts switched off. Once it is on, a Peppol tile appears on the Admin → Settings screen and on the Financials screen, and each invoice gets an Excluded from Peppol choice. Turning it off hides those again and stops sending. Invoices already sent are not affected.
2. Register your branch as sender. Every branch that sends invoices needs its own codes. If a branch has none, its invoices never go out over Peppol.
- From the main menu, open Admin → Settings, then click the Peppol tile.
- On the Branch Codes tab, click the branch in the list on the left.
- Under Codes on the right, click Create.
- Pick the Peppol ID kind from the list below. The grey box beside it shows the matching number, and the box next to it fills in from the branch's details.
- Choose Country code and check Currency (EUR).
- Leave the long technical boxes (Customization ID, Profile ID, Document type ID, Process ID and so on) as they are. They are already filled with the correct standard values, printed under each one as Default value.
- Click Save. The app answers Codes has been saved successfully.
| Peppol ID | Number shown | Filled in from the branch's |
|---|---|---|
| BE:VAT | 9925 | Vat number |
| BE:EN | 0208 | Chamber of Commerce (the Belgian company number) |
| IBAN | 9918 | Iban |
| GLN | 0088 | Nothing; type the number yourself |
If a box is empty, Save refuses and shows a message beside it, for example Endpoint ID is empty. That means the branch's own record has no number of that kind. Fill it in on the branch's details, see Branches, then choose the Peppol ID again.
Then register the branch on the Peppol network: open the Branch Participant tab, click the same branch and click Create. The app answers The participant was created successfully. and the right side shows Participant ID, Participant registration successful and a Message.
3. Publish a business card. Still on Branch Participant, with the branch selected, click Create/Update Business Card. This puts your branch in the public Peppol directory so customers' systems can find you. The app answers Business card created successfully. and Business card successful changes to Yes. Click it again whenever the branch's name or country changes.
4. Set the default codes for customers. On the Default Codes tab, click Create, choose the Peppol ID kind most of your business customers use (usually BE:VAT for their VAT number), choose Country code, and click Save. The app uses this to build each customer's codes by itself, from the customer's VAT number, Chamber of Commerce or Iban, the first time one of their invoices goes out. Without default codes, customer codes cannot be created at all: the app answers Create default codes first.
Codes for one customer. A customer who uses a different kind of number needs their own codes. Either:
- on Peppol Settings → Customer Codes, click the customer, click Create, adjust and click Save. Reset puts the default codes back, and Delete removes the customer's own codes; or
- open the customer's record, go to the Peppol Settings tab and click Override Peppol Codes. Choose the Peppol ID and check the number, then press Save at the bottom of the customer record.
Register a customer as receiver. Most business customers are already on Peppol through their own accounting software, and need nothing from you but correct codes. For a customer who is not, you can register them through your connection: Customer Participant tab, find the customer by First name or Last name, click it, click Create, then Create/Update Business Card. The customer needs codes first, or the app answers No Peppol code is associated to this company.
Using the Peppol screen
From the main menu, open Financials, then click the Peppol tile. A company administrator can also get there from the Peppol Overview button on the daily overview's Peppol action required banner.
Send waiting invoices
- Stay on the Invoices tab. It lists finished invoices waiting to go out, newest first.
- Tick the invoices to send. The Send to Peppol button appears once at least one is ticked.
- Click Send to Peppol. The app answers Your invoices are sent via Peppol... and the ticked invoices leave the list.
Only these invoices appear on the Invoices tab. All five conditions must hold:
| Condition | Where to check it |
|---|---|
| The invoice is not a draft | Status column; a draft first has to be finalised |
| The customer is a business | is company on the customer's record |
| The invoice's branch has Peppol codes | Peppol Settings → Branch Codes |
| The invoice is not excluded | Excluded from Peppol on the invoice |
| It has not been sent to Peppol before | Otherwise it is on Sent, on Issues, or on the customer's Peppol Invoices tab |
Exclude an invoice. Click Exclude at the end of its row. It leaves the list at once, with no question asked. To bring it back, open the invoice (pencil icon, or from its booking or customer) and set Excluded from Peppol to No.
Follow a document's status. Open the Sent tab for delivered invoices and the Issues tab for failed ones. Each row shows Invoice number, Customer, ValidationStatus, Status and Status message. The eye icon opens the full record with Status Message, Validation Message and the time of the last change; close it with Cancel. To see every Peppol invoice for one customer, whatever its status, open the customer's record and the Peppol Invoices tab.
Work the Issues tab. Each row has a set of icons under Actions:
| Icon | What it does | Who |
|---|---|---|
| Eye | Opens the record, to read why it failed | Everyone who can open the screen |
| Circular arrows (retry) | Sends it again. The app answers Sending invoice to Peppol. Details will update once delivery is confirmed. | Company administrators and most staff |
| Envelope | Opens a ready-made email inviting the customer to join Peppol | Everyone |
| Bin (ignore) | Marks it IGNORED, which takes it off the list for good. No question asked | Company administrators |
The Peppol Code Missing column tells you when the customer's codes could not be built. It reads Peppol codes for the customer are invalid...: fill in the customer's VAT number or Chamber of Commerce, or set their codes by hand (see Configuration), then retry.
Key details
What each status means. Skim the table once; you will come back to single rows when a status puzzles you:
| Status | Meaning | Shown on |
|---|---|---|
| (empty) | The app could not even start sending, usually because the customer's codes are missing | Customer's Peppol Invoices tab only |
| NEW | Handed to Peppol, not yet on its way | Customer's tab only |
| SENDING | On its way; normally short | Customer's tab only |
| SENT | Delivered to the customer's Peppol address | Sent tab |
| SENDING_FAILED | Delivery failed; read Status message | Issues tab |
| VALIDATING / VALIDATED | Peppol's rules check is running / finished | Customer's tab only |
| IGNORED | Someone pressed the bin icon | Customer's tab only |
Validation outcomes are in a separate column, ValidationStatus: VALID (meets the rules), INVALID (breaks a rule; the Validation Message says which) or UNABLE_TO_VALIDATE (Peppol could not check it). An invoice can be SENT and INVALID at once: it arrived, but the customer's system may reject it.
Negative invoices become credit notes. The app decides by the total alone: anything with a total below zero goes out as a credit note, everything else as an invoice.
Worked example. Autoverhuur Jansen finalises three invoices on Monday. Invoice 2026-0412 to Bouwbedrijf De Vries BV is €1,200.00 plus €252.00 VAT, €1,452.00 in total; the Antwerp branch has codes and De Vries is a company, so it appears on Invoices and goes out as an invoice. The credit note for a returned trailer, −€200.00 plus −€42.00 VAT, −€242.00 in total, meets the same conditions and goes out as a credit note. Invoice 2026-0413 for €350.00 to a private customer never appears, because the customer is not a company. It still goes by email as usual.
Sending is not instant. The button only hands the invoice over. Delivery and validation news comes back from Peppol later, so press Refresh after a few minutes.
What to do next: after sending, check the Sent tab later in the day. If the Issues tab has rows, deal with those first. They have already failed, while waiting invoices are only due.
Q&A
An invoice was sent to Peppol by mistake. Can I take it back? No. Once delivered it is in the customer's system. Make a credit note for it, see Take back an invoice with a credit note. Use Exclude before sending next time.
Why is a business customer's invoice missing from the Invoices tab? One of the five conditions in the table under Using the Peppol screen fails. Most often the customer is not marked is company, or the invoice's branch has no codes on Peppol Settings → Branch Codes.
Why did an invoice disappear from the Invoices tab without reaching Sent or Issues? It was handed over but has another status, usually empty (codes missing) or SENDING. Open the customer's record, Peppol Invoices tab, and read Status message, then press Resend once the cause is fixed.
An invoice has shown SENDING for more than a day. What do I do? The app never gives up on a document by itself, so it can stay like that. Open the customer's Peppol Invoices tab, click the row and read Status Message. Before pressing Resend, ask the customer whether it arrived after all, or they may receive it twice. If it stays stuck, contact RentVisie support.
The Status message says the customer is not registered. The customer cannot receive Peppol invoices yet. Use the envelope icon on the Issues tab to invite them. Until they join, email the invoice instead, see Send an invoice to a customer, and ignore the Peppol row with the bin icon.
I ignored a document by mistake. Nothing on the screen sets it back, but you can still send it: open the customer's record, Peppol Invoices tab, and press Resend on that row.
Send to Peppol says "PDfs are not generated yet please try again later." Peppol invoices carry the invoice PDF inside them, and it has not been made yet. Open the invoice, press PDF, then send again. Invoices without a PDF simply stay on the list.
The message after sending mentions an "Info tab", but there isn't one. Look on the Sent tab, or the customer's Peppol Invoices tab.
Why don't I see the Peppol action required banner even though the Issues tab has rows? The banner is for company administrators only, and it currently only appears for companies that also use the Keycafe key-box link. Check the Issues tab yourself each day.
The Peppol tile is missing from Financials. Peppol is switched off for your company; see step 1 of Configuration.
The envelope icon says "No template was found." Nobody has made the Peppol invitation email yet. Ask a company administrator to create an active email template of the type Peppol Invitation.
I registered a branch or customer by mistake. Only RentVisie support can remove a registration; ask them.
Related pages: Check your daily overview for the Peppol action required banner; Take back an invoice with a credit note when a sent invoice was wrong; Create a customer record for the is company, VAT number and Chamber of Commerce fields Peppol depends on.