HOWTO: Sending E-invoices via Peppol in Equicty Equstable

An important part of Belgian e-invoicing legislation is that B2B invoices must be sent through the Peppol network. In Equicty Equstable, this is possible directly.
Read this article to learn how to easily send e-invoices via Peppol from your Equstable account.

TABLE OF CONTENTS

• Enabling Peppol
• Sending invoices via Peppol
• Requirements for sending
• Adding attachments
• Important notes
• Invoice status and customer responses
• Sending invoices versus accounting software
• Sending e-invoices within Europe
• E-invoice sent but not received

Enabling Peppol

To send invoices via Peppol, Peppol must first be enabled in your Equicty Equstable account.

Follow the instructions in: [HOWTO Enable Peppol in Equicty Equstable].

You can send invoices from multiple tools if you wish. This means that, besides Equicty Equstable, you can also use other software to send invoices.

However, receiving via Peppol can only be configured in one tool at a time.

More information: [HOWTO Receiving e-invoices via Peppol in Equicty Equstable].

Placeholder product screenshot: Equicty Equstable → Settings → Company information → Peppol status.

Sending invoices via Peppol

Follow these steps to send an invoice via Peppol:

1. Go to the main Invoicing module → Invoices section.

2. Open the invoice you wish to send through Peppol.

3. Ensure the invoice is booked.

4. Click Send.

5. Choose Send via Peppol network.

Placeholder product screenshot: Invoice detail — button “Send via Peppol network”.

Requirements for sending

To send an invoice through Peppol, the following conditions must be met:

• The invoice belongs to a Belgian or Luxembourgish company entity in your Equstable account for which Peppol is enabled.

• The customer must be Belgian, Dutch, or Luxembourgish.

• The customer must have a valid VAT or company number on their contact or company page.

• The customer must be registered on the Peppol network.

Note: You can also use a different Peppol identifier, such as a GLN or DUNS number.

See: [HOWTO Choose another Peppol ID for your customer].

If the customer is not yet registered on Peppol, you can still send the invoice by email or post.
Equstable will automatically search the Peppol database and show whether the customer was found.

Placeholder product screenshot: Pop-up message “Customer not found on Peppol”.

Adding attachments

When sending an invoice via Peppol, the PDF version of the invoice is attached by default.
You can add additional files via Add attachments.

Placeholder product screenshot: Invoice screen — “Add attachments” section.

Supported file types and limits:

• Maximum of 5 attachments in total (including the invoice PDF).

• Maximum total file size: 100 MB.

• Supported formats: PDF, PNG, JPG, XLSX, CSV.

• All files are bundled into one UBL file that is sent through Peppol.

Placeholder visual: Diagram “Invoice + Attachments → UBL file → Peppol”.

Important notes

• An invoice can only be sent once via Peppol.
  Resending it would create a duplicate invoice for the customer.

• Need to make text corrections or the customer hasn’t paid yet?
  Send a reminder email mentioning that the original invoice was already sent via Peppol and attach the PDF.

• Made a mistake on the invoice?
  Create a credit note and send it via Peppol as well.

• Bulk sending via Peppol is currently not yet available in Equstable.

Invoice status and customer responses

After sending, you can track the Peppol status of your invoice in Equstable.
If you have also enabled Peppol for receiving e-invoices, you will receive status updates and responses from your customer.

Placeholder product screenshot: Invoice detail page — “Peppol status” section.

Possible Peppol statuses:

• Sending

• Sent

• Sending failed

• Accepted

• Rejected

• On hold

• Payment initiated

These statuses are determined by your customer.

“Payment initiated” does not mean that Peppol or Equstable has confirmed or verified the payment.

You can view the Peppol status via:

• The invoice detail page (showing Peppol status and any customer message).

• The invoice overview table, where you can add the Peppol status column via the settings icon.

• Notifications, both by email and through the notification bell in Equstable.

Placeholder product screenshot: Invoice overview with “Peppol status” column.

Sending invoices versus accounting software

Sending an invoice via Peppol means the invoice is officially and digitally delivered to your customer via the Peppol network.

However, Peppol does not automatically forward your invoices to your accounting software.

The Peppol network is designed for the secure and legally compliant exchange of e-invoices between sender and receiver,
not for processing or recording invoices in your accounting system.

Would you like your accountant to receive invoices automatically?

In Equicty Equstable, you can configure a unique email address provided by your accountant or autoscan service.
With each send action, a copy of the invoice will automatically be sent to this address,
allowing your accountant to import the invoice directly into their system.

Summary:

• Peppol securely delivers invoices to your customer.

• It does not automatically sync with your accounting software.

• You can configure a unique autoscan email address for your accountant.

• Future integrations will automate this process further.

Placeholder product screenshot: Equicty Equstable → Settings → Invoicing → Accountant autoscan email address.

Sending e-invoices within Europe

In summary, Belgian legislation requires B2B companies to issue invoices through Peppol.

But what about other countries?

• B2G invoices (to Belgian, Dutch, and Luxembourgish public entities) must also be sent through Peppol.
  This can be done directly within Equstable, without the need for manual uploads to government portals.

• For other countries, invoices can still be sent by email.

• Only Belgian companies are required to send invoices via Peppol to Belgian businesses.
  Foreign companies (e.g. from the Netherlands, France, Germany, …) may send invoices to Belgian customers by email.

E-invoice sent but not received

If your customer did not receive the invoice, check the following points:

• Is the correct VAT or company number entered?

• Is the customer registered on Peppol?

• Has the invoice been booked and sent correctly?

Read more about possible causes and solutions in: [FAQ E-invoice sent but not received].

If you’ve read this article but still have questions,

please check: [FAQ Peppol in Equicty Equstable]