Electronic invoicing (eInvoicing) replaces traditional PDF or paper invoices with a structured digital format (such as XML) that allows accounting and tax systems to process data automatically.
In many countries, eInvoicing is directly tied to mandatory tax reporting—every invoice must be reported or validated by a government system before it is sent to the customer.
eInvoicing is currently in beta. Functionality may change, and some features may not be supported. Contact support to report issues or give feedback.
In this article:
OfficeRnD connects to your eInvoicing system.
eInvoicing automates invoice creation, exchange, and validation through certified digital channels.
How Flex finds the recipient on Peppol.
Tax reporting ensures each invoice is registered with the local tax authority.
Supported channels include XML via email, Peppol, and country-specific systems.
Activation and setup are managed in Settings > Billing > eInvoicing.
Glossary
Glossary
Identifier type – The official company identification number (VAT or business registration ID) used to validate invoices and create eInvoicing accounts. You can select the identifier type for each company and member.
Peppol ID – The identifier of a company or Member on the Peppol network. A Peppol ID has a 4-digit scheme code, a colon, and an identifier value. For example, a Belgian Peppol ID can be 0208:0123456789. You enter the Peppol ID on the eInvoicing tab of the company profile or Member profile
Peppol – A secure international network that allows businesses and governments to exchange standardized electronic documents, such as e-invoices, across borders. It simplifies compliance with local and EU eInvoicing standards.
Tax regime key (Italy) – A code identifying the company's fiscal or VAT regime for eInvoicing and tax reporting. For example, RF01 represents the Ordinary Regime (Regime Ordinario), which most businesses use.
Mandatory tax reporting and eInvoicing
eInvoicing refers to the process of creating, sending, receiving, and storing invoices in a structured electronic format that allows accounting and tax systems to process them automatically. Instead of PDFs or paper, eInvoices use standardized digital formats (such as XML) to ensure data accuracy, expedite validation, and enable seamless integration with financial systems.
Mandatory tax reporting is a government-imposed requirement for businesses to submit tax-related information (such as sales, invoices, and payments) electronically to tax authorities. In many countries, eInvoicing is directly tied to tax compliance—each invoice must be reported or validated through a centralized tax platform before it is issued to customers.
Together, these processes increase transparency, reduce fraud, and simplify tax collection by ensuring that all transactions are traceable and compliant with local regulations.
How eInvoicing works
When eInvoicing is activated for your organization:
OfficeRnD sends and receives eInvoices through your chosen channel.
OfficeRnD validates, formats, and securely transmits each invoice to the relevant authority or recipient.
Supported channels for eInvoicing
Each country defines its own standard for electronic invoicing. OfficeRnD supports the following channels:
eInvoicing
XML via email – Exchange invoices as structured XML files.
Peppol – A secure international network that enables businesses and governments to exchange standardized eInvoices across borders. Learn more about Peppol ↗︎
To ensure successful delivery of invoices and credit notes via Peppol, verify that recipient registration details, such as the Peppol ID, the VAT number, or the registration number, are accurate and up to date. If delivery issues occur, check whether the recipient is registered in the Peppol network and consider alternative delivery methods if necessary.
Country-specific systems – National eInvoicing platforms defined by local tax agencies.
Tax reporting
Country-specific systems connected directly to local tax authorities:
Invoice creation flow
Every time you generate an invoice—either through the automatic Bill Run or manually—you can create and send an eInvoice.
When eInvoices are generated, two separate flows occur simultaneously and independently. You can activate each one of them separately, and they don't have to both be active:
Send via email
If you have activated sending eInvoices in XML format via email, the following will happen each time an invoice is generated:
The system generates an XML file of the invoice.
The system sends an email with the XML file attached to the company to which the invoice is issued.
The XML file is attached to the invoice details page in OfficeRnD.
Send via the Peppol network
If you have activated sending invoices through Peppol, the following will happen each time an invoice is generated:
The invoice is sent to Peppol.
The invoice status in OfficeRnD changes to "eInvoicing".
The invoice is sent to the customer.
If the invoice is not delivered, verify the recipient's registration in the Peppol network. If the recipient is not registered, request an alternative delivery method to ensure they receive the invoice.
How Flex finds the recipient on Peppol
Each eInvoice that Flex sends through Peppol must reach one specific recipient on the Peppol network. Flex finds that recipient by the Peppol ID.
The Peppol ID is a field on the eInvoicing tab of each company profile and member profile. A Peppol ID has a 4-digit scheme code, a colon, and an identifier value. For example, 0208:0123456789 is the Peppol ID of a Belgian company with the KBO/CBE number 0123456789.
Flex sends the Peppol ID to the eInvoicing system with the first eInvoice for a company or member. The eInvoicing system delivers eInvoices from Flex to the Peppol network. The eInvoicing system uses the scheme code and identifier value to find the recipient's Peppol access point.
Later eInvoices do not send changes from the profile to the eInvoicing system. After you change a company's or member's Peppol ID, open the profile and, under eInvoicing, click Sync Now. If you do not sync the profile, the eInvoicing system keeps the old Peppol ID.
If the Peppol ID field is empty, Flex builds a Peppol ID from the Identifier Type of the company or мember. Each Identifier Type takes its value from one of these fields:
The VAT Number field, for an Identifier Type that uses the VAT number.
The Company Registration Number field, for an Identifier Type that uses the registration number.
For example, the Belgian Identifier Type 'KBO/CBE' takes its value from the Company Registration Number field.
A Peppol ID that Flex builds does not match every recipient. A recipient can register on Peppol with a different scheme code or with a separate Peppol account. To ensure delivery, enter the exact Peppol ID that the recipient gives you.
A company's or member's Peppol ID identifies the invoice recipient. Your organization has a separate Peppol identifier, which you enter when you activate eInvoicing through Peppol.
Ensuring Correct Delivery of Credit Notes
Credit notes are sent via Peppol based on the customer profile under which they are created. To ensure correct delivery:
Create Credit Notes Under the Correct Customer Profile: Always verify that the credit note is created under the intended recipient's profile. This ensures the document routes to the correct company.
Verify Registration Details: Ensure the recipient's registration details, such as the Peppol ID, the VAT number, or the registration number, are accurate and up to date in their profile. This is crucial for routing the credit note to the correct recipient. By following these steps, newly created credit notes will be sent to the correct recipient via Peppol.
Limitations
There are some limitations to how OfficeRnD handles eInvoicing and what you can do in the system. These limitations stem from the eInvoicing systems, not from OfficeRnD.
General
Existing invoices – Only invoices generated after eInvoicing is activated are supported.
OfficeRnD configures your account as a sender. Your clients (the recipients) must have their own Peppol-compatible system or an active recipient account to accept the invoices you send.
Peppol activation
OfficeRnD activates Peppol sender accounts only.
To receive invoices, you must create your own receiver accounts directly through the Peppol portal.
Once Peppol is connected, you cannot change your organization's Peppol identifier without help from our support team. You can still edit the Peppol ID of each company and Member on the eInvoicing tab
Identifier type
Each company and Member can have its own Identifier Type. A company's or member's Identifier Type can differ from your organization's.
The Identifier Type options are limited to the country of your eInvoicing setup. eInvoicing to recipients in other countries is not supported.
Usage limitations
Editing invoices – Won't affect eInvoicing once eInvoicing or tax reporting is activated.
Invoice issue date – Cannot be set after the generation date. This limitation stems from the eInvoicing systems and tax agencies. Check how your automatic Bill Run is configured, and don't create these invoices manually.
Tax format – Taxes must be listed separately. The "Tax included in total" setting is not supported. Configure your tax settings →
PDF and email delay – When tax reporting is activated, invoice delivery may take up to one minute. Some authorities (for example, Spain) issue a QR code before an invoice becomes valid, and OfficeRnD waits for that code before sending.
Recipient registration – Invoices sent via Peppol require the recipient to be registered in the Peppol network. If the recipient is not registered, the invoice will not be delivered, and you should consider alternative delivery methods.
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