eInvoicing replaces PDF or paper invoices with a structured digital format (such as XML), enabling faster, more secure invoice delivery and automatic tax reporting. It's a legal requirement in many countries and helps ensure that your organization's invoices are processed and validated correctly.

This article explains how to activate eInvoicing in OfficeRnD Flex and configure the automatic sending options: through email or the Peppol network.

To activate eInvoicing:

On step 2 in the activation dialog, you must choose the eInvoicing method and how invoices will be sent.

To send eInvoices via email:

To send eInvoices via Peppol:

Your organization can now send eInvoices through Peppol. Each eInvoice also needs the recipient's Peppol ID. The Peppol ID tells the Peppol network where to deliver the invoice.

The Peppol ID is a field on the eInvoicing tab of each company profile and Member profile. Enter a Peppol ID for every company and Member that receives eInvoices through Peppol. If the Peppol ID field is empty, Flex builds a Peppol ID from the company or member's Identifier Type.

The Peppol ID field is optional when you send eInvoices as XML files through email. The Peppol ID field is also optional for country systems with their own portal, such as SDI in Italy. If you use the DGFiP method in France, the Peppol ID field is mandatory. DGFiP tax reporting sends each invoice through Peppol.

Ask each recipient for their exact Peppol ID. A recipient can register on Peppol with a different scheme code or with a separate Peppol account. In that case, a Peppol ID built from the VAT number does not match the recipient's Peppol registration. The Peppol network then cannot deliver the invoice.

The Peppol ID field accepts only one format. A Peppol ID has 3 parts, in this order:

The following Peppol IDs are examples. The numbers in the examples are not real.

After you get the Peppol ID from the recipient, enter it in the recipient's profile. The eInvoicing tab is displayed only when eInvoicing is active for the location of the company or Member.

To enter the Peppol ID:

Flex sends the eInvoicing details of a company or Member to the eInvoicing system with the first eInvoice for that company or Member. The eInvoicing system delivers eInvoices from Flex to the Peppol network. The eInvoicing details include the Peppol ID, address, and VAT number. Subsequent eInvoices do not send profile changes to the eInvoicing system.

If you change the Peppol ID after the first eInvoice, the eInvoicing system keeps the old Peppol ID. The next eInvoice still goes to the old Peppol ID. The same applies to other profile changes, such as a new address or a new VAT number.

To send the changes to the einvoicing system:

The eInvoicing system gets the new Peppol ID and the other changed details. The next eInvoice for this company or Member uses the new Peppol ID.

A status label next to the Sync Now button shows the result of the last sync:

The Sync Now button is displayed only when eInvoicing is active for your organization. Only an admin with the 'Owner' role or with the "Edit" permission for eInvoicing can click the Sync Now button. For other admins, the button is not active, and a tooltip shows the reason.

The Peppol network delivers an eInvoice only to a recipient who accepts Peppol documents. The recipient turns on document reception with their own Peppol service provider.

Before you send the first eInvoice through Peppol, ask the recipient to confirm that their Peppol ID can receive invoices. If the recipient cannot receive invoices, the eInvoice fails with the error 'Peppol account not set up to receive invoices'.

If you see this error, ask the recipient to turn on document reception with their own Peppol service provider. The Peppol network cannot deliver eInvoices to the recipient until they turn on document reception. Flex cannot turn on document reception for the recipient. Flex activates Peppol sender accounts only.

The identifier type is the official company identification number (VAT or business registration ID) used to validate invoices and create eInvoicing accounts. If the Peppol ID field of a company or Member is empty, Flex uses the Identifier Type to build a Peppol ID. If the Peppol ID field has a value, Flex uses that value. A company or member's Identifier Type can differ from your organization's Identifier Type. The Identifier Type options are limited to the country of your eInvoicing setup.

You can specify the identifier type for each company and member. To do that:

If you operate in Spain, follow these steps to generate and add the QR code to your invoices.

After you complete these steps, every time an invoice is generated for any company in Spain, a unique eInvoicing QR code will be generated and added to the invoice.