Sending and receiving documents through Peppol

What Peppol does in Bookelio

The Peppol integration lets you send invoices and credit notes in a structured format, then track the outcome of their transmission. It also lets you view documents received for the receiving identifiers associated with your organisation.

A Peppol transmission is neither a payment nor an email. An invoice can have been sent through Peppol without being paid. The UBL XML file contains the structured data; the PDF lets you read the document. These two representations do not correspond to two separate sales.

This guide describes how to use Bookelio. It does not determine the electronic invoicing obligations that apply to your business or to a particular transaction.

Preparing to send

First check the business information, its tax identifier and address, and the customer's details. The sender's and recipient's Peppol identifiers are used to route the document: a trading name alone is not enough to identify an inbox.

The organisation can use its own Peppol provider credentials, configured under Credentials, or the platform's default service when available. In the latter case, a Bookelio superadministrator must authorise your organisation's sending identifier. This authorisation is not a setting you can change through ordinary dashboard variables.

If Bookelio indicates that Peppol access is not enabled or that the sender's identifier is not authorised, contact the platform administrator. Adding a number to another record or recreating the invoice without correcting the configuration will not solve this problem.

Sending an invoice or credit note

1. Create the document following the invoicing guide.
2. In Documents, open the Invoices or Credit Notes tab and find the relevant document.
3. Check the customer, number, amounts and PDF before sending anything.
4. Open the row's action menu and choose to send through Peppol.
5. Wait for the result, then check the document's Peppol badge.

The action requires the structured version of the document and the relevant permissions. It is not offered when a transmission is already pending or the latest transmission succeeded. Do not use multiple tabs to try to force simultaneous transmissions.

Some automatic invoicing processes also attempt a Peppol transmission when possible. Check the history before sending manually: the document may already have been sent by that process.

Reading statuses and history

Click the Peppol badge to open the history. It shows the submission date, last update, status and, when available, the error message. This information helps distinguish a data problem from a configuration issue or a problem with the provider's availability.

Example: you have created an invoice and started sending it. The badge stays Pending. The PDF can still be downloaded, because creating or viewing the document does not mean that its external transmission is complete. Keep the existing invoice and have the transmission investigated rather than creating a second one.

Handling common errors

The sending identifier is not authorised

The default service may be working without being authorised for your organisation yet. Give the administrator the document number and exact message. Authorising the sender is the superadministrator's responsibility; your invoice management permissions are not enough to change it.

The recipient's details are incorrect

Compare the customer's details with those used in the document. Correcting a customer record does not imply rewriting XML that has already been created. Ask which correction procedure to apply to the existing document before another transmission.

A transmission remains pending

Refresh the list after a reasonable wait, then open the history. If the status does not change, give its date and number to your administrator. Do not treat a delay alone as a definitive failure or keep sending the document repeatedly.

The send button is missing

Check your permissions, whether the XML version exists, the type of view — outgoing or incoming — and the status of the latest transmission. A missing action can be a normal safeguard against sending again.

Enabling and using document reception

Receiving documents requires a separate registration of the organisation's identifiers through the Bookelio superadministration. An organisation can have several receiving identifiers, but one identifier cannot be assigned to several organisations on the platform.

Registration for receiving and authorisation for sending are two separate matters. You do not need to enable receiving in order to send when sending is correctly configured. Conversely, having successfully sent invoices does not prove that your receiving registration is in place.

To view received documents, open Documents and then the incoming documents tab. Find the document and open its details and PDF preview. You are viewing documents addressed to the active organisation, not a global inbox covering every organisation.

Receiving a supplier invoice does not pay it. Follow your usual checking and payment procedure; do not confuse it with the payment requests you send to your own customers.

Information to provide when asking for help

Prepare the organisation name, document number and type, whether it is incoming or outgoing, the attempt date and the message shown in the history. Never share the provider's secret credentials in a screenshot or support message. The troubleshooting guide helps you check common causes without altering your data.