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Set Up for Sending Invoices via PEPPOL

See which fields are required to send PEPPOL invoices, including PEPPOL IDs and company information.

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If you're required to send invoices through the PEPPOL network, you can configure your Productive account to send PEPPOL-compliant invoices.

This guide covers the initial PEPPOL setup, including required company and client information.

Once everything is in place, you'll be able to send invoices through the PEPPOL network.

Good to Know: Limitations by Plan

There is a monthly limit on the number of invoices you can send via the PEPPOL network, based on your plan:

  • Essential Plan: 10 invoices

  • Professional Plan: 50 invoices

  • Ultimate Plan: 100 invoices

1) E-Invoicing Settings

To enable PEPPOL e-invoicing:

  • Go to Settings > Invoicing > e-Invoicing

  • Select the appropriate Subsidiary

  • Toggle on Send Invoices via the PEPPOL Network

Mandatory Fields for PEPPOL:

  • TAX ID
    This is typically your company’s VAT ID (e.g. BE1234567890 for Belgium). It must follow your country’s official VAT or tax number format.

  • PEPPOL ID
    This identifies your company in the PEPPOL network and must follow a specific format:
    it consists of an identifier scheme (such as 9925 for a VAT number in Belgium), followed by a colon and the actual ID (e.g. 9925:BE1234567890).
    The format and valid scheme codes may vary depending on your country. You can find the full list of accepted schemes here.

2) Client Company (Invoice Recipient) Settings

To configure your client's details for PEPPOL invoicing:

1) Go to CRM > Companies

2) Select the relevant client company and click Edit Company

3) Add the following information:

  • Full Company Name

  • PEPPOL ID: Enter the client's PEPPOL ID here.

  • (Optional) Buyer Reference Number: Add the Buyer Reference Number here. This field is used as a reference identifier for the client’s internal systems.

📌 Important:
To send an invoice via PEPPOL, you must include either a Buyer Reference or a PO Number.

  • The Buyer Reference is stored under the client company settings and reused automatically.

  • The PO Number can be added manually when finalizing each invoice.

You only need one of these identifiers, having both is not required.

📌 Recommended:

  • Add other details, like the Subsidiary, Tax Rate, Payment Terms, and Invoice Template to automatically pre-fill this information when creating new deals, invoices, and budgets for this client.

  • Tax ID (optional for client companies): The Tax ID field is treated as the VAT ID in the XML file.

3) Subsidiary (Invoice Sender) Settings

To define your company's sender details:

  1. Go to Settings > Company Info > Subsidiary

  2. Enter the following fields:

  • Full Company Name

  • Tax ID (formatted according to your country’s rules)

  • Street, City, ZIP, State, and Country

📌 These values will be included in the invoice file and may be required by some recipients.

4) Bank Account Settings

Bank account information is often required for PEPPOL invoices, though requirements may vary by country. To set up your bank account:

  1. Go to Settings > Company Info > Bank Accounts

  2. Add or edit an account using the following fields:

  • Subsidiary

  • Name of the Bank Account

  • Bank Name

  • Bank Address (optional)

  • BIC/SWIFT Code (recommended)

  • IBAN/Account Number

  • Currency

📌 If multiple accounts exist for the same subsidiary, the first created one will be used for the PEPPOL invoice.

Sending a PEPPOL Invoice

Once setup is complete and client data is filled in, you’ll be able to send invoices via PEPPOL. When finalizing an invoice:

  • If the Buyer Reference is already stored in the company profile, it will be added automatically.

  • If not, you can enter a PO Number directly on the invoice form.

Productive will check that at least one of these identifiers is present before allowing you to send the invoice.

👉 For the full flow, see: Sending Invoices via the PEPPOL Network.

Can I Use Both PEPPOL and XRechnung?

Yes. You can enable both options in your e-invoicing settings.

  • PEPPOL allows you to generate invoices in the PEPPOL BIS Billing 3.0 format and send them directly through the PEPPOL network to supported recipients.

  • XRechnung is primarily used in Germany and generates an XML file that can be downloaded and submitted via government or client portals.

When finalizing an invoice, you can:

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