Receiving an incoming invoice via Peppol

In Robaws you can easily receive incoming invoices via Peppol. To do so, you first have to activate Peppol in Robaws.

Navigate quickly to:

• Receiving incoming invoices via Peppol
• Points to note when reading in an incoming invoice via Peppol
• Where do I find the original UBL?
• Error in the total amount
• I am not receiving an incoming invoice
• There is no PDF attached to my incoming invoice?
• How is the correct project linked to the incoming invoice automatically?
• Handy tips

Receiving incoming invoices via Peppol

To be able to receive invoices via Peppol, the Peppol inbox has to be active. As soon as it is active, you will receive your invoices in Robaws via Peppol straight away. They end up in the incoming invoices module.

When an incoming invoice is read in via Peppol, all invoice lines are copied into the incoming invoice. On the lines we link the project and/or supply order if that information is in the XML. The total amount we received via Peppol is added in the field 'Total vat incl.'.
Here you find the technical explanation of which field of the ubl this is read in from.

The pdf is shown on the invoice, so that you can check all the details.

At the moment it is not yet possible to send a custom Peppol response to the supplier from Robaws.

Points to note when reading in an incoming invoice via Peppol

VAT tariffs

When an incoming invoice received via Peppol is read in, both the existing VAT tariffs and the archived VAT tariffs are taken into account. Because we take the archived VAT tariffs into account, new ones will not be created every time. If no VAT tariff is found among the active or archived VAT tariffs, a new one will be created.
Peppol uses codes to determine VAT tariffs. The codes below are supported and used in Robaws:

• K - intra community: specifically for services supplied to a VAT liable customer in another EU country
• AE - reverse charge: used when the VAT liability is shifted to the buyer instead of the seller
• E - exempt: for goods or services that are legally exempt from VAT
• G - export: goods that are exported to a country outside the EU
• S - standard: applies when the normal VAT tariff is in force
• Z - zero rated: goods or services to which 0% VAT applies
• O - outside the scope of VAT: transactions that do not fall under the VAT regulations
• L - Canary Islands taxes: local indirect tax applicable in the Canary Islands
• M - Ceuta and Melilla tax: local indirect tax applicable in Ceuta and Melilla
• B - reverse charge VAT: situations in which the VAT obligation is shifted to the recipient of the invoice

Coded unit types

Peppol offers the possibility of sending the unit types (piece, m², hour, ...) through in coded form. You then see, for example, H87 (= piece), KTM (= kilometre) or MTR (metre). If you would rather see your own unit types on your incoming invoice, you can set this up easily.

Where do I find the original UBL?

The UBL (.xml) is added as a file on your incoming invoice.

What if the total amount of the invoice is wrong?

If the amount that comes in via Peppol does not match the amount that Robaws calculates in the background (the sum of the invoice lines), a red frame will be visible around the amount. In that case it will not be possible to send the invoice to the accountant.

This concerns rounding differences. In your supplier's invoicing program the invoice lines are probably rounded differently, which can cause a small difference of 1 or 2 cents on the total amount.

There are 2 ways to put this right:

1. You adjust the prices on the lines or add an extra line 'rounding difference' so that the Peppol total is correct.
2. You adjust the Peppol total to the total that Robaws calculates. (You can do this by using the 2 rotating arrows)

I have not received a particular incoming invoice

If your supplier has sent you an incoming invoice via Peppol but you have not received it in Robaws, you can take the following steps:

• ask the supplier for the proof of delivery (not 'request processed', but 'delivered')
• ask for the sender's Peppol ID
• ask for the date and time of sending

You can send these details to support@robaws.be so that we can investigate.

There is no PDF attached to my incoming invoice

When you receive a Peppol invoice, it may be that the supplier did not send an official PDF along in the XML. The supplier is not at fault here, since sending a PDF document is not a legal obligation under Peppol.
In this case, Robaws will generate an invoice image from the information that comes in via the XML. This invoice image is coded and fixed; you cannot determine it yourself.
The invoice image is generated on the basis of the Peppol XML that is linked to the incoming invoice. If no XML is linked, we will not generate an invoice image either.

How is the correct project linked to the incoming invoice automatically?

There are 3 fields in Peppol that your supplier can fill in with your project number to have it linked automatically in Robaws. This can be done at invoice level (all invoice lines are then linked to that project) or at invoice line level:

• OrderReference - ID -> one project for the whole incoming invoice
• ProjectReference - ID -> one project for the whole incoming invoice
• InvoiceLine - DocumentReference - ID -> one project per invoice line

Interesting possibilities - automations

• Creating an overview with only the incoming invoices you have received via Peppol
• Receiving a notification when an incoming invoice arrives via Peppol
• Start the approval flow automatically when an incoming invoice is received
• Mark an incoming invoice from a new supplier as confidential by default

Updated on: 08/09/2026