Sending a sales invoice via Peppol

In Robaws you can easily send sales invoices via Peppol. To do so, you first have to activate Peppol in Robaws. It is also possible to receive invoices via self-billing.

Navigate quickly to:

• Is the customer accessible?
• Sending from the invoice
• Sending from the overview
• Sending extra files
• Sending the payment condition via UBL
• Status after sending
• Feedback from Peppol after sending
• Error messages when sending
• Handy tips

Is the customer accessible?

To send an invoice via Peppol, it is important that the customer can be found via Peppol.
On the customer file there is a field 'Accessible via Peppol' that indicates whether this company is already registered with Peppol.
We look this up automatically on the basis of the following fields. If one of these fields can be found, it will be possible to send via Peppol.

• VAT number
• KvK number
• KBO number
• Global Location Number (GLN)

Sending invoice by invoice

When you create an invoice for a customer who is accessible via Peppol, the invoice shows the action button send to customer [Peppol] (globe) in the accent colour. You go through the following steps:

1. Click the action button send to customer [Peppol] to send the invoice.
2. Choose which PDF template you want to send to the customer.
3. You get a pop-up where you can select extra files if you wish.

When an invoice is sent successfully, a tick appears next to the globe on the invoice. If an invoice was not sent, you receive a notification with an error message.

Sending (several) invoices from the overview

To send an invoice via Peppol from the invoice overview, you go through the following steps:

1. In the overview, select the invoices you want to send (tip: create a separate overview for this)
2. Click the action button send to customer [Peppol] to send the invoices.
3. Choose which PDF template you want to send to the customer.
4. If you selected 1 invoice, it is possible to add an extra file that you want to send along.

Sending extra files with the invoice

Sending a fixed attachment

The general terms and conditions are often added to the invoice. You can make sure this is added to every invoice automatically, whether it is sent by email or via Peppol.

• Go to settings > invoices > pdf > choose the pdf
• tick 'front page' (e.g. a cover page) or 'back page' (e.g. general terms and conditions)
• upload your attachment here
• activate the settings

Sending an extra file

It is possible to send extra files along with the invoice to the customer (e.g. sending the work orders belonging to an invoice).
You do this in the pop-up window that is shown when you send from the invoice or from the overview (with 1 invoice selected).
You can also choose to merge all attachments into 1 attachment via the 'merge attachments' button.

For this to succeed, there are 2 conditions:

• The total size of the UBL may not exceed 100MB.
• The types of attachment are limited to: PDF, CSV, PNG, JPEG, XLSX and ODS. This is determined by the Peppol Bis Billing standard.

How can I see which files I sent along via Peppol?

As soon as your invoice has been sent via Peppol, you find the UBL with the files. This is the encoded version that was forwarded to Peppol; it contains your invoice plus any attachments. In the UBL you can look for 'AdditionalDocumentReference'; the files that were sent along via Peppol are listed underneath it. In the example below one attachment was added, namely the pdf of the invoice.

Status of the invoice after sending

You can set up a separate status that an invoice gets automatically as soon as it has been sent via Peppol.

• go to settings > invoices > statuses > add a new status (e.g. 'Sent via Peppol')
• enter this new status (literally!) in the field 'Status after sending with Peppol'
• add this new status in the field 'Status in which invoice can expire'

For invoices that you receive via self-billing you can also set up a separate status.

Feedback from Peppol after sending

Robaws processes the Peppol feedback messages, provided that the recipient sends them. The feedback is stored in a column 'Peppol response'. You can add this column to the overview screen of the 'invoices' module.

The possible values are: Message accepted, Message received, Message rejected, Invoice accepted, Invoice received, Invoice conditionally accepted, Invoice in process, Invoice paid, Invoice rejected, Invoice under query.

Error messages when sending

When sending via Peppol, you may get an error message. If you click through on the link, you see the details of the error message.

Interesting possibilities - automations

• Creating an overview with all sales invoices that can be sent via Peppol
• Consulting an overview with the status of a sales invoice sent via Peppol
• Automatically sending the sales invoice to the customer via Peppol when you send it to the accountant
• Automatically sending the invoice to the accountant after the invoice has been sent to the customer

Updated on: 08/09/2026