What is Peppol?

Peppol (Pan-European Public Procurement On-Line) is the secure network that enables businesses and governments to exchange electronic documents safely. The system works with standardized formats, dramatically reducing manual processing and the associated risks of error. This means your practice can focus on what really matters: caring for animals.

Peppol also offers an internationally recognized platform, which is ideal for veterinarians working with suppliers or partners outside of Belgium. Thanks to standardization, compatibility is guaranteed regardless of the software used by your partners.

Why e-invoicing is essential for veterinarians

As a veterinary practice, you often depend on efficient administration not only to keep your finances in order, but also to comply with legal obligations. Electronic invoicing offers the following advantages in this regard:

• Save time on administration: electronic invoices are automatically delivered to the correct recipient. This means less time spent printing, sending or correcting invoices. So more time to focus on your patients and clients.
• Speed up payments: Peppol invoices arrive directly to your customers and contain all the necessary information to process payments smoothly. This reduces the risk of payment delays.
• Legal compliance: in Belgium and the rest of Europe, the requirements around e-invoicing are becoming increasingly stringent. Through Peppol, you automatically comply with the latest standards and regulations. So you don't have to worry about compliance.
• Integration with your software: thanks to Fuga, you can seamlessly integrate Peppol invoices into your existing administrative software. This ensures smooth processing without additional actions or adjustments.
• Cost savings: by switching to digital invoices, you not only save on paper and postage, but also reduce processing costs, such as those for manual accounting.
• Susainability: switching to digital invoicing contributes to a more environmentally friendly practice. Less paper use means a smaller carbon footprint - something customers are sure to appreciate.

Frequently asked questions about e-invoicing and Peppol

Is e-invoicing mandatory for veterinarians? Although the use of e-invoicing is not yet mandatory everywhere, the rules in Europe are getting stricter. It is therefore wise to make the switch now and be prepared for future obligations.

What happens to my paper invoices? Paper invoices can continue to exist, but with e-invoicing via Peppol, the process becomes much more efficient. You can still save or send a PDF version of your invoice if needed.

How safe is Peppol? Peppol is specifically designed with security and reliability as a priority. All data is transmitted encrypted over a secure network, keeping your sensitive information protected.

How to activate Peppol in Fuga?

Fuga uses the Peppol platform via FlowIn from Wolters Kluwer (formerly known as Ibanity). Activating Peppol is simple:

Enter your website:

• Go to Configuration > Practice data > General and add your website.
• If you don’t have a website, feel free to use www.sonetas.eu.

Activate Peppol:

• Go to Configuration > Practice data > Bookkeeping.
• Check the option Peppol (Ibanity).
• Upload a copy of the front of your ID card. For clients in Luxembourg or the Netherlands, an extract from the business register is also required.

Check the client’s status:

• Open the client’s file and check Peppol under business details.
• Verify if the client is correctly registered on the Peppol network.

How does it work?

Once Peppol is activated, you can easily verify which clients can receive invoices or credit notes via Peppol. Fuga displays each client’s Peppol status in their file. When you create invoices or credit notes, they are automatically added to reports such as Invoices to be submitted to Peppol and Credit notes to be submitted to Peppol. You can also view which documents need to be sent on the dashboard.

Please note that through our integration it is only possible to send electronic invoices and not to receive them.

Important tips

• Order number: Belgian public authorities require an order number (typically 8 digits) on Peppol invoices. Add this number in the invoice note.
• Retry failed attempts: if an invoice is rejected, for example, due to a missing order number, you can correct the error and resend it.

Track your invoice status

Using the reports Invoices submitted to Peppol and Credit notes submitted to Peppol, you can track and update the status of sent documents. The Invoices report also includes a Include Peppol parameter, which helps differentiate between invoices sent via Peppol and those that haven’t yet been sent.

Ready for the future

The future is digital, and e-invoicing through Peppol prepares your practice for tomorrow's challenges. Need help with activation? Our team is ready to guide you!