PEPPOL integration for B2B and procurement commerce

PEPPOL is an international digital standard for structured B2B invoicing and order exchange. Buyers prefer it because it routes your invoices and delivery notes directly into their procurement system instead of email inboxes, speeds up matching against purchase orders, and creates an auditable record for compliance and payments. It also reduces manual data entry and invoice disputes on both sides.

When a buyer submits a purchase order via PEPPOL, it arrives at your access point. The integration parses the order, validates it against your buyer contract and inventory, maps buyer item codes to your product master, and hands it to your ERP order-capture process. If the order is outside your contract or stock situation, the integration logs an exception so your operations team can decide whether to accept, counter-offer or reject it.

Once your ERP records an invoice, the integration extracts the invoice header, line items, VAT rates and payment terms, formats it as a PEPPOL UBL invoice, and publishes it via your access point. The buyer's procurement system receives it automatically, matches it against their purchase order and goods receipt, and routes it for payment. No email, no manual upload.

You log the rejection in your ERP or order-management system. The integration creates a PEPPOL rejection message, sends it back to the buyer, and records the exception so your operations team knows the order is not in flight. The buyer sees the rejection in their procurement inbox so they can adjust their supply plan.

You maintain a buyer contract master in your ERP or procurement system that holds the buyer's agreed SKUs, minimum order quantities, unit prices and payment terms. When a purchase order arrives, the integration validates each line item against this master. If the buyer orders an item outside the contract or at a price you have not agreed, the integration flags it as an exception instead of silently accepting it.

You do not send messages directly to PEPPOL. You work with a PEPPOL service provider or access-point operator who maintains the network connection, manages your digital certificate, handles message routing and delivery confirmation, and provides the mailbox you send to and receive from. iWeb manages the integration between your ERP and your access point.

Your access-point operator usually retries failed messages for a set period (often 72 hours). The integration monitors delivery status and alerts your operations team if a message has not been confirmed. If a message is still failing after retries, you may need to resend it manually or contact the access-point operator to investigate network issues.

Once your warehouse despatch system confirms goods are shipped, the integration extracts the despatch details (items, quantities, tracking numbers, expected delivery date) and publishes them as a PEPPOL delivery note or ASN. The buyer receives it in their procurement system so they can schedule goods receipt, match it to the purchase order, and track inbound logistics.

Yes. The integration must enrich each invoice with the correct currency code and VAT rate based on buyer location and tax regime. Your ERP controls which tax rate applies to each buyer; the integration ensures the invoice carries the right code so the buyer's system and your compliance records are aligned.

If the buyer requests a change or cancellation, you log it in your ERP or OMS. The integration creates a PEPPOL order-change message or sends a revised order acknowledgement so the buyer sees the change. Your operations team must ensure goods do not ship against the old quantity, and if goods have already shipped, a credit note is issued.

When your invoice arrives via PEPPOL, the buyer's procurement system automatically matches it against the purchase order and goods receipt. If there are discrepancies (item, quantity, price), the system flags them so payment is held until resolved. This reduces manual three-way matching rework and speeds up payment cycles.

You need to sign up with a PEPPOL access-point operator, provide your business details and VAT registration, and get a digital certificate issued. iWeb then connects your ERP to that access point, tests the data flows with your buyers, and ensures purchase orders, invoices and delivery notes flow reliably. Your buyers add your PEPPOL identifier to their procurement system so they can send you orders.

PEPPOL itself does not enforce approval. However, the integration can hand off incoming purchase orders to your ERP approval queue, and only publish an order acknowledgement once your team has approved it. If your buyer requires approval from their end before you ship, they manage that in their procurement system independently.

If your invoice does not match the buyer's purchase order in item codes, quantities or pricing, their system may reject or quarantine it. You will see the rejection in your access-point operator's logs. iWeb helps you trace the mismatch, correct the data in your ERP, and resubmit the invoice so payment is not delayed.