How to Register on Peppol? | Follow these easy steps |

Sending and receiving electronic invoices across borders used to be plagued with interoperability issues. The existence of different e-invoicing standards and formats hindered seamless communication between parties involved in cross-border transactions. Then came PEPPOL!

PEPPOL is an extremely safe network built specifically for exchanging business documents. The network was established as a test project by the European Commission in 2008 but is now fully launched and rapidly increasing in popularity.

To be able to send and receive e-invoices through PEPPOL, you’ll need to register on the network. How do you register on the PEPPOL network? This article will highlight how you can accomplish this.

Steps to register on PEPPOL

The specific steps to register on PEPPOL are as follows:

Step 1: Choose an Access Point Provider

It’s not possible to register on the PEPPOL network directly. To join the PEPPOL network, you must create a PEPPOL ID first.

You’ll have to register at a PEPPOL access point to get a PEPPOL ID. So, the first step in registering on PEPPOL is to choose an Access Point Provider based on your business requirements and location.

Access Point providers offer PEPPOL access services. They are companies that connect participants to the PEPPOL network.

Following the “connect once, connect to all” principle, you can (after registration to PEPPOL ) reach all PEPPOL users worldwide, regardless of which access points the other user is connected to.

Step 2: Contact the Chosen Access Point Provider

Get in touch with your chosen Access Point Provider. They will guide you through the registration process, provide you with the necessary information, and assist you in setting up your connection to the PEPPOL network.

Step 3: Provide Business Information

When registering with a PEPPOL Access Point, you’ll likely need to provide information about your business, such as your organization’s name, business registration number, contact details, and the type of documents you intend to exchange via PEPPOL.

The Access Point provider will use the information to verify your identity and the authenticity of your business.

This process helps ensure the integrity and security of the PEPPOL network. After you've entered your company information, you must wait for validation. This takes approximately one day.

Step 4: Set up your PEPPOL access point connection

Your Access Point Provider will guide you to configure your information systems to connect to PEPPOL. At this juncture, you choose the type of connection between your bookkeeping software and the Access Point.

With Storecove, you can choose between SPF secure e-mail connection (for sending companies), delivery by SFTP, or via API link (for software packages).

In this step, your Access Point Provider will assign you a unique PEPPOL ID, which becomes your identifier in the PEPPOL network.

Step 5: Test the connection and start exchanging documents

It’s common practice to conduct testing to ensure the connection to the PEPPOL network is functioning correctly. You’ll need to work with your Access Point Provider to perform tests and resolve any issues that may arise.

Once your connection is verified and working correctly, you can start exchanging e-documents with other businesses and public sector entities connected to the PEPPOL.

How PEPPOL works

PEPPOL is an electronic data interchange network that allows businesses to exchange standardized electronic documents across borders through access points.

PEPPOL works using the four-corner model, similar to a telecommunication network.

PEPPOL users connect to the network through Access Points. Access Points are service providers that offer access to the PEPPOL network. A PEPPOL access point’s function is akin to a telecom service provider in a telecommunication network.

When sending a text message in a telecom network, the message goes from your device to your service provider, who then routes it to the receiver’s service provider before it goes to the receiver.

PEPPOL works in the same way via Access Points. These service providers provide access to the network, facilitating the secure exchange of electronic documents between businesses.

When you want to exchange an electronic document with a recipient, you submit the document to your Access Point.

Your Access Point validates the document, converts it to the right format, and then forwards it to the recipient’s Access Point.

The recipient’s Access Point receives the documents and routes it to the intended recipient.

Is PEPPOL free to use?

While PEPPOL itself does not charge fees for its standards and specifications, there are costs associated with implementing and using PEPPOL through Access Point Providers.

This cost varies, depending on the Access Point Provider you use and the specific services you require.

The PEPPOL network does not offer free access directly to businesses or organizations. Access to PEPPOL is provided via certified Access Point Providers (APs).

These are private companies that invest in the infrastructure required for secure and efficient electronic exchange in the PEPPOL network.

To cover the cost of their investment and operation, the Access Point Providers typically charge for their services (such as document validation, transmission, and integration with business systems).

Why do I need a PEPPOL ID?

The PEPPOL ID is your unique identifier in the PEPPOL network. It is basically an electronic address in the network, which is used to route documents to the correct recipient.

With so many people using the PEPPOL network, some form of identification is required to identify individual users in the network correctly.

When a business or organization joins the PEPPOL network, they are assigned a unique PEPPOL ID. The ID is used in electronic transactions to identify the sender and receiver of the e-document, enabling the transmission of documents to the intended receiver.

The unique PEPPOL identifier is akin to the unique phone numbers that identify users in telecommunication networks.

When sending a text message in a telecommunication network, you identify your intended receiver through their unique phone number.

In like manner, when the receiver gets the message, they identify the sender through their phone number.

What is the format of the PEPPOL ID?

A PEPPOL ID follows a specific format to ensure uniqueness and proper identification within the PEPPOL network.

The PEPPOL ID follows the format:

Thus, the PEPPOL ID consists of three parts:

BusDox Participant Identifier

This part of the PEPPOL ID acts as an addressing mechanism, allowing efficient document transfer in the PEPPOL network.

BUSDOX provides the technical framework and protocols necessary for businesses to exchange electronic documents in a standardized and interoperable manner.

The length and composition of the BUSDOX Participant Identifier are subject to the rules and conventions established by the national PEPPOL authorities.

Country code

This part of the PEPPOL ID specifies the country to which the participant belongs. The different countries in the network have different unique codes in the PEPPOL ID.

Thus, this part of the PEPPOL ID is the same for each participant within a particular country.

Participant identifier

This part of the PEPPOL ID is unique to each participant within a specific country code. It can be a combination of letters and numbers assigned by the PEPPOL authority in the respective country.

The length and composition of the participant identifier can vary depending on the rules and conventions established by the national PEPPOL authority.

How do I get a PEPPOL ID?

A PEPPOL ID is issued by a PEPPOL service provider (Access Point provider). So, to obtain a PEPPOL ID, you must register with a PEPPOL Access Point provider.

It’s similar to registering with a telecom service provider to obtain a unique phone number that allows you to use the telecommunication network.

You’ll find a complete list of Access Point Providers on the PEPPOL directory, and this includes Storecoce.

To learn more, read: PEPPOL ID Guide: From Registration to Sending Your First Invoice.

How to become a PEPPOL access point

Becoming an Access Point may be a good option if you are a big business that processes a large number of e-invoices.

However, many businesses who take the leap soon find that accreditation takes more than registration when they find it challenging to develop and maintain the infrastructure required to provide Access Pont services.

That said, the steps to become a PEPPOL access point include:

Become an OpenPEPPOL member

The first step to becoming a PEPPOL Access Point is joining PEPPOL as a member. This requires completing the OpenPEPPOL membership form.

The form must be completed, signed, scanned, and sent back to PEPPOL (via openpeppol@peppol.eu).

OpenPEPPOL will review your application and inform you about membership approval. Once approved, your organization’s name will be included in the online list of OpenPEPPOL members.

Know that OpenPEPPOL membership involves paying an annual subscription fee to further the association’s activities.

Sign a PEPPOL Transport Infrastructure Agreement (TIA)

The PEPPOL TIA is the legal framework that governs the technical and operational aspects of PEPPOL. It outlines the requirements of parties in the PEPPOL transport infrastructure (PEPPOL Access Points, PEPPOL Authorities, and PEPPOL Service Metadata Publishers).

After becoming an OpenPEPPOL member, an individual or business desiring to become a PEPPOL Access Point must sign the PEPPOL TIA for Access Point Providers with any PEPPOL Authority of choice.

Signing the PEPPOL Transport Infrastructure Agreement acknowledges that you understand the principles and operation of the PEPPOL transport infrastructure and the roles and responsibilities of Access Point Providers.

Send a copy of your company registration document

After signing and returning the TIA to the PEPPOL Authority you are registering with, you must also send them your company registration document for due diligence checks.

The PEPPOL Authority will review the submitted documentation and even run criminal record checks to check that your organization is legitimate and solvent.

After the review, you will be informed accordingly and will gain access to a site where Access Points can generate test certificates from the PEPPOL Certification Authority.

Implement the PEPPOL technical specifications

To implement and operate Access Point Services, you must comply with the PEPPOL specification outlined in the OpenPEPPOL Mitigation Policy.

This involves having the appropriate infrastructure (hardware and software) and the necessary expertise.

In addition to supporting the appropriate communication protocol, you must also support the Post-Award PEPPOL Business Interoperability Specifications (BIS).

Thus, you must implement one or more PEPPOL BIS in your IT system.

Carry out testing

Once you have implemented the technical specifications, contact the PEPPOL Authority and request a test of your setup.

The testing process varies, depending on the PEPPOL Authority. However, it usually involves sending a business document through your just-created Access Point to the PEPPOL Authority as the receiving organization.

It’ll also verify your AP’s certificates (the PEPPOL certificate used to sign the e-document and the HTTP certificate used to enable HTTP communication).

Self-conformance

After completing testing activities, fill out the Testing Results template and send it to the PEPPOL Authority for review. If successful, you can proceed with self-conformance by contacting your PEPPOL Authority to request an OpenPEPPOL Production Public Key Infrastructure (PKI) Certificate.

The Production PKI proves that you are a trusted PEPPOL network participant. Then, start using the Production PKI Certificate.

Why register on PEPPOL?

Registering on the PEPPOL network offers several benefits to businesses and organizations, including the following:

Compliance with regulations

The use of PEPPOL is mandatory for public procurement in many countries. So, registering on PEPPOL ensures compliance with national and regional regulations, enabling businesses to engage in public sector procurement legally.

Access to public procurement opportunities

PEPPOL is the mandatory infrastructure for B2G transactions in many countries, meaning only businesses that register on the network can bid for such public contracts.

Thus, registration on PEPPOL opens up public procurement opportunities and expands your market reach.

Efficient electronic document exchange

The PEPPOL network provides a standardized platform that allows an organization to exchange e-documents with other businesses and government agencies.

PEPPOL streamlines e-invoicing, reducing the need for paper-based processes. This significantly reduces data entry errors and leads to faster and more transparent invoice processing.

Interoperability

PEPPOL allows different businesses and government agencies to seamlessly exchange documents irrespective of the specific software or systems they use.

This is especially important in cross-border transactions where the different countries may have used different invoicing standards. PEPPOL provides a “common language” for business documents.

Increased visibility

Registering on PEPPOL can enhance your organization’s visibility. Other businesses and government entities within the PEPPOL network can easily find and connect with registered participants, leading to collaborations and partnerships.

Cost savings

PEPPOL significantly reduces administrative costs associated with paper-based invoicing processes, such as printing, mailing, and storage.

Also, since e-invoicing via PEPPOL minimizes the risks of errors, it leads to cost savings in the long run.

Which country uses PEPPOL?

While PEPPOL started as a European project, its interoperability and cross-border commerce ability have attracted other non-European countries, and it is now used in most parts of the world.

Over 20 European countries currently use the PEPPOL network. These are Austria, Belgium, Croatia, Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, The Netherlands, Norway, Poland, Portugal, Slovenia, Spain, Sweden, and the United Kingdom.

Singapore was the first non-European country to embrace PEPPOL. Today, PEPPOL is used to varying degrees in Australia, New Zealand, Japan, Malaysia, Mexico, Canada, and the United States.

Takeaway: Register on PEPPOL Network and enjoy seamless transactions

Registering on the PEPPOL network has several benefits, including allowing efficient document exchange between businesses.

The steps outlined above will help you register on PEPPOL, starting with choosing a reliable Access Point Provider.

One of the most reliable Access Point Providers is Storecove. With Storecove, you won’t have to worry about cross-border complexities when sending electronic documents to other businesses or government agencies.

Storecove will connect you to the PEPPOL network, ensuring compliance with relevant regulations and seamless document transfer with customers.

More information about how to register on Peppol?

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