PEPPOL sounds like EU bureaucracy, but it is one of the best working networks for structured invoice transmission. Dozens of countries around the world use PEPPOL today.
What PEPPOL is (and what it is not)
PEPPOL is:
- a network of certified access points
- an address directory (Service Metadata Locator)
- a format standard (PEPPOL BIS Billing 3.0, based on EN 16931)
- a transport protocol (AS4)
PEPPOL is not:
- an e-mail inbox (no direct mails, but structured transmission)
- an e-invoice format (the format is XRechnung, for example, while PEPPOL is the transport)
- exclusive to the public sector
The PEPPOL architecture
PEPPOL works with four stations (four-corner model):
Outlined in blue: your side.
The two access points communicate over the encrypted AS4 protocol. Every participant has a PEPPOL ID made up of a scheme and an identifier, in Germany for example based on the VAT ID (scheme 9930) or the Leitweg-ID (scheme 0204).
What you need in order to receive via PEPPOL
1. PEPPOL ID. Applied for by the access point provider, typically based on the VAT ID.
2. Access point provider. A certified PEPPOL access point, operated by an access point provider. We set up the connection to your DMS on a project basis.
3. Address entry in the SML. The access point provider enters the PEPPOL ID in the SML. That makes you findable in the network.
4. Intake workflow. In the DMS: validation against EN 16931, classification, approval routing, posting to the ERP.
The five steps to a PEPPOL connection
Step 1: choose an access point provider. Comparison criteria: price per document, API quality, DMS integration.
Step 2: apply for the PEPPOL ID. The provider applies on your behalf. How long that takes depends on the access point provider.
Step 3: SML entry. Handled by the access point provider.
Step 4: test with one sender. A self-test or a co-operative supplier for a test transmission.
Step 5: inform your suppliers. Your top 50 suppliers receive the PEPPOL ID together with the information that they can send e-invoices via PEPPOL from now on.
PEPPOL vs. direct e-mail intake
| E-mail intake | PEPPOL intake | |
|---|---|---|
| Setup | simple, a dedicated address is enough | via an access point provider |
| Running costs | no external costs | depends on the access point provider |
| Delivery confirmation | no technical confirmation | technical delivery confirmation |
| Reach | any sender with e-mail | senders connected to PEPPOL |
Practical recommendation: run both routes in parallel. PEPPOL as the preferred channel, e-mail as the backup.
FAQ
Do I absolutely need PEPPOL from 2025? No. The 2025 e-invoicing obligation only requires the ability to receive. PEPPOL is a preferred transport channel, but not the only one.
What does PEPPOL cost for mid-sized companies? The costs consist of the access point provider's running fees (per document or as a flat rate) plus a one-off setup. The actual rates are in the providers' price lists.
What is the difference between a PEPPOL ID and a Leitweg-ID? The Leitweg-ID is an addressing code used by public administration. The PEPPOL ID is the international network identifier.
Conclusion
PEPPOL is the intake route with a technical delivery confirmation. The connection takes a manageable amount of effort and makes delivery provable. As of September 2026
This article provides general information on legal requirements and is no substitute for legal or tax advice in an individual case.
Further reading
Is your e-invoice arriving correctly?
Send us an XRechnung or ZUGFeRD file. We check it against EN 16931 free of charge and reply by e-mail.