We need this in PEPPOL format.
If that sounds confusing, you’re not alone. A lot of small businesses and freelancers are hearing about PEPPOL for the first time, even though it’s been quietly changing how companies and governments exchange invoices across Europe.
In this article, we’ll walk through what PEPPOL is, how it works, and why it might be worth getting to know — even if you’re running a solo business or working with just a few clients.
PEPPOL, in Plain Terms
PEPPOL stands for Pan-European Public Procurement Online. It started as an EU project to simplify how companies send invoices and other business documents to public administrations. Before PEPPOL, every country — sometimes every government department — had its own system. It was a mess.
PEPPOL was designed to clean that up. It created a single, standardized way to send and receive things like invoices, orders, and shipping details — across borders, without extra steps.
But here’s the thing: it’s no longer just about public tenders or government contracts. PEPPOL has become a practical tool for everyday business, and companies in places like Australia, Japan, and Singapore are now using it too.
So whether you’re working with a ministry in Paris or a client in Oslo, PEPPOL might soon become part of your workflow — if it hasn’t already.
Why Should You Care If You’re a Freelancer or Small Business?
We get it — if you’re sending out five invoices a month, you might not think you need a “network” for that. But PEPPOL solves a few problems you may have run into already.
It helps you get paid without delays
Let’s say your client has automated systems on their end. If you send a standard invoice, someone has to open it, check the numbers, maybe re-enter it into their software. Mistakes happen, delays happen.
With PEPPOL, your invoice goes straight into their system — no manual handling needed. That means fewer errors and often, faster payments.
It saves you time
Once your invoicing software is set up to use PEPPOL, you don’t have to upload files to different platforms or chase formatting rules. You create the invoice like you normally would, and the system takes care of the rest.
So, How Does PEPPOL Actually Work?
Think of it like a secure post office for business documents. Here’s a rough idea of what’s happening behind the scenes:
You create your invoice using your invoicing software.
That software connects to a certified Access Point — a kind of digital courier.
The Access Point finds your client’s Access Point and delivers the invoice, using a format both systems understand.
You don’t need to learn XML or deal with technical setup. All the complex parts are handled by your provider. Your job? Create the invoice like usual and hit “send.”
What Can You Send Over PEPPOL?
Most small businesses will only use PEPPOL for invoicing, but the network supports more than that:
Orders
Shipping updates
Credit notes
Product catalogs
It’s especially useful if you work with bigger clients who want to automate everything. PEPPOL’s structured format makes that possible.
Getting Started With PEPPOL: A Simple Guide
You don’t need to overhaul your business to start using PEPPOL. Here’s a straightforward way to begin:
- Use software that supports it Some invoicing tools — like Maginvoice — already connect to the PEPPOL network. You don’t have to do anything special beyond turning it on.
- Check if your client accepts PEPPOL It’s becoming common for public clients, and many larger companies also prefer it. Just ask — they’ll usually tell you right away.
- Try sending a test invoice Most systems will let you do a dry run. Once it’s working, the process becomes second nature.
Choosing a PEPPOL Provider: What to Look For
If you’re shopping around or building a workflow with your accountant or developer, here are a few things to check:
Is the provider a certified PEPPOL Access Point?
Can they handle SMP and SML services (those are like directories to route your invoice)?
Is the system reliable and scalable if your business grows?
Does it connect smoothly with the software you already use?
The good news is: for most freelancers and small businesses, your invoicing tool handles all of this in the background.
A Quick Word on Chorus Pro
In France, the Chorus Pro platform is where all invoices to the public sector go. The good news? It’s PEPPOL-compatible.
So if you’re working with any government-related client, using PEPPOL makes sure your invoice arrives exactly where it needs to — in the right format and without extra steps.
A Look Ahead
France is planning a gradual rollout of mandatory electronic invoicing for all B2B transactions starting in 2026. Depending on your business size, you may need to comply by 2026 or 2027.
PEPPOL isn’t the only accepted format — but it’s one of the main ones, and it’s already working across the EU.
Even if you’re not required to use it yet, starting now means:
- You avoid stress when deadlines come
- You build smoother workflows with larger clients
- You get paid quicker with fewer back-and-forth emails
Final Thoughts
PEPPOL might sound technical at first, but in practice, it’s a time-saver. It helps you get invoices where they need to go, in a format your clients can handle instantly.
You don’t have to change the way you work — just use an invoicing tool that supports PEPPOL, and the rest happens in the background.
It’s a small step now that could save you a lot of time later.
Ready to Try PEPPOL?
With Maginvoice, you can create and send PEPPOL-compliant invoices directly from your account — no extra setup, no code, no confusion.
We help freelancers and small teams stay compliant, work faster, and send better invoices across Europe.
