E-Invoicing on Extended Registration

Table of Contents:

What is E-Invoicing?

Setting Up E-Invoicing in Extended Registration

Verifying E-Invoicing in Invoicing Journal(s)

Managing and Monitoring Your E-Invoices

What is E-Invoicing in Extended Registration?

Extended Registration offers full integration with the Peppol network.

Peppol (Pan-European Public Procurement Online) is an internationally recognized framework for exchanging e-invoices securely and efficiently. It’s designed to simplify cross-border invoicing while ensuring compliance with global and regional regulations.

Currently, e-invoicing is available for invoicing for companies based in:

Belgium
Netherlands
Luxembourg
Germany
Sweden
Ireland

Setting Up E-Invoicing in Extended Registration

Getting started is simple. Follow these steps to connect your organization to the Peppol network and begin sending compliant e-invoices.

Go to Profile(s) > Company > Invoicing details
Enable the toggle “Use dedicated invoicing details” and complete the required fields:

Address
Complete address and country of the invoicing entity
Accounting information
VAT number and bank account number are mandatory
Contact information
Website , Email, Phone

Once details are completed correctly, an option will appear to activate e-invoicing.

A preview window will display all the entered information — review and click “Save” to create your supplier profile on the Peppol network.

If everything is configured correctly, a green “Connected” icon will confirm that your organization is now Peppol-ready and able to send e-invoices.

Verify E-Invoicing in Invoicing Journal(s)

In the preview screen, follow the link to your Financial Journals list and confirm that e-invoicing is active.

Green icon → E-invoicing is active
Orange icon → VAT mismatch (typically between the journal and your Peppol profile)

Ensure the VAT number in the journal matches the one used during Peppol registration to fully activate e-invoicing.

Event Setup for E-Invoicing

To ensure your event is fully compatible with Extended Registration e‑invoicing system, make sure the following settings are correctly configured:

1. Set your event as a paid event

First and foremost, your event must be set as a paid event with ticket prices added. E‑invoicing only applies when actual invoices are generated from monetary transactions.

2. Link an invoice journal

Make sure you’ve linked an invoice journal to your event.

Note: Receipts are not official financial documents and cannot be used for e‑invoicing.

3. Enable invoice generation

To trigger invoice creation automatically, activate one or both of the following checkboxes in your event settings (Money > Settings):

Automatically generate invoice upon registration
Generate and attach invoice to confirmation email

These ensure the invoice is generated at the correct moment in the user journey.

4. Mandatory standard fields in the event form

To allow e‑invoicing to work as expected, you must include the following mandatory standard fields in your registration form:

Field	Description
Company Name	Legal name of the registrant’s organization
Street Address	Full address (required for compliance)
ZIP/Postal Code	Must be included with city and country
City	Required for billing location accuracy
Country	If the country selected is not one of the 6 supported countries (Belgium, Netherlands, Luxembourg, Germany, Sweden, or Ireland), e‑invoicing will not be sent. The registrant will still receive the PDF invoice as usual.
VAT Number*	Activate the VIES check to validate VAT numbers in real time.

If the registrant’s country is not supported, they will still receive a PDF invoice instead of a Peppol e-invoice.

* This adds an extra layer of control: the system will display a validation message indicating whether the entered VAT number is valid or not. Attendees can still register even if the VAT number isn’t valid — but you'll be aware of its status.

IMPORTANT: Peppol Identifier

To successfully deliver an invoice via Peppol, the recipient must be correctly identified in the Peppol directory. The system uses a dedicated Peppol Identifier field to ensure invoices are sent to the correct recipient on the Peppol network.

The Peppol Identifier is connected to the official Peppol directory and allows identification using the exact identifier under which an organization is registered. This may include a VAT number, GLN number, enterprise number, or other supported identifiers.

Tip: Add placeholder or explanatory text (e.g., “Format: BE0803941245”) to help attendees enter VAT numbers correctly.

How Do You Confirm E-Invoicing?

When a registrant completes the form, including their Peppol Identifier, the system checks whether that identifier is recognized on the Peppol network. If it is, the e-invoice is sent automatically. If not, a PDF invoice is still delivered by email, ensuring coverage in every scenario.

Managing and Monitoring E-Invoices

Once registrations start coming in and invoices are being generated, you can easily monitor e-invoicing activity directly within the attendee list of your event.

Each attendee’s record gives you clear visibility into:

Whether an e-invoice was successfully sent via Peppol
Whether only the PDF invoice was sent
Any VAT validation or delivery issues

You can also:

Manually re-send an e-invoice through the Peppol network if needed (available in the invoicing module).
View detailed logs in the invoice preview details to track invoice history, status updates, and any system actions taken (available in the invoicing module).

Additionally, within the invoicing module under the invoices and credit notes list, you’ll immediately see whether an e-invoice was sent or not:

A blue icon means the document is being processed by the peppol network and will turn to green or red once processing is done.
A green icon confirms that the e-invoice was successfully sent.
An orange icon means the e-invoice wasn't sent via Peppol due to incomplete / missing data.
A red icon means the e-invoice wasn't sent via Peppol due to an error in the UBL format.

Nothing changes to the existing invoicing features or workflows. All registrants will always receive the PDF version of their invoice by email. If the registrant qualifies for e-invoicing (e.g., their VAT number is registered on the Peppol network), an additional e-invoice is sent automatically. This ensures full coverage in every scenario.

Summary

These built-in tools let you:

Maintain full visibility over e-invoice status
Ensure compliance with EU e-invoicing standards
Minimize manual follow-up and errors
Streamline financial operations across borders