BEX E-invoicing: Installation & settings
With BEX E-invoicing, you can connect to the Peppol network for easy sending of e-invoices. Compliant with local regulations.
E-invoicing is only possible for B2B invoices that you send. These may be invoices to business guests or any owners with an investment company.
In our App Store you can read more about BEX E-invoicing.
When is e-invoicing required?
Various European countries are working on different timelines to promote or legally enforce B2B e-invoicing.
Read more about expected timelines here: Setting up e-invoicing
How to install the app?
Once logged into your Booking Experts PMS, go to the App Store in the light green menu bar. To do this, click on the market stall icon. Type 'E-invoicing' in the search bar and click on the appropriate result. You are now on the app's detail page. Click the green '+Install' button to install the app.
In the next screen, you can see exactly what information is read and sent by BEX E-invoicing. At the bottom of this page, you will link your administrations. Check the 'Access' box for each administration for which you want to apply BEX E-invoicing. Then click 'Install' to authorize the app and complete the installation.
Make sure that for each of the administrations you link to this app, the VAT number and business registration number is correctly entered in the administration settings!
This ensures that a Peppol sender can be automatically created on the Peppol network for each administration. You do not have to do this yourself.
Complete the settings
In the app itself, there are no further settings. In your PMS, you now have some options you need to know about to start sending e-invoices.
VAT and business registration number
In addition to your own, you need to check the VAT and business registration number of the receivers of your invoices. If you want to use e-invoicing for any of your corporate owners or business guests, ensure their contact is updated with the correct information.
Sending an e-invoice
When sending B2B invoices, you can now choose 'Send via Peppol', in addition to the familiar options of sending by e-mail or manually. The option 'Send via Peppol' will not be available if the receiver is not a business.
What if you send the invoice together with the confirmation email?
In this case, you select two send options. 'Send via Peppol' for the invoice, and 'Send by email' for the confirmation message. The email will no longer have the invoice attached.
Sending e-invoices in bulk
Go to the 'Concept' tab of your invoices overview. Here, you can use the added 'Peppol delivery status' filter to create a shortlist of invoices that match the e-invoicing requirements. Select multiple invoices here, and then choose 'Send via Peppol'. This will send all selected invoices as an e-invoice.
Reasons for failed delivery
There are two reasons an e-invoice may fail to be delivered to the recipient.
1. The receiver has an incorrect VAT number or incorrect business registration number. This means you need to update the receiver’s contact information.
2. The receiving party is not active on the Peppol network. You can notify the receiver about this, but generally it means you will have to use email to send the invoice instead.
Re-sending a failed invoice
Open the failed invoice. In the sidebar to the right, under the navigation menu items, you’ll see a notification that the e-invoice could not be delivered via Peppol. After correcting the reason the e-invoice failed, click 'Retry delivery' in this notification.
If you cannot correct the situation timely, you can still send the same invoice by email, as a PDF attachment.
Filtering for failed Peppol delivery
In your invoices overview, you can use the filter for Peppol delivery status to filter for invoices that have failed to send as an e-invoice.