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?

Go to the 'Available apps' index, and use the search bar to find the CAT app. Click the 'Install app' button.
Read more: Getting started with BEX App integrations

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

  • The business registration number for Dutch companies is the KvK number (Chamber of Commerce). Dutch companies have a separate VAT number.

  • The business registration number for Belgian companies is the business number, as registered with the CBE (KBO in Flemish). The VAT number for Belgian companies is the same number, but with 'BE' as a prefix.

  • The business registration number for UK companies is the Company Number, as registered with Companies House. British companies have a separate VAT number.

  • The business registration number for French companies is the SIRET number. The VAT number for French companies consists of two letters and two digits followed by the SIREN number (which is equal to the first 9 digits of the SIRET number)

In addition to your own, you need to check the VAT number 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 invoicing information.
If the invoicing address deviates from the contact address, the invoice address will be used.

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.

Automatically sending e-invoices

In some cases, an e-invoice may be automatically sent.

  • If you have enabled invoicing at confirmation, an e-invoice to guests is automatically sent when:
    - the reservation is made by a channel that is allowed to confirm reservations
    - a payment for the reservation is received
    - the arrival date of the confirmed reservation is today

    Read more about invoicing at confirmation: When to invoice guests: invoice moment

  • If you are invoicing a channel, and in the settings of this channel you have enabled 'Automatically send channel 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.