How can I send e-invoices via Peppol with OkiOki?

OkiOki offers you two options for sending your e-invoices.

• You create and send your e-invoices via OkiOki. (OkiOki Start & Smart)
• You create your invoices in Word or Excel or in your own invoicing programme and then send them via OkiOki. (Only with OkiOki Smart)

However, in order to send e-invoices to your customers via OkiOki, certain conditions must be met.

We will discuss this in more detail in this article.

Two options for sending e-invoices

You create and send your e-invoices via OkiOki. (OkiOki Start & Smart)

OkiOki offers you a handy invoicing tool. You can create quotes, convert quotes into invoices, send your invoices and track the payment status of your invoices.

You can send invoices via Peppol, but also via email, and you can still print them. This gives you a solution for every customer, whether a business or a private individual.

👉 In this article, we explain how to create and send invoices in OkiOki.

Some useful FAQs about our invoicing tool

• Your invoicing settings
• Adding invoice lines to your invoice
• Which VAT rates can I use on my invoice?

You create your invoices in Word or Excel or in your own invoicing programme and then send them via OkiOki. (Only with OkiOki Smart)

Would you like to continue working in Word or Excel? Do you feel compelled to work with your existing invoicing programme, but that programme cannot send e-invoices? Then OkiOki is also the solution. 

Depending on the format in which your invoices are available, you will need to take a different approach.

You have PDF invoices

Do you create PDF invoices with Word or Excel or via your own invoicing programme? Then you can upload them to OkiOki, convert them to a UBL file (a real e-invoice) and send them via Peppol.

It is important that you check each invoice. This takes a minute of your time. So it's no problem if you have a limited number of sales invoices per month; if you have more than 100 sales invoices per month, this may not be the most convenient solution. It's up to you to decide.

👉 In this article, we explain in detail how to convert PDF invoices into e-invoices and send them via Peppol.

You already have UBL invoices

Do you work with an invoicing programme that can create UBL invoices but cannot send them via Peppol? Then you can send them to OkiOki and they will send them for you via Peppol.

⚠️ Important: Your UBL invoices must be in .XML format and must comply with the Peppol BIS3 standard. You can check whether your UBL file complies with this standard here.

There are several ways to send your UBL sales invoices to OkiOki:

• You can upload them manually.
• You can send them (automatically) to your OkiOki email address.
• You can have OkiOki pick them up from a cloud storage folder.

👉 In this article, we explain in detail how to upload and send UBL invoices via OkiOki.

Conditions for sending e-invoices

OkiOki must be able to verify your identity

The Peppol network is a secure network and, as a recognised access point, OkiOki is required to verify the identity of everyone it grants access to this network. In most cases, this verification is done automatically. You do not need to do anything. You can see your Peppol status in your OkiOki app under your invoicing settings. There you can see whether or not we have been able to verify your identity.

If you see that your identity has not been verified, there are two options:

Your accountant uses OkiOki

If your accountant uses OkiOki, they can verify your identity. You do not need to do anything. You can simply inform them of this.

Your accountant does not yet use OkiOki

If your accountant does not (yet) use OkiOki, we will perform a manual verification via a Teams call.

What do we need for this?

• If you are a company:
  • An extract from the CBE stating that you are the manager of your company.
  • A copy of your identity card.
• If you are a sole proprietorship (independent):
  • A copy of your identity card.

What do you need to do?

Send an email to support@okioki.be with a copy of your identity card and the extract from the CBE (if you are a company) attached. Our staff will then contact you to schedule a Teams call.

Your customer must be able to receive e-invoices.

To do so, your customer must be registered on the Peppol network. When you want to send your invoice, OkiOki automatically indicates whether your contact is registered on the Peppol network. You can also see this in your contact file.