With the connection between MICE and Peppol, you can send invoices directly from MICE to external parties via the Peppol network. The integration automates the invoicing process, reduces manual work, and ensures efficient and reliable processing within your administration.
Contents of this article:
What is Peppol?
Peppol (Pan-European Public Procurement Online) is the international standard for electronic invoicing (e-invoicing) and ordering. The secure Peppol network enables electronic messages to be exchanged between organisations worldwide in a standardised, secure, and efficient way.
Why do I need this connection?
An increasing number of (semi-)government bodies and organisations set requirements for how invoices must be submitted. Electronic invoicing via the Peppol network is often mandatory. With the connection between MICE and Peppol, you can easily comply with these requirements without changing your way of working.
By sending invoices directly from MICE via the Peppol network, you avoid extra steps such as manual exports, email attachments, or separate invoicing systems. This makes the process efficient and clear, and reduces the risk of errors.
How do I activate the connection?
All you need to do is activate the Peppol integration in MICE. The technical work has already been taken care of, so you do not need to create a separate Peppol account or choose an external partner (e.g. Peppol Service Provider).
Follow these steps to activate the Peppol integration:
Go to ‘Setup’ (from the main menu).
Click ‘Integrations > Links' in the setup menu.
Navigate to the Peppol section and click the ‘Connect’ button.
A window with information will appear. Read this carefully and then click ‘Confirm’ to activate the integration.✅
Points of attention⚠️
To ensure that invoices from MICE are successfully sent via the Peppol network, it is crucial that certain details (see table below) are entered correctly and in the required format in MICE.
Please note: The Peppol network is very strict. Special characters such as dots in a VAT number often cause a registration or invoice to be rejected.
Data | Format instruction | Example |
Country | Select the correct country from the drop-down menu.* | Not applicable |
Chamber of Commerce number | Enter only the 8 digits, without spaces or dots. For government institutions that have an organisation identification number (OIN), enter this number in that specific field and leave the field for the Chamber of Commerce number blank. | 12345678 |
VAT number | Start with the country code, followed by the number without spaces or punctuation. | DE123456789 |
Peppol endpoint ID | A Peppol endpoint ID consists of two parts: {scheme}:{id}
| 0190:00000099003214345001 |
*Select the correct country from the drop-down menu. The two-letter (ISO) country code required is used in the background.
It is also important that your billing details and the client’s company details are entered correctly (on the invoice). You can read more about this below.
Check your billing details
It is important that the country, Chamber of Commerce number and VAT number are entered correctly in your billing details (as shown in the format in the table above).
Navigate to Setup > Settings > Billing (or click here).
Check client details
It is important that the country, Chamber of Commerce number and VAT number are entered correctly in the client details of the organisation receiving your invoice (as shown in the table above).
Navigate to the event > Click on the three dots to the right of the client > Edit.
Organisation identification number (OIN)
For government institutions that have an organisation identification number (OIN), enter this number in the specific field and leave the field for the Chamber of Commerce number blank.
Peppol endpoint ID
If the recipient cannot be validated using a Chamber of Commerce number or OIN number, you can use the ‘Peppol endpoint ID’ field.
Have you entered a Peppol endpoint ID for the client? In that case, you can leave the “Chamber of Commerce” and “OIN number” fields blank.
Submit invoices with the price displayed as ‘excluding VAT’
Always submit invoices via Peppol with the price presentation as ‘excluding VAT’. When creating or editing an invoice, you can adjust the price display at the bottom of the invoice (this is only necessary if the event is set to ‘including VAT’).
We strongly advise against sending invoices including VAT via Peppol, as it is not possible to resolve potential rounding differences yourself. Clients may pay amounts that differ from those in your own records. Peppol works on an exclusive VAT basis for invoice lines.
Sending an invoice from MICE via the Peppol network
In MICE, it is very easy to send an invoice via the Peppol network. When sending the invoice, click the “via Peppol” button and the rest will be processed automatically.
Please note: Before submitting an invoice via the Peppol network, carefully check that the billing details for your organisation and the client have been entered in the correct format. See the points of attention above
Follow these steps to send an existing invoice via the Peppol network:
Open in MICE the invoice you want to send via Peppol.
Click the ‘Send’ button at the top of the invoice (do not worry, the invoice will not be sent yet).
Choose the option ‘Send via Peppol’.
The invoice has been sent via the Peppol network.✅
Confirmation of sending
To the right of the invoice you will find the ‘history’, which contains all actions related to the invoice. This shows that the invoice has been sent via Peppol.
Invoice cannot be sent via Peppol
If the necessary invoicing details for your organisation or the customer are incorrect on the invoice, you will see a notification. Correct the necessary details before trying to send the invoice again. To do this, edit the invoice (first click on the “more” button above the invoice and then “edit invoice”).
If a required field is left blank, the message (highlighted in yellow) will alert you to this.
Recipient not found? Use the Peppol Endpoint ID
In most cases, a recipient is automatically identified based on the KvK/KBO number or the OIN number. If this is not sufficient, you can use the “Peppol Endpoint ID” field.
You can search for organisations connected to the Peppol network via the Peppol Directory (click here). Copy the number shown under “Participant ID” and paste it into MICE in the customer’s “Peppol Endpoint ID” field.
An example of such a number is:
0190:00000099003214345001
Have you entered a Peppol Endpoint ID for the customer? In that case, you can leave the ‘KvK/KBO number’ and ‘OIN number’ fields empty.
FAQ
Can I also receive invoices from Peppol in MICE?
No. You can receive invoices from Peppol in only one tool, as you manage incoming invoices in one central place. The most obvious tool for this is your accounting software. To prevent issues, we have blocked the option to receive invoices in MICE. If you need more information about receiving invoices via Peppol, we recommend contacting the support department of your accounting software.
Do I need my own Peppol account?
No, as a MICE user you do not need to have your own Peppol account. Once you activate the connection in MICE, you can immediately send invoices via the network to your clients.
Does my client need a Peppol account?
Yes. The recipient of the invoice (your client) must be registered on the Peppol network in order to receive the invoice in this way.
Do I need to be connected to a Peppol Service Provider?
No, you do not need to engage an external partner or provider. MICE Operations has already arranged this for you. We use a certified provider (4CEE B.V.) to connect your account directly to the Peppol network.