BetaSend e-invoices through the Peppol network in HubSpot

If you're based in Belgium or Germany, you can send e-invoices from HubSpot through the Peppol network. Create machine-readable invoices that can be validated, sent, and tracked without leaving HubSpot.

Consult your legal and tax advisors to ensure compliance with e-invoicing regulations.

Once you have set up e-invoicing, when you send an invoice to a buyer, HubSpot checks if the invoice recipient is registered on the Peppol network and automatically delivers the e-invoice.

Before you get started

Understand requirements

• To use e-invoicing, you must be based in Belgium or Germany.
• E-invoicing is available when you have connected Stripe as a payment processing option.
• Your VAT number is required to set up e-invoicing.

Understand limitations and considerations

• Invoices sent through the Peppol network can't be edited, voided, or deleted, unless the invoice has a status of Needs correction or Will not send. Delivery can take several hours, depending on the buyer's network.

Turn on e-invoicing

1. In your HubSpot account, click the settings icon in the top navigation bar.
2. In the left sidebar menu, under Data Management, click Objects.
3. On the Objects page, click the Select an object dropdown menu and select Invoices.
4. If you haven't already, connect Stripe as a payment processing option.
5. Review your VAT number, legal business name, business address, and contact email. To update your details, click Edit in Stripe.
   
   
   
6. To turn on e-invoicing, click Enable e-invoicing.
   
   
   

Please note: if you have already connected your Stripe account for payment processing in HubSpot, but your VAT number isn't added to your Stripe account, you'll be prompted to add it during e-invoicing setup.

Send e-invoices

E-invoices are sent based on the billing process you're using. Learn more about billing buyers in HubSpot. E-invoices are sent when:

• You manually create an invoice.

• If you're part of the Connected CPQ, Billing, and Payments beta and create a quote with recurring line items. Each invoice generated from the quote will be sent via the Peppol network.

• You create a subscription. Each invoice generated from the subscription will be sent via the Peppol network.

To send e-invoices:

1. Configure the invoice, quote, or subscription, depending how you bill your buyers.
2. When configuring an invoice or quote, to update company details and tax IDs, hover over the company of an invoice, or billing company of a quote, and click the edit Edit icon.
   
   
   
3. Finalize the invoice, quote, or subscription, and send the invoices.
4. If the invoice recipient is reachable on Peppol, the e-invoice is sent automatically. The e-invoice details will be locked when the invoice is sent.
5. Track the e-invoice using the status on the invoice record.

Check the status of an e-invoice

1. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
2. Click the name of an invoice.
3. Navigate to the E-invoice Delivery card in the right sidebar. If you can't see the E-invoice Delivery card, learn how to customize records.
4. Learn more about e-invoices statuses.

Send credit memos through the Peppol network

Credit memos are sent via the Peppol network when applied to an e-invoice. Only one credit memo can be applied to an e-invoice.

1. Create a credit memo from the credit memo index page. It isn't possible to create a credit memo from the e-invoice.

2. Apply the credit memo to an invoice.
3. In your HubSpot account, click More, then navigate to Revenue > Invoices. If More doesn't appear in your account, navigate to Revenue > Invoices directly.
4. In the upper right, click Actions, then select View credit memos.
5. Hover over a credit memo and click the preview icon.
   
   
   
6. Navigate to the E-invoice Delivery card in the right sidebar. If you can't see the E-invoice Delivery card, learn how to customize records.
7. Learn more about e-invoice statuses.

E-invoice statuses

E-invoices have one of the following statuses:

• Pending: the e-invoice is queued for sending and hasn't been sent to the Peppol network yet.

• Submitted: the e-invoice was submitted to the network and is awaiting delivery. 

• Sending: the e-invoice is being transmitted to the network via the provider.

• Accepted: the buyer confirmed receipt of the e-invoice.

• Delivered: the e-invoice was successfully delivered to the buyer via the network.

• Needs correction: the e-invoice couldn't be delivered. The error is displayed on the E-invoice Delivery card. Correct the invoice and send it again.

• Refused: the buyer refused the e-invoice after delivery. The reason for rejection is displayed on the E-invoice Delivery card. The invoice won't be sent again and can't be edited.

• Failed: an error occurred while delivering the e-invoice. The E-invoice Delivery card will display the error An error occurred while delivering this e-invoice. The invoice won't be sent again and can't be edited. Contact HubSpot support for assistance.

• Canceled: the e-invoice was canceled and is no longer active.

• Will not send: the invoice isn't supported for e-invoicing and won't be sent to the provider or network. More information is displayed on the E-invoice Delivery card. Edit the invoice and send it again. Review the table for common causes and how to resolve the error.

Disconnect your HubSpot account from the Peppol network

To disconnect your HubSpot account from the Peppol network, contact HubSpot support.