With e-invoices, the recipient is not identified by an email or postal address. The document is delivered via the Peppol network, and the system needs to reliably determine who it belongs to and where to send it.
The basis is the recipient’s Peppol ID. This is a unique identifier that allows the network to locate where the company receives e-invoices. This enables the digital mail carrier to deliver the document to the correct recipient even when the sender and recipient use different systems.
A Peppol ID functions as a digital address
A Peppol ID is a unique identifier for a company or organization within the Peppol network. It can be thought of as a digital address for receiving business documents.
When a supplier creates an e-invoice, they include the recipient’s Peppol ID in the invoice data. Based on this identifier, the system determines whether the recipient is available on the network and through which provider they can receive the document.
Therefore, the company does not need to determine which digital mail service its business partner uses for every invoice. What matters is that the recipient’s identifier is correctly listed on the e-invoice.
For e-invoicing in Slovakia, Peppol ID is an important part of being prepared to receive and send e-invoices.
What roles do SML and SMP play?
Peppol ID is an addressing system that uses two key components: SML and SMP.
SML is a central service that helps determine where data about a specific recipient is located. It does not contain the actual invoice data. It serves as a directory that directs the digital mail carrier to the correct location.
SMP is a service that publishes information about the recipient. For example, it specifies what types of documents the company can receive and through which delivery point it is accessible.
Simply put, here’s how it works:
- The digital mail carrier receives the recipient’s Peppol ID.
- Using SML, it determines where to find the recipient’s information.
- In SMP, it checks whether the recipient accepts that type of document.
- It determines where to securely deliver the e-invoice.
These technical steps occur automatically. Users of Digital Mail do not need to manually search for the other party’s provider or set up a connection with each business partner individually.
How does e-invoice delivery work?
Delivery via Peppol involves four parties. On one side is the supplier, on the other is the recipient, and in between are the delivery service providers.
The entire process can be described in a few steps:
- The supplier creates an e-invoice in its invoicing or accounting system.
- The e-invoice contains information about the recipient, including the Peppol ID.
- The sender’s digital mail carrier verifies whether the recipient is available and what type of document they can receive.
- It securely sends the e-invoice to the recipient’s digital mailbox.
- The recipient can find the document in their web interface or in the system they use to manage e-invoices.
The digital mail carrier thus serves as a delivery channel between the supplier and the customer. A company connects to its provider and can communicate with other network participants.
If a business owner primarily needs to receive e-invoices, the web interface provides a convenient place to view and store the received documents.
How do I know if an e-invoice has been delivered?
When sending an e-invoice, it is important to know whether the document was successfully delivered to the recipient’s digital mailbox. Peppol uses technical acknowledgments and message statuses for delivery.
The specific display of statuses depends on the solution used. However, a high-quality digital mail system typically allows users to track:
- confirmation of e-invoice submission,
- notification of successful delivery to the recipient’s digital mailbox,
- an error condition if the recipient is unavailable or the document does not meet the requirements,
- the reason for the failed delivery, if the system can identify it.
This overview helps the company respond in a timely manner. If an invoice cannot be delivered, the sender does not have to wait to see if the problem will surface during payment or in communication with a business partner.
A certified digital mail carrier creates a traceable delivery process within the Peppol network and helps companies manage document statuses in a clear and organized manner.
Delivery is not the same as processing
A delivery confirmation means that the e-invoice has successfully been received by the recipient’s system. It does not automatically mean that someone has already opened, reviewed, approved, posted, or paid it.
This distinction is particularly important in companies where multiple people handle incoming invoices. The business owner may have access to the documents, the accountant may review them, and the responsible employee may approve their accuracy.
Once an e-invoice has been received, the next stage of the process begins. The company can classify the invoice as an expense, verify the line items, link it to a purchase order, or prepare it for payment—but these steps are carried out within the company’s accounting system.
Why is digital delivery reliable?
Peppol uses a unique recipient identifier, verifies the recipient’s ability to accept the document, and ensures secure exchange between providers.
This offers several practical benefits for the company:
- The invoice is addressed to a specific recipient based on the Peppol ID,
- The system verifies whether the recipient supports the document,
- You can track the delivery status,
- the error can be identified and resolved,
- The document can be further processed as part of internal procedures,
- A traceable delivery record is created.