API
Peppol and A-Cube: how to simplify document exchanges with foreign countries
Efficiency in document exchanges is one of the key factors for competing in today’s markets, especially in international contexts. In recent years, Peppol has established itself as the reference network for the secure transmission of electronic invoices on a global level. In Italy it can be used through certified access points such as A-Cube.
In this article we explore the strategic importance of Peppol and the potential offered by A-Cube solutions, ideal for automating and securing document flows with business partners abroad.
What is Peppol
Peppol, an acronym for Pan-European Public Procurement On-Line, is the system that enables companies and public administrations in different countries to exchange documents, data and electronic invoices through a certified, secure network.
Born in 2008 as a pilot project of OpenPeppol, the Peppol system was funded by the European Commission. The aim? To simplify commercial exchanges and facilitate e-procurement processes between EU countries. Over the years, the network has then been adopted globally for the sending of business and administrative documents between companies in different countries and between these and public administrations. Today, Peppol covers the entire e-procurement process and is used by almost 1.5 million companies in 98 registered countries.
Peppol and e-invoicing around the world
Peppol eliminates the need for complex adaptations and allows invoices to be exchanged between countries with different e-invoicing systems. It is therefore emerging as a standard solution for both B2G invoicing (Business to Government) and B2B invoicing (Business to Business). And it plays a crucial role in the shift from closed national e-invoicing procedures to a global interoperable network.
In Europe, Directive 2014/55/EU made electronic invoicing mandatory in public procurement. Peppol was therefore chosen as one of the main tools for the exchange of B2G invoices. In Italy, it is one of the official channels (together with the Nodo Smistamento Ordini, NSO) through which PAs send electronic orders to suppliers of goods and services. Since 1 February 2020, the use of electronic orders has been mandatory for goods purchases by PAs of the National Health Service, and since 1 January 2021 also for services.
And in the rest of the world?
Peppol is implemented as the national standard for electronic invoicing, with incentives for companies that adopt it in Japan, the United Arab Emirates, Australia, New Zealand and Singapore;
used as a system for international interoperability in Brazil, Mexico and Argentina;
available as an option in the private sector in the United States and Canada.
Several African countries are also considering adopting this system.
How Peppol works: accredited access points
The standardised language used on the Peppol network enables companies and PAs around the world to automate invoice and document sending processes, reduce error rates and cut operational and bureaucratic complexity. All of this with a significant reduction in costs and time. In addition, companies and PAs can choose the most suitable provider according to their needs from dozens of certified providers.
At a local level, the Peppol network is overseen by the various national Peppol Authorities. In Italy, this role is carried out by AgID (the Agency for Digital Italy), which accredits the various Peppol access point providers needed to access the network.
A-Cube is an accredited Peppol access point, that is, a true intermediary that allows the subject to communicate with others on the network and provides the Peppol Participant ID. This is the company’s unique electronic identifier on the network. The code must be communicated to the PAs connected to the Interchange System and will then be associated with the orders that the subject will receive from the PAs.
The Peppol system works according to a four-corner model, that is, four "corners" made up of supplier and customer and the two access points that allow them to communicate even if they have different providers.
Document exchanges on Peppol
The standard document format shared is Universal Business Language, abbreviated to UBL XML, which is also used for European electronic invoicing.
When sending an electronic invoice via Peppol, the sender’s access point searches for the recipient’s and checks its availability to receive the document. The transmission of international electronic orders also involves the Interchange System (SdI) of the Revenue Agency, which must translate and deliver electronic documents according to the Peppol standard to and from Italian users.
All orders received through this system must contain the document identifier and its issue date as well as the Endpoint ID, that is, the sender ID.
A-Cube Peppol platform
In addition to being an accredited access point, A-Cube is also part of the Peppol eDelivery Network. The A-Cube Peppol platform:
works in real time, so documents are sent and received immediately, without queues or waiting;
carries out all activities by interacting with the systems used by the company according to the selected settings automatically;
automatically manages document compliance processes and checks;
is scalable for companies of any size and with any specific requirement.
With A-Cube Peppol API it is possible to manage different types of documents such as invoices, credit notes, orders and order responses, and shipping notices. Through the A-Cube API monitoring dashboard it is possible to:
monitor usage and view total or aggregated usage statistics by VAT number;
manage incoming and outgoing document flows and analyse them using filters;
use webhooks to decide how the platform should interact with systems depending on the company;
choose specific configurations based on your needs.
To resolve any issues, A-Cube offers customer support via e-mail with very fast response times as well as a discussion forum. It is also possible to request customised support plans should there be specific requirements.
Peppol and the future of document exchanges
According to OpenPeppol, in the future the system may be used for the standardisation of logistics and to manage the exchange of information between the public sector, citizens and businesses.
As we have mentioned, more and more countries are introducing rules for mandatory electronic invoicing, for which Peppol could become a common standard in both B2B and B2G. Another aspect not to be overlooked is that it is a network through which tax authorities can monitor transactions in real time, reducing the risk of fraud.
