Electronic invoicing (or e-invoicing) involves transferring invoice data between a supplier and buyer in a structured format. It contains the same information as a traditional invoice such as the supplier company, invoice number, tax ID, payment terms, and more but in a digital format. This enables businesses to automate invoice processing.
In Denmark, since 2005, suppliers must send e-invoices to public institutions and authorities. Proper offers the service of sending e-invoices in the PEPPOL network. This a service free of charge for all Proper’s customers. All you need to do is follow the steps below:
-
Add the European Article Number (EAN) to the contact information of the company. This number is a 13-digit number that uniquely identifies the company for e-invoicing. Sometimes this number is also referred to as Global Location Number (GLN).
-
Once you have saved the EAN, you can enable e-invoicing in the billing settings.
2.1 Navigate to the Rent page and click on the Actions button on the top right.
2.2 Click on Update billing settings.
2.3 In the modal you can enable e-invoicing by ticking the checkbox.
2.4 Optionally, you can add a buyer’s reference and/or set-up an order reference. The buyer’s reference is typically the person processing the bill or the lease contact. Sometimes you will also be given an order number, which you can fill in the order reference field. If unsure about what reference to use, we recommend you to contact the tenant.
-
In order to make E-invoicing work for everyone, you also have the possibility to edit the issue date of a bill. In the billing settings, you can set the date the bill will be send according to your customer’s needs. For example some public institutions requite an issue date of 60 days before the due date in order to process a bill. Please also note that Betalingsservice will only work if the issue date is set to more than 7 days before the due date.
-
After you input all relevant information just click Save.
Once set-up, Proper will automatically send an e-invoice whenever a bill is created.
If you want to remove e-invoicing, you can simply untick the e-invoicing checkbox again.
How do I check if a company is in the PEPPOL network?
Proper uses PEPPOL, an EU-wide and accredited network, to send e-invoices. This is a standard network and Danish public authorities and institutions are required to be listed as PEPPOL recipients.
Some companies may not yet be registered as a PEPPOL recipient. To check if your tenant is registered, you can go to the Nemhandel register (NHR) and paste the company's EAN in there. If a section with PEPPOL appears, they are registered:
If your tenant is not registered as a PEPPOL recipient in Nemhandel (NHR), the recommendation from the Danish Business Authority is to contact the tenant’s e-invoicing service provider. The provider can register a contact as a PEPPOL user in the NHR (as long as the endpoint points to a valid PEPPOL receiver service, which requires a valid PEPPOL certificate). Read more on the PEPPOL site or about the regulation.
Related to