E-invoicing is the exchange of invoices in a structured electronic format that accounting systems can process automatically. It is governed by EU standards and regulations designed to make invoicing faster, more transparent, and consistent across borders.
At RO App, we understand how challenging it can be to keep up with evolving tax requirements, including the EU e-invoicing directive, which is already being rolled out in multiple countries. That’s why we’re introducing electronic invoicing support that lets you generate compliant invoices, automatically register them with tax authorities, and send them to your counterparties via the PEPPOL network — all in line with current legislation.
Setting up E-invoicing integration
Step 1. Check legal entities information
Before setting up the integration, make sure your legal entities contain all required information. The TIN/VAT field may be labeled differently depending on the country’s regulations and is now is mandatory, so ensure it is filled out along with other data.
Step 2. Configure integration
1. Go to Settings > Integrations > E-invoicing and click Configure.
2. Click Integration enabled.
3. Pick Live or Testing mode.
In Testing mode, e-invoices will be generated but not sent to tax authorities and your counterparties, as it’s mainly for testing purposes. In Live mode, all integration features are enabled, and the invoices are transferred to your tax authorities according to the integration settings.
4. Choose Legal entities that will be specified in for these invoices. You can select All or only specific ones.
Please, note that all legal entities chosen above:
Should be filled out properly in Settings > General;
Should be linked to specific locations in Settings > Locations.
If any legal entity information has been updated, click the Sync button here in the integration settings to update it for the following invoices.
5. Select the status, in which the e-invoice will be generated.
6. Select delivery method: PEPPOL (standardized Pan-European Public Procurement Online) or Email.
When using the PEPPOL delivery method, the NIF must be provided; when using the email delivery method, the email address must be provided.
7. Next, you need to map the taxes. In the left column select the tax codes for taxes that you use in RO App and in the right column select official tax rate name (depending on the country).
Taxes in RO App can be set on Settings > Finance > Taxes page.
8. The last step — payment method mapping. Match RO App payment methods to standard European e-invoicing payment methods.
9. Save the settings.
Done! Now, your invoices will be automatically transferred to your tax authorities in the selected format.
Invoice
Once the integration is enabled, every invoice will display the e-invoicing icon next to its number. Clicking the icon will open a small window showing:
Invoice status – shows whether the invoice has been successfully sent, is accepted, or has been refused.
Delivery method – indicates how the invoice is delivered (e.g., via PEPPOL).
Note: To receive an e-invoice via Peppol, the payer must have an active connection to Peppol with enabled receiving (check your counterparty here).
Recommendations for Filling in Customer Data for Accurate e-Invoice Delivery via Peppol
To ensure accurate and error-free transmission of electronic invoices through the Peppol network, please consider the following:
1. Fill in both identifiers
TIN (Tax Identification Number)
BRN (Business Registration Number)
In countries such as Belgium and Sweden, Peppol often identifies recipients by BRN, so providing both values increases the accuracy of customer matching.
2. Check the tax number format
Verify how the customer is registered in the system:
with a country prefix (e.g., BE12345)
or without it (12345)
An incorrect format may lead to errors when sending e-invoices.
If Email is selected as the method for sending invoices, providing the NIF is not required. In this case, the invoice will be generated and sent directly to the client’s email address, without any additional requirements regarding the recipient’s tax identification.
Payer TIN – the tax identification number of the payer.
Tax report ID – shown when the invoice is registered in a tax reporting system; it is relevant for audits or when a unique tax document ID is issued by authorities.
The e-invoice can have the following statuses:
New — initial status of an issued invoice.
Sent — the invoice has been sent successfully.
Accepted — after the invoice is marked as accepted.
Registered — when a registered notification has been received or manually marked as registered.
Refused — When a refused notification has been received or manually marked as refused.
Closed — Is a final state.
Manual sync
You can manually sync an invoice before its automatic sync by opening the invoice and selecting Actions > Send e-invoice.
After the invoice has been synced, it can no longer be edited.
Exporting invoice
To export an invoice, click Actions and select the desired format. The most common options are PDF and PEPPOL BIS 3.0, but other formats approved by local tax authorities may also be available and can vary by country.
Click here to check the formats available in your country:
All
PDF
Peppol BIS 3.0
Spain
FacturaE 3.2
RegistroAlta (Tax Report)
Poland
FA(3)
Italy
FatturaPA
Germany
Xrechnung
United Kingdom
Belgium
Portugal
Sweden
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