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.
This integration is available starting from Business subscription plan.
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.
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).
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.