Whether you represent a software company, ERP, integration platform, consultancy, or large enterprise — choosing the right Peppol partner is crucial for optimizing your business’s e-invoicing and procurement processes and your capabilities to cater in the best possible way for end-user needs.
With the growing importance of Peppol in digital transactions, it’s essential to carefully evaluate potential partners to ensure they meet your needs and provide long-term value. Here are ten key factors to consider when selecting a Peppol partner:
1. Connection method: API vs. SFTP
The connection method between your systems and the Peppol network can significantly impact your operations. An API-based connection offers superior protection against receiving incorrect transaction and master data and allows for seamless integration with your existing systems.
On the other hand, offering only an SFTP connection may indicate limited technical capabilities. A partner offering custom API integration demonstrates a commitment to a long-term partnership.
2. Dedicated Partner API capabilities
Evaluate whether the partner’s API allows you to manage the Peppol registration process for end-users, and if it supports your Know Your Customer (KYC) procedures.
The hurdles and costs of registering new Peppol network members can be high, but with the right Peppol partner, the process is more cost-effective and efficient.
3. Transparent pricing structure
Be cautious of pricing models that include hidden fees for support or additional monthly services you require.
Choosing a partner that offers a pricing structure based on transaction volumes without additional costs that can inflate your overall expenses is important. Easy-to-use self-serve capabilities Transparency in pricing ensures that you only pay for the services you use.
4. Flexible agreement terms
Long-term agreements that lock you into a contract can be restrictive and risky.
Look for a partner that offers flexible terms, such as a short cancellation policy, allowing you to opt out if their services do not meet your expectations. This flexibility shows confidence in their ability to deliver high-quality service.
5. Compliance and market coverage
Ensure that your chosen partner complies with the regulatory requirements in the markets where you operate.
Non-compliance can hinder your business operations and lead to legal complications. A reputable Peppol partner will be well-versed in compliance standards across different regions.
6. Level of service and technology
Outdated technology can lead to inefficiencies and increased headaches. Assess the partner’s technology stack and ensure they use up-to-date solutions that minimize technical issues.
A partner with modern technology is better equipped to provide reliable and efficient services. Utilizing modern cloud technologies, such as a microservices-based architecture, indicates a stable service level and agile development capabilities.
7. Technical debt
Many VAN (Value-Added Network) operators carry significant technical debt, which can impede their ability to adopt new technologies quickly.
This is relevant in several aspects, from supported message types to capabilities to transition to orders or offer extensive B2B commerce, such as managing catalogs and punch-outs. Choose a partner with minimal technical debt to ensure they can support your evolving needs.
8. Comprehensive service coverage
Choosing a partner that offers a broad range of services is essential. Consolidating multiple channels and services under one provider is often more efficient and advantageous.
Here are important areas to consider:
- Onboarding and implementation: When selecting a Peppol partner, it’s important to evaluate how smooth their onboarding process is. A seamless onboarding experience ensures quicker integration, minimizes disruptions, and helps you start benefiting from the partnership faster
- Peppol network registration: How efficiently the Peppol partner manages the end-user registration process is essential in securing the overall solution’s scalability. A partner with a streamlined API-based approach ensures that your users are quickly and securely connected
- Format transformations: Transformations without data loss are key to an efficient, reliable process. Investigate your partner’s capabilities to transform formats to and from common XML/UBL-based formats for seamless processing in various systems.
- Additional network and message type coverage: Evaluate additional network access and distribution channels. Depending on your service level and end-user needs, considerations include national networks and VAN, B2C e-invoices to internet banks, PDF, and print
- Portal and white-labelling: Depending on your business offering, it can be essential to consider the Peppol partner’s end-user portal and white-labeling options. A portal with common messaging features allows you to cater to the needs of SMBs and ensure high-quality data throughout your processes. White-labeling can strengthen the usability of your platform and align with your brand, providing a seamless experience for your customers
- Data management and value-added services: Assess how the partner supports your processes involving data management and additional services, for example, data classification, pre-posting, and workflow. Does the partner include emerging technologies, such as AI, in its offering?
9. Data utilization capabilities
One key benefit of using Peppol is the ability to maintain high-quality structured data throughout the transaction process.
A good partner should be able to help you leverage this data for enrichment, analysis, and automation through AI. Structured data provides capabilities for detailed analysis and classification of line items, such as spend analysis.
With high data quality, you can also implement advanced automation rules, such as “if data is X, do Y,” to streamline your processes.
10. Visibility and transparency
When using VAN operators, there is often a “black hole” problem where information is transferred between VANs without clear visibility.
Traditionally, this lack of transparency can delay resolution, as one VAN may need to contact another to address problems. Not to mention the risks involved for end-users experiencing uncertainty in transactions and business-critical message exchanges.
Ensure your partner provides end-to-end visibility into your transactions to avoid such complications. The Peppol network has robust measures to mitigate problems, and modern Peppol service providers should cater to these needs.
Partnering with Qvalia
At Qvalia, we understand the importance of choosing the right Peppol partner. Our Peppol Access Point services are designed to provide seamless integration with dedicated Partner APIs and ensure complete control with an advanced logging dashboard. Our transparent pricing model and top-tier support ensure that your business can future-proof its transaction management and fully leverage the benefits of Peppol messaging.
Peppol partner that fits your needs
- VAN services and operators that need a competitive and efficient Peppol access
- ERP systems and accounting software require built-in additional messaging capabilities
- Integration platforms striving to expand their reach efficiently
- Consultancies helping customers to optimize transaction and accounting processes
To learn more about how Qvalia can become your trusted Peppol partner, visit our Peppol partner page.
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Value-Added Network (VAN) solutions and legacy technologies used for business messaging — the exchange of electronic business documents — are increasingly being outpaced by alternatives that offer more seamless, accessible, and cost-efficient transaction management.