Do not ask every Belgian customer for a Peppol ID: verify the legal entity instead

A contractor may email every customer asking them to type a Peppol identifier. That creates delays and invites copy errors or fraud, especially when groups contain similarly named entities. The better starting point is the legal customer in the contract and the verified identifiers already held in the record.

Start with the current source and the right identity

The Belgian authority's B2B e-invoicing FAQ says suppliers do not need to ask customers for a Peppol ID and points to the official explanation. Use a supported directory or provider lookup and check the current participant record before sending.

Turn the source into one bounded decision

Compare legal name, company number, VAT number, country and contract party. Treat a directory result as a candidate until those fields agree. When several endpoints or entities appear, stop and obtain confirmation through a controlled customer contact rather than trusting an identifier pasted into an email.

Keep evidence without automating the next step

Keep the lookup source, date and selected endpoint with the customer record. Require re-confirmation after an entity change, merger or delivery rejection. A successful network delivery proves that the endpoint accepted the document; it does not repair an invoice addressed to the wrong legal customer.

Test exceptions before making the workflow routine

Test at least a missing company number, an ambiguous party, a duplicate and a temporarily unavailable source. The workflow should stop with a focused question and name an owner. Keep the source, review date, input, outcome and confirmation without copying more personal data than needed. Escalate tax, legal, labour or safety uncertainty to the competent person.

Repeat the check when the amount, party, invoice action, site, schedule or official instruction changes. An earlier result is useful context, not automatic permission. Define who can correct an error, who informs affected people and when the exception is genuinely closed.

Make the status readable to a colleague who did not prepare the file. They should see what was checked, what remains uncertain and which next action is allowed or blocked. Use stable fields for identity, date, source and decision; a free-text note can explain the evidence but should not be the only evidence.

Connect the record to controlled execution

Enfin can connect the customer, supplier, quote, project, task, document and invoice in one record. Alfie can prepare information and propose an action within available permissions; an authorised user confirms consequential actions. Explore Enfin, compare pricing or discuss your workflow.