Operations Support for Peppol
Day-to-day operational support for your e-invoicing pipeline. We monitor the inbox, triage exceptions, resolve disputes, and deliver a weekly ops report so your AP lead can focus on the work that matters.
- Package
- Operations Support
- Price
- From €1,000/month
- Notes
- Light-touch monitoring at the base rate, scaling to a full retainer for high-volume or high-exception environments. Final price depends on invoice volume, exception rate, and escalation depth.
Who this is for. And who it isn't for.
Good fit
- Finance and AP teams running Peppol receive in production who routinely hit exceptions they lack bandwidth to chase.
- Mid-market companies with one overworked AP lead handling 3,000+ inbound invoices per month.
- Finance managers who need visibility into what is going wrong and how fast it gets fixed.
- Teams where receipt disputes, supplier format issues, and VAT-lookup failures consume unpredictable hours every week.
Not a fit
- Companies that have not yet gone live on Peppol. Start with a Readiness Assessment or Implementation engagement.
- Teams with a fully staffed AP operations desk and low exception rates.
- Organisations looking for one-off troubleshooting rather than ongoing support.
Deliverables. What you get.
Inbox monitoring and routing
We monitor your e-invoicing inbox, verify that invoices route correctly to your ERP, and triage anything that does not. Manual intervention happens same-day.
PDF conversion triage
When a supplier sends a PDF embedded inside a Peppol UBL envelope or a format that fails downstream conversion, we catch it, convert it manually if needed, and follow up with the supplier to fix the root cause.
Customer dispute resolution
When a customer claims non-receipt, we pull the MLR delivery proof, share the evidence, and close the loop. Disputes that would take your team hours to research are resolved in minutes.
Escalation management
Issues that need your input get a clear write-up with context and a recommended action. No ambiguous forwarded emails. You decide, we execute.
Weekly ops report
A structured weekly digest covering inbox stats, PDF conversion results, dispute status, open escalations, and pattern observations. The report reveals trends your AP lead cannot see day-to-day.
Case study. Belgian distributor with high exception volume.
Anonymised customer profile. Names and figures changed. Company details available on request under NDA.
The situation
A Belgian distributor with around 120 staff processes approximately 6,000 inbound invoices per month via Peppol receive. The pipeline is live and routing works for the majority of invoices. The problem is the exceptions. Wrong VAT lookups, missing PO references, suppliers sending the wrong format. Each one requires manual investigation.
One AP lead handles it all. She triages exceptions between closing cycles, chases suppliers for corrections, and fields calls from customers disputing receipt. The finance manager has no structured view of what is going wrong, how often, or how long resolution takes. Fire-fighting is the default mode.
What Operations Support would cover for this profile
In an Operations Support engagement for this profile we would take over daily inbox monitoring, triage all exceptions same-day, and handle supplier follow-ups directly. The AP lead would keep ownership of her closing cycle and approvals. We would handle everything that currently pulls her out of that focus.
The weekly ops report would give the finance manager structured visibility into exception volume, resolution times, and recurring patterns. Trends that are invisible day-to-day become clear in the weekly digest: a single supplier causing 40% of PDF conversion failures, a VAT-lookup issue that affects every non-EU vendor, a dispute resolution process that takes 5 days when the data to close it exists in under 5 minutes.
What commonly goes sideways
For a profile like this, the most common issues we would handle include:
- PDF-in-UBL failure
- Supplier sends a PDF embedded inside a Peppol UBL envelope. Downstream PDF-conversion fails. The invoice sits in limbo until someone investigates manually.
- False non-receipt claims
- Customer claims they never received the invoice. The invoice was delivered. The MLR proof exists but nobody has time to pull it, format it, and send it to the customer's AP team.
- Non-EU VAT lookups
- Long-tail VAT-number lookups failing for non-EU vendors. VIES does not cover UK, Swiss, or Norwegian numbers. Each failure triggers a manual override and a note in the exception queue.
- Invisible patterns
- The weekly digest reveals patterns the AP lead cannot see day-to-day. One supplier causing most format failures. A recurring PO-reference mismatch from a specific ERP export. A dispute resolution bottleneck that a single process change would fix.
Indicative outcomes
- late-payment disputes resolved
- 4–6× faster
- MLR delivery proof pulled in minutes instead of hours. Cash impact: disputes that block payment are closed before they age.
- exception backlog cleared after onboarding
- <2 weeks
- Stale exceptions, unresolved disputes, and unrouted invoices worked through systematically during the first two weeks.
- focus time returned to your AP lead
- 6–8 hrs/week
- Exception triage, supplier chasing, and dispute research handled externally. Your AP lead stays in closing cycles and approvals.
Sample deliverable
Not sure if you need ops support?
15 minutes with a senior e-invoicing expert. Walk through your exception volume and get an honest recommendation on whether Operations Support is the right fit.
Hosted by Tom Van Asbroeck
Peppol & tax expert
Process. How we run it.
Week 1
Onboarding and access setup
We set up monitoring access to your e-invoicing inbox, ERP exception queue, and support channels. Define escalation paths and SLAs.
Week 1–2
Exception backlog clear-down
Work through the existing backlog of unresolved exceptions, stale disputes, and unrouted invoices. Start from a clean baseline.
Ongoing
Steady-state monitoring
Daily inbox checks, same-day triage of exceptions, dispute research and resolution. Supplier follow-ups as needed.
Weekly
Weekly reporting and pattern analysis
Deliver the weekly ops report. Flag recurring patterns, supplier-specific issues, and opportunities to reduce exception volume at the source.
Monthly
Monthly review call
30-minute call with your finance manager to review trends, discuss open escalations, and adjust scope or priorities for the next period.
Investment. Format and pricing.
From €1,000/month
Light-touch monitoring at the base rate, scaling to a full retainer for high-volume or high-exception environments. Final price depends on invoice volume, exception rate, and escalation depth.
Related packages
Often comes with
Compliance & Tax AdvisoryCompliance & Tax Advisory
Country-specific VAT guidance, regulatory monitoring, and ongoing advice as mandates evolve across the Peppol network and the EU ViDA roadmap.
Often comes with
AutomationAutomation
Post go-live optimisation. Three-way matching, approval workflows, exception handling, and reconciliation.
FAQ. Frequently asked questions.
What access do you need to our systems?
How quickly do you respond to exceptions?
Can you handle non-EU suppliers?
What if a supplier keeps sending invalid formats?
How is the weekly ops report delivered?
Can we scale up or down?
Discuss on a discovery call.
30 minutes with a co-founder or senior e-invoicing expert. You leave the call with a clear next step. Tailored proposal in your inbox within 48 hours.
Vendor-neutral. No obligation to switch platforms.
Hosted by Tom Van Asbroeck
Peppol & tax expert