Mastering E-invoicing with idloom Learn how to activate and manage e-invoicing with idloom, including Peppol network setup, VAT validation, and seamless e-invoice tracking.

What is E-invoicing and how idloom makes it easy 

E‑invoicing is the digital exchange of invoices in standardized formats like XML and UBL, allowing for seamless, automated processing by accounting systems. It eliminates manual work, reduces errors, and ensures faster, more compliant billing workflows.

At the heart of idloom’s solution is full integration with the Peppol network — a global framework that enables secure, cross-border e‑invoicing in line with government mandates. With countries like Belgium and Germany already requiring e‑invoicing, idloom helps you stay ahead by providing a fully compliant solution.

How to set up e-invoicing in idloom

Getting started with e‑invoicing in idloom is quick and straightforward. Just follow these steps to connect your organization to the Peppol network and start sending fully compliant e‑invoices.

 

Go to Profile(s) > Company > Invoicing details
Enable the toggle “Use dedicated invoicing details” and complete the required fields:

• Address
  Complete address and country of the invoicing entity
• Accounting information
  VAT number and bank account number are mandatory
• Contact information
  Website , Email, Phone
   

Note: E‑invoicing is currently only available if your invoicing country is Belgium, Netherlands, Luxembourg, Germany, Sweden or Ireland. 

 

Once the details are filled in correctly, an option will appear to activate e‑invoicing. A preview window will display all the information you've entered.

When you’re ready, click “Save” — this will create your supplier profile on the Peppol network.

If everything is configured correctly, you’ll see a green “Connected” icon, confirming your organization is now Peppol-ready and able to send e‑invoices.

Verify E-invoicing is active in invoicing journal(s) 

In the preview screen, you’ll see a link directing you to your list of financial journals. Click it and ensure e‑invoicing is active for the relevant journals.

• A green icon next to the journal name means e‑invoicing is active.

• An orange icon indicates there’s a mismatch — typically because the VAT number in the journal doesn’t match your Peppol supplier profile.

Make sure the VAT number in your journal matches the one used when registering on Peppol to fully activate e‑invoicing for that journal.

Event setup for smooth E-invoicing

To ensure your event is fully compatible with idloom’s e‑invoicing system, make sure the following settings are correctly configured:

1. Set your event as a paid event

First and foremost, your event must be set as a paid event with ticket prices added. E‑invoicing only applies when actual invoices are generated from monetary transactions.

2. Link an invoice journal

Make sure you’ve linked an invoice journal to your event.

Note: Receipts are not official financial documents and cannot be used for e‑invoicing.

3. Enable invoice generation

To trigger invoice creation automatically, activate one or both of the following checkboxes in your event settings (Money > Settings):

• Automatically generate invoice upon registration

• Generate and attach invoice to confirmation email

These ensure the invoice is generated at the correct moment in the user journey.

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4. Mandatory standard fields in the event form

To allow e‑invoicing to work as expected, you must include the following mandatory standard fields in your registration form:

• Company Name
  This is the legal name of the registrant’s organization and is required to generate a valid invoice.

• Street Address
  The full street address is required for compliance with invoicing standards.

• ZIP/Postal Code
  Must be provided as part of the legal address details.

• City
  Required alongside postal code and country to identify the billing location correctly.

• Country
  If the country selected is not one of the 6 supported countries (Belgium, Netherlands, Luxembourg, Germany, Sweden, or Ireland), e‑invoicing will not be sent.
  The registrant will still receive the PDF invoice as usual.

• VAT Number
  Activate the VIES check to validate VAT numbers in real time.

  • This adds an extra layer of control: the system will display a validation message indicating whether the entered VAT number is valid or not.

  • Attendees can still register even if the VAT number isn’t valid — but you'll be aware of its status.​​​

  • Additional tip: Use placeholder text & Explanatory text of this field to help your attendees fill in the correct format (example: BE0803941245)

The process in action

A registrant completes the form, including their country and VAT number. If that VAT number is recognized on Peppol, they will automatically receive the e-invoice.
If it’s not recognized, no problem — the PDF invoice is still delivered by email.
In other words, you’re covered in every scenario.

Managing and monitoring e-invoices 

Once registrations start coming in and invoices are being generated, you can easily monitor e-invoicing activity directly within the attendee list of your event.

Each attendee’s record gives you clear visibility into:

• Whether an e-invoice was successfully sent via the Peppol network

• Whether the attendee only received the PDF invoice

• Any issues related to VAT number validation or Peppol delivery

 

You can also:

• Manually re-send an e-invoice through the Peppol network if needed

• View detailed logs in the attendee’s details to track invoice history, status updates, and any system actions taken

 

Additionally, within the invoicing module under the invoices and credit notes list, you’ll immediately see whether an e-invoice was sent or not:

• No icon means no e-invoice was sent via Peppol

• A green icon confirms that the e-invoice was successfully sent

 

These built-in monitoring tools allow you to confidently manage financial compliance, reduce follow-up effort, and keep full control over your invoicing process.

 

Enjoy,

The idloom support team.

 

E-invoicing with idloom FAQ