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Automated invoicing for SMEs: PEPPOL, recurring invoices and reminders

Automated invoicing saves 3-5 hours per month. What is PEPPOL e-invoicing, when is it mandatory, and how do you set up recurring invoices and payment reminders?

Written by Loek Delahaye, founder, Delahaye Solutions · ex-CTO with 10+ years in software and AIUpdated:
Short answer
  • Automated invoicing covers four components: PEPPOL e-invoicing (mandatory for government clients under EU Directive 2014/55/EU), recurring invoices (automatically sending subscriptions and retainers), payment reminders (automatically after X days), and bank reconciliation (automatically matching invoices to bank payments via PSD2). Moneybird, Exact Online and Snelstart support all four.
  • Invoice requirements are set out in Article 35a of the Dutch VAT Act: invoice date, sequential number, VAT identification number, name and address of supplier and recipient, description of the service, fee, VAT rate and VAT amount. Digital invoices are fully legally valid. Retention obligation: 7 years under Article 52 of the General Tax Act (AWR).
  • For government clients (B2G), PEPPOL invoices are mandatory: an electronic invoice in UBL format sent via the PEPPOL network. Access via a certified service provider or directly from Exact Online, Twinfield or a PEPPOL access point. Check the list of certified providers at simplerinvoicing.org.

What does automated invoicing deliver for an SME?

Automated invoicing replaces manual work in four recurring tasks: creating invoices, sending them, following up on late payments and processing them in the bookkeeping. SME owners spend an average of 3-5 hours per month on invoicing and debtor management; automation brings this down to minutes. Legally, digital invoices are fully valid if they comply with Article 35a of the Dutch VAT Act (invoice requirements) and are retained for 7 years under Article 52 of the General Tax Act (AWR). Accounting software such as Moneybird, Exact Online and Snelstart handles all these requirements automatically: invoices are numbered, archived and linked to bank payments via PSD2. For clients in the public sector (government, healthcare with public procurement contracts), there is also a mandatory e-invoicing obligation via the PEPPOL network.

E-invoicing

PEPPOL e-invoicing: when is it mandatory?

PEPPOL e-invoicing is mandatory for invoices sent to the Dutch government (B2G: Business to Government). EU Directive 2014/55/EU requires all EU member states to accept electronic invoices; in the Netherlands this is implemented via the PEPPOL network. A PEPPOL invoice is an XML file in UBL (Universal Business Language) format sent via a PEPPOL access point to the recipient. Invoicing a municipal, provincial or national government contract without a PEPPOL invoice risks rejection and payment delays. For B2B (business to business) and B2C, PEPPOL is not mandatory but is possible. Certified PEPPOL access points in the Netherlands include Exact Online (built-in), Twinfield (built-in) and external providers such as Storecove, ECONNECT and others (check simplerinvoicing.org for the current list). A PEPPOL invoice is cheaper than a paper invoice: no postage, direct processing and fewer payment delays.

Recurring invoices

Setting up recurring invoices in accounting software

Recurring invoices (also: subscription billing or periodic invoicing) are ideal for service providers with retainers, subscriptions or fixed monthly assignments. Moneybird offers 'Recurring sales invoices': set the frequency (weekly, monthly, annual), start date and end date, and the invoice is automatically created and sent. Exact Online has 'Recurring sales orders' and 'Subscription Management' as a separate module; invoices are automatically generated on the set due date. Snelstart supports periodic invoicing via 'Recurring sales invoices': invoices are created but must be manually approved and sent. e-Boekhouden.nl has a comparable function for periodic invoices. Automatic recurring invoicing reduces missed invoices and ensures predictable cash flow. Check with the provider which frequencies and automatic sending are included in your subscription.

Payment reminders

Automatic payment reminders after the due date

Automatic payment reminders reduce the number of late-paid invoices without manual follow-up. Moneybird sends automatic reminders at configurable intervals after the due date (e.g. day +1, +7, +14); the text and number of reminders are fully customisable. Exact Online has a reminder module with configurable reminders via email and print. Snelstart offers manual reminders via the reminder module; automatic sending requires an add-on or integration. For collection costs under Dutch law (WIK), the first formal reminder must offer a payment period of at least 14 days and comply with Article 6:96(6) of the Dutch Civil Code. Software reminders are informational and are not legally a formal WIK reminder; send the formal reminder by registered post if you want to claim collection costs. Automatic reminders work best combined with clear payment terms on the invoice itself (standard 14 or 30 days).

Bank reconciliation

Bank reconciliation: automatically match invoices to payments

Bank reconciliation links bank payments automatically to outstanding invoices in the bookkeeping. Via PSD2 (EU Directive 2015/2366), certified software platforms may, with your consent, retrieve bank statements from ABN AMRO, ING, Rabobank, Bunq, Knab and other Dutch banks. Moneybird and Exact Online offer direct bank connections: bank statements are imported daily and payments are automatically matched to invoices based on amount, IBAN and description. Unmatched payments appear as 'unknown receipts' and must be processed manually. Twinfield and e-Boekhouden.nl support bank import via MT940 files (manual upload) or direct connection (check with provider). Automatic bank reconciliation saves an average of 30-60 minutes per week with active invoicing and reduces bookkeeping errors. Retention obligation for bank statements is 7 years under Article 52 AWR.

Frequently asked questions

Frequently asked questions about automated invoicing for SMEs

Is PEPPOL e-invoicing mandatory for my SME?
PEPPOL e-invoicing is mandatory if you invoice the Dutch government (municipalities, provinces, national government, healthcare institutions with public procurement contracts). EU Directive 2014/55/EU requires all EU member states to accept and process electronic invoices via the PEPPOL network. For B2B (business to business) and B2C, PEPPOL is not mandatory but is possible. Check whether your client has a PEPPOL requirement in the tender conditions or purchasing policy. Certified PEPPOL access points in the Netherlands can be found at simplerinvoicing.org.
What invoice requirements apply in the Netherlands?
Article 35a of the Dutch VAT Act requires that an invoice contains at minimum: invoice date, unique sequential number, VAT identification number of the supplier (for B2B also of the recipient), name and address of supplier and recipient, description of goods or services supplied, the fee (excl. VAT), the VAT rate (21%, 9% or 0%), the VAT amount and the date of delivery or payment if it differs from the invoice date. Digital invoices are fully legally valid. Retain invoices for 7 years under Article 52 AWR (10 years for real estate).
How do I set up recurring invoices in Moneybird?
In Moneybird go to 'Sales' and choose 'Recurring sales invoices'. Create an invoice template with client, description, amount and VAT rate. Set the repeat frequency (weekly, monthly, quarterly, annual), start date and optionally an end date. Choose whether the invoice is sent automatically or first appears in your inbox for approval. Moneybird automatically generates the invoice on the set date, numbers it sequentially and sends it to the client's email address. Check the current steps at moneybird.nl as the interface is regularly updated.
Are automatic payment reminders from accounting software legally valid as a formal WIK reminder?
No. Automatic email reminders from Moneybird, Exact Online or Snelstart are informational reminders but not a formal WIK (Collection Costs Act) reminder under Article 6:96(6) of the Dutch Civil Code. For a valid WIK reminder you must send a written reminder with a payment period of at least 14 days and an explicit mention that collection costs will be charged if payment is not made on time. Send the formal WIK reminder by registered post or bailiff's service if you want to claim collection costs.
Which accounting software is best for automated invoicing?
Moneybird is the most user-friendly choice for sole traders and small SME teams: recurring invoices, automatic reminders, direct bank connection and VAT filing in one package. Free basic plan; Business plan indicatively EUR 25/month (check moneybird.nl). Exact Online is the standard for growing SMEs with more complex invoicing needs (multiple VAT rates, project invoicing, PEPPOL) and integration with Exact Subscription Management. Snelstart is suitable for construction and trades but offers less automation than Moneybird. Check current subscription prices on the providers' websites.
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