Set up your company in B2Brouter

General data

Once you have registered and logged in to your account, you will see a screen where you have to add your company’s tax details:

In the Country dropdown, select your company’s country.
In the NIF box, enter your company’s NIF.
Finally, use the option Validate identifier and continue.

Next, you access step 2 Fiscal data, where you can add your company’s fiscal data (name, address, postcode, etc). Once you have filled in the details, use the Next option.

Finally, go to step 3 Contact person, where you must add the details of a contact person in your company. Finally, use the Save option.

As a result, your B2Brouter account is created and the main menu is activated. Go back to your company settings using the gear icon at the top of the screen and select Account Settings:

On the left hand side, you find a submenu with the different sections that allow you to configure other aspects of your account.

Fiscal data and logotype

From this section, you can add or modify your company’s fiscal data and logo.

Identity certification

In order to issue an electronic invoice from B2Brouter you have to verify your identity using your company’s digital certificate.

Check here how you can Verify your identity.

Business registry data

From this section you can add your company’s commercial register by filling in the available boxes.

Contact person

From this section you can manage the details of the contact person for your account.

Fiscal year

From this section you can select the start date of the fiscal year.

The fiscal year is the period in which taxes are reported. In case you need to change the start month of your fiscal year, you can select a month that does not coincide with the calendar year.

In the Start month of tax year field, enter the starting month of your tax period.
Use the Save button to save your changes.

Invoices dated within a closed fiscal year cannot be sent.

You can access, view, edit and delete them from the Income section.

Connections

From this section you can configure the different connections you wish to use to send or receive electronic documents.

B2Brouter: Configure the email connection with link inside the application. If you activate this option and your suppliers also have a B2Brouter account, you will receive invoices directly in the portal.
Email: Configure your outgoing email server. As a result, the invoices you send via email are sent from your company’s email server instead of the @b2brouter server. You can also set up to receive invoices to B2Brouter via email.

Configure the Email connection:

Click on the New connection option under the Email icon so you can configure these two options:

Receipt of invoices in B2Brouter via email: Check the Email box.

Select the box Email.
In the text below, you find your B2Brouter email address where your suppliers have to send you invoices.
This email is: EN “YourTAXID”@b2brouter.email.

Sending invoices from B2Brouter using your company’s mail server:

Activate the option Customise SMTP server.
Fill in the form with the requested information of your server data.

Once the configuration is complete, use the Save button on the bottom right.

General Points of Entry - Spain: Configure the connection to those Spanish General Points of Entry that require it.
Edicom network: Configure the Edicom connection for the issuance of electronic documents using this network.
Ediversa network: Configures the Ediversa connection for the issuance of electronic documents using this network.
SDI (System Switching Interchange) connection - Italy: Configure the SDI connection if your company is Italian and you need to send or receive electronic documents.

Peppol

Activation of Peppol

The Peppol network is an international network that allows you to exchange electronic documents (invoices, self-invoices, orders and invoice status changes) securely between companies worldwide. Before you can send or receive documents through Peppol from B2Brouter, you need to activate Peppol.

Important Peppol activation is an identity verification process designed to ensure network security and prevent illegal activities. This process only needs to be done once.

Prerequisites

Before starting the activation, make sure you have the following at hand:

An official document proving your company’s identity (for example, articles of incorporation, VAT number, or equivalent document depending on the country).
Access to your account settings in B2Brouter.

Steps to activate Peppol

Go to Account Settings using the gear icon at the top of the screen.
In the left-hand menu, select Peppol.
Select the identifier you wish to use. Here you can check the status of the identity validation associated with this identifier, its status on the Peppol network and its reception and sending capabilities.
Click Validate identity and activate Peppol to start the process.
Attach the document proving your company’s identity using the Select files button.
Enable reception if you wish. You will be able to select which type of documents you want to receive.
Read the Peppol service agreement and, once reviewed, check the acceptance box.
Click Send validation and activate Peppol to complete the process.

Migrating from another provider to B2Brouter

If your identifier is registered with another Peppol provider, after clicking “Send validation and activate Peppol”, you will see the option to migrate or not to B2Brouter.

The migration options are as follows:

Migration code: Enter the migration code provided by your current provider. This is the recommended option to avoid losing capabilities during the migration period.
Continue without code: Ask your provider to unpublish your company from Peppol. Once unpublished, when you access the Peppol page, you will see the updated data. Likewise, if you have obtained the migration code, you will have the option to enter it.

Option not to migrate You have the option of not migrating to B2Brouter and keeping the current management with your provider, using B2Brouter only to send documents (unless you configure the SMP of your current provider). If you choose this option, you can migrate later if you wish.

After sending the validation

Once the request has been submitted, the B2Brouter support team will review the documentation. In the meantime, you can start using Peppol to send invoices.

To set up your customers’ Peppol identifier or find out how routing works, see What is the Peppol identifier.

What happens if the validation is rejected If the validation is rejected, the Peppol transport will no longer be available in your account. You will receive a notification from the support team with instructions on how to complete the validation again.

Document reception and formats

When your company is published on the Peppol network with reception capabilities, you will be able to see the formats you accept in the blue box on the side panel. Formats are set by default according to the country of your identifier and the type of document you have selected. To disable reception, uncheck all document type boxes.

Other options

In the More options dropdown you can find detailed information about the status of your identifier on the Peppol network:

Provider: Name and email address of the Peppol access provider assigned to your account. This is the entity responsible for managing your connection to the network.
SML status: The SML (Service Metadata Locator) is the central directory of the Peppol network that allows your company to be located. If it is published, your identifier is findable on the network and documents can be correctly routed to you.
SMP status: The SMP (Service Metadata Publisher) contains information about the types of documents you can receive and how. If it is published, your reception capabilities are visible to other network participants.
Peppol Directory status: Indicates whether your company is published in the Peppol Directory, the public catalogue where businesses can find you as a Peppol-connected provider.

Peppol Directory

The Peppol Directory is a public catalogue where companies can search for and find providers connected to the Peppol network. Being published makes it easier for your current and potential customers to identify you as a company ready for electronic invoicing.

If needed, you can unpublish your company from the Peppol Directory using the Unpublish from Peppol Directory option. Keep in mind that by unpublishing:

You will remain connected to the Peppol network and will be able to continue sending and receiving invoices.
Your company will not appear in public directory searches.
Your customers will need to know your Peppol identifier to send you invoices.

Tip: We recommend not unpublishing from the directory unless necessary. If you do, you can republish at any time.

Unpublish and migration code

Next to the main status you will find a three-dot menu ⋮ with additional actions:

Unpublish: Unpublishes your company from the SMP, which is equivalent to disabling document reception through Peppol. Your company will no longer be findable on the network and you will not be able to receive invoices or other documents until you reactivate reception.
Request migration code: Generates a code you can use to migrate your Peppol identifier to another access provider. Use this option only if you plan to change your Peppol provider. Once the migration code has been requested, the service will continue to operate normally until you complete the process by entering the code at the new provider or cancelling the migration from B2Brouter.

Document reception rules

From this section you can configure the rules that apply to the reception of electronic documents in your account.

Automatically reject invalid documents: Received invoices with validation errors will automatically change to “Rejected” status.
Automatically accept valid documents: Received invoices without validation errors will automatically change to “Accepted” status.
Reject documents from unknown senders: Documents received from senders not listed as one of your suppliers in the Contacts section will be automatically rejected.
Require signature on invoices received in FacturaE format: for Spanish accounts only.
Require delivery note number and item code on all invoice lines
Automatically recognise text: Automatically recognise the text of received invoices.
Formats: You can choose which formats you want to accept. We recommend keeping all formats enabled. If you decide to limit them, please note that any document received in a format that is not selected will be automatically rejected.

Taxes

Taxes by default

From this section you can delete or add the taxes that you can later apply to the invoices you generate. To add taxes:

Use the Add tax button and access the form at the bottom of the list,
In the Name box, select the tax from the available drop-down options or add it manually.
From the Category drop-down, you can select the category of the tax.
In the Percentage box, add the percentage of the tax.
You can check the Enable by default option and the tax is added by default when you generate the invoice.

Finally, use the Add tax option and the tax is created and saved.

To delete a tax: Use the three dots icon to the right of each tax and use the Delete option to remove the tax.

Tax reports

In this section you can set up the tax reports available to file with B2Brouter.

Collection

From this section you can add the bank accounts of your company that you can select to collect invoices, as well as define the default collection method for new customers.

Bank accounts

To add bank accounts:

Add the information in the form.
In Name you can assign a name to the bank account you are adding.
In the drop down Account type you have to select whether you want to add an IBAN or a Bank Account.
Depending on the type of account you select, add the IBAN or the Bank Account coding.
In BIC you can add the BIC code.

Finally, to save your changes, use the Add bank account option at the bottom of the page.

To delete bank accounts: Use the three dots icon to the right of each line and use the Delete option to delete the bank account.

Default payment method

From this section you can configure the default payment method, and it is used for each new customer you create. If you need to, you can also customise this payment method for each customer or for each invoice:

In the Payment method option, select the collection method you want to use by default on invoices.
In the Due date drop-down, you can select a due date for invoices.

Finally, you can apply all these options that you have configured for all customers. To do this, use the Apply this payment method to all existing customers option.

eAccounting

B2Brouter allows accountants to connect with their clients to automate the reception of their clients’ electronic invoices in their accounting software or to download them directly from the platform.

It is important to note that the client of the agency, i.e. the account that connects to eAccounting, must have a Premium plan.

Establishing the connection

The connection between accounts is established by means of an invitation that can only be sent by the agency, and it is the client who has to accept or refuse it in order to connect. There are two options to do this:

Option 1. The customer is a B2Brouter user.

Go to the Account Settings (gear icon at the top).
Then select the eAccounting section located on the left side menu. From here you can manage your connection with your account manager.

Option 2. Customer is not yet a B2Brouter user

Open the email sent to you by your accountant with the invitation.
Click on the option View invitation. You will be redirected to the B2Brouter platform.
Click Accept invitation to connect to activate the connection. If you do so, all your invoices will be automatically sent to your accountant, and he will be able to view the sections: contacts, invoices issued, invoices received, taxes, collections, payments and SEPA files.

The connection can be deactivated, deleted and re-established by both the account manager and the client.

Integration of client invoices with the accountant

When integration is established, all sent invoices and receipts are automatically sent to the accountant.

Invoices are integrated when their status is ‘Sent’.
At the index of the customer invoices there is a label informing about the status of the invoice. These can be:
- Pending: The invoice has not yet been integrated or downloaded.
- Processed: The invoice has already been integrated or downloaded.
- Modified: The invoice has been modified after having been processed.

Settings

Invoices and quotes

From this section you can customise some aspects of your account.

PDF document view

In this section you can choose the appearance of the PDFs your customers receive. Select Default view or Classic view.

Legal text and data protection

In this section you can add a legal text that is displayed by default in the footer of all invoices.

Invoices and quotes

From this section you can:

Activate the Generate invoice number automatically option if you want the system to provide you with the invoice number automatically, taking into account the numbering of the previous invoice (as long as you follow a correlative numbering).
Activate the Apply taxes per line option if you want the system to calculate the taxes per line for all your invoices by default.

Discount and additional charge

Use the drop-down options to indicate whether you want discounts or charges to be shown as a percentage or as an amount.
You can also activate the Apply tax option if you want amounts to be applied to discounts or charges you add to invoices.

Note on invoice

Configure this section to create a legal text that will appear by default in the footer of the invoices:

Select the language in which you want to configure the text.
In Invoice note add the text you want to appear on the invoices.

Recurring invoices

Once you have generated a recurring invoice, you can use this option to activate the automatic creation of the following recurring invoices.

Imported invoices

From this section you can choose the type of rounding you want to give to your imported invoices:

Roundings (only for imported invoices).

This setting only applies to imported invoices, but does not apply to manually generated invoices:

Select from the dropdown which type of rounding you want to use: Round half up, Bank rounding, Truncate decimals.
You can activate the Round before sum option if you want the rounding to be done before adding up the invoice total.

Invoice sending method for new contacts

Configure a default sending method for all your customers, in cases where you import invoices and you have not created the customer in B2Brouter.

What is a B2Brouter transport?

Transports are the various mechanisms available for sending and receiving documents.

Some of the transports require a specific configuration within the account. These are: B2Brouter, email, Peppol Network, Eusko Jaurlaritza, Junta Castilla-La Mancha (Pecamos), SDI (Sistema diIntercambio) and Ediversa Network, among others.

We can classify them in three different blocks.

B2Brouter’s own transports	Open Network transports	Private Network transports
B2Brouter	Peppol Network	AS2 Carrefour
Email	FACe	Pagero Network
Download	eFACT Catalunya	Basware Network

Attached documents

When attaching documents to an invoice, depending on your preferences, they can go inside or outside the XML. Therefore, there are two options:

Transport ‘without embeeddedattachments’: The invoice is sent and the attachment is sent separately, it does not go inside the XML.
Transport ‘detached’: the attachment is embedded inside the XML.

What are B2Brouter document types?

The document type is the format of the file to be sent or received through a transport.

Examples of formats are PDF Invoice, XML, InvoiceE, Peppol BIS3 Invoice, Peppol PINT JP Invoice, XRechnung UBL Invoice, Chorus Invoice and EDIFACT among others.

What is the B2Brouter shipping method?

The sending method indicates the means of transport and the type of document to be used for transmission. It is the combination of the type of transport and the type of document.

Invoice series

You can define here whether you want to manage the numbering manually or let the platform do it automatically:

Automatic numbering: The platform assigns the numbering automatically and allows you to configure different numbering depending on the type of document. You can define which numbering to use by default in each case.
Manual numbering: The platform suggests the next number taking into account the last one used for the same type of document, but will allow you to edit both the series and the number manually.

To activate the automatic series of your invoices:

Activate the button Use series to invoices.
Define the Separator. Select the separator between series and number.
Save your changes with the Save button.

Important: If your company is registered in Spain, this option will appear enabled by default. This behavior is applied automatically during account creation to ensure the proper functioning of specific processes, such as the generation of corrective invoices, which necessarily require a series. This parameter can be modified later from this same section if needed.

Electronic signature

Configure the signature of the invoices with the Delegated signature or your Own signature:

Use the Select file option to search for the file in your system and upload it to B2Brouter.
You can upload .pfx or .p12 certificates.

Once you have configured the sections you need, save the changes using the Save option.

Email notifications

Configure notifications of status changes via email:

Add the email where you want to receive the notification, in the corresponding box indicate the type of document and the related status change.
You can add several recipients by entering different emails separated by commas.

Email messages

Configure and personalise the e-mail message for sending invoices or quotations through this channel:

Activate the Customise message for sent invoices option to personalise the email when sending invoices.
Activate the Customise message for sent quotes option to personalise the email when you send quotes.

Once you activate the option, the drop-down menu where messages can be customised according to language is activated:

In Language, select the language of the message you wish to customise.
In Subject, add the subject of the message.
In Body, add the message you want the recipient to receive.

Once you have configured the sections you need, save your changes using the Save option.

Organisational units

This is an organisation related to your company, which uses the same VAT number but may have a different address or name:

Add an organisational unit

From this section you can create the headquarters of your company if you have one:

Use the option Add organisational unit.
Add the Fiscal data of the head office and use the Continue option.
Add the information of the contact person of the head office.

Finally use the Continue option to create the head office. Navigate and access the different locations created via the additional drop down at the top of the page.

Users

From this section you can add different users to your account so that they can manage electronic documents, customers and suppliers. You can grant roles to users to limit the access or actions they can perform.

Add user

Use the Add user option to add a new user to your account.

In Email, add the email address of the user you want to invite to B2Brouter.
In Permissions, select from the dropdown the permissions you want to grant to the user and check the sections you want them to have access to.

Delete user

Click on the three dots next to the email address of the user you want to delete and use the Delete button.

Role of each permission

Owner: this is the profile of the user who created the account. There can only be one owner and this owner can manage any parameter of the account.
Administrator: this profile can manage any account parameter, except premium plan subscriptions.
View and edit: this profile can view and edit the different documents that are managed from B2Brouter and customers or suppliers. It cannot configure any parameter of your company settings.
View: this profile can only view the management documents from B2Brouter and customers, but can not modify any data.

Once the users have been configured, use the Save option at the bottom right of the screen.