Getting started
What should I do when I first use BPS Pro?
The initial setup guides you through company, invoicing, and user details. Reopen it through Menu > First time setup.
Why are some modules missing?
The sidebar follows your subscription and user permissions. Banking and automatic reminders are available from Plus. Planning, progress reports, and fleet management are available in Business. Your administrator assigns the required permissions.
The trial lasts 30 days and includes up to 20 outgoing invoices. Banking becomes active with Plus or Business.
Peppol invoices
Where do documents received through Peppol appear?
Invoices and credit notes appear in Peppol Inbox.
If the sender is not yet known, select the document and choose Afzender Registreren. Select the correct relationship type and save the business. Then select the available documents and choose Importeren.
Imported documents appear under Facturatie > Aankoop, in Facturen or Creditnota’s.
How do I activate Peppol or move from another access point?
Open Menu > Peppol Instellingen. Website registration creates your BPS account; Peppol registration is completed separately in the application.
BPS Pro requires the Arisius Software Peppol access point. Coordinate a transfer with the providers or support in advance to avoid missing incoming documents. Do not end your current registration without an agreed transfer time.
Document import and OCR
How do I process purchase documents received outside Peppol?
Open Facturatie > Aankoop and select Importeren. You can also drag files into the purchase document list.
Select Betalingsverzoeken, Facturen, Creditnota’s, Boetes, or Tickets. PDF, PNG, JPG, and JPEG files are supported. Follow reminders against the associated document.
Documents appear under Te verwerken. Open each document and review the supplier, amounts, VAT, dates, and reference suggested by local OCR. Correct the data before saving. Recognition does not use an external OCR service.
For recurring imports, set an Automatische importmap in the category screen.
Purchase invoices
How do I record a purchase invoice as paid?
Under Facturatie > Aankoop, right-click the invoice, choose Betaalgegevens, then Betaling Toevoegen. Enter the paid amount and date. For a partial payment, enter only the paid portion; the remaining balance stays open.
For multiple invoices, use the Betaallijst and Selectie als betaald registreren or Alles als betaald registreren. A payment plan processes the next instalment. These actions update the administration; they do not execute a bank transfer. Check the actual payment first.
When registering a purchase invoice, you can select Betaald and enter a payment date. For Peppol invoices, BPS Pro can record payment automatically when the UBL clearly states the invoice is already paid or has a zero remainder.
Linking credit notes
How do I allocate a purchase credit note to an invoice?
Open Facturatie > Aankoop > Creditnota’s.
For a Peppol credit note, right-click and select Details. Under Gekoppelde Facturen, choose Toevoegen and select the invoice and amount.
For a manually imported credit note, choose Bewerken and select Verrekening, Terugbetaling, or Gecombineerd. Use Aankoopfactuur Koppelen for the portion to allocate to purchase invoices.
A credit note can be divided across invoices as long as allocations do not exceed its available amount.
Reinvoicing
How do I reinvoice subcontractor expenses?
Open Kosten OA, select the subcontractor, and choose Doorfactuur maken. Review which expenses are included, adjust the selection, and check the invoice date before confirming.
The resulting invoice appears under Facturatie > Doorfacturatie.
If the subcontractor pays it separately, right-click and open Betaalgegevens to record the receipt.
To offset it against a purchase invoice from the same subcontractor, open that invoice’s Betaalgegevens, select the reinvoice under Beschikbare doorfacturen voor verrekening, and choose Doorfactuur Verrekenen.
How can I make a recurring expense billable earlier?
Recurring expenses normally become billable 30 days after the previous reinvoice date. Locked expenses appear in grey under Factureerbaar vanaf [date].
Right-click the subcontractor and choose Kosten Bewerken. Right-click the expense and choose Nu factureerbaar maken.
Use Factureerbaar vanaf... to choose another future date.
How do I credit an expense reinvoiced by mistake?
Under Facturatie > Doorfacturatie, select the invoice and choose Creditnota maken. Enter the lines to credit and save.
Before a reinvoice has been offset against a purchase invoice, Verrekenen met factuur reduces its outstanding amount; a refund can also be selected.
After it has been offset, Terugbetaling aan klant is required and the earlier purchase-invoice offset stays unchanged. Open the credit-note details and use Terugbetaling Bevestigen with the actual refund date.
Banking via Ponto
How do I connect a bank account?
Use Plus or Business and ask your administrator for Banking access. Open Banking and use the connection button. Follow the Ponto and bank steps in the browser, approving only the accounts and permissions you intend to grant.
Essential and trial accounts do not have active bank integration. Supported banks, accounts, and payment functions depend on Ponto and the bank.
Why are bank details not immediately up to date?
Check the last update and access-expiry dates. Geboekt and In behandeling show different transaction states. Use the available refresh or synchronisation action to retrieve new bank data.
The bank or provider may need processing time. Renew authorisation through the connection flow if needed. An empty or temporarily unavailable list does not prove a payment has failed.
How do I prepare a transfer?
With Banking and payment permissions, use Banking > Nieuwe overschrijving... or a supported purchase invoice/payment list. Check the beneficiary, IBAN, amount, date, and remittance information before continuing.
Complete the required bank confirmation and follow the status. A pending or submitted instruction is not final execution. If uncertain, check your bank before paying again.
A bank transfer does not automatically mark the invoice as paid. Record the payment in BPS Pro after checking execution.
What happens when I disconnect or downgrade?
Banking becomes unavailable after a downgrade to Essential. Existing instructions are not cancelled. Disconnect beforehand if needed, manage authorisation with Ponto or your bank, or contact support.
Banking data is kept for no more than six months after the bank connection or BPS account closes, starting with whichever happens first. The Privacy Statement explains legal exceptions and separate retention of invoices and provider records.
Sales and quotes
Where do I manage quotes?
Open Facturatie > Offertes. Keep the quote and customer details together before proceeding with invoicing. Check amounts, terms, and recipient before sending a document.
How do recurring invoices and reminders work?
Use recurring sales invoicing for periodic work. Check the configured period and invoices to be processed before continuing. Automatic reminders and their batch follow-up are available from Plus.
Accountant access
How do I share invoices with my accountant?
The administrator invites an accountant through Boekhouding Portaal and can monitor or withdraw access. The accountant can search the available purchase, sales, and reinvoices and download PDFs or UBL files.
This provides portal access and document exchange, not a promise of automatic synchronisation with every accounting package. Send invitations only to the intended person and revoke access when no longer needed.