What is Pilim and what does it do?
Pilim is a modern ERP (Enterprise Resource Planning) platform built specifically for freelancers and SMEs — designed to replace the fragmented combination of invoicing software, expense trackers, HR tools, and document storage that most small businesses manage across multiple subscriptions. Its core modules cover: Finance & Cashflow (invoices, quotes, Peppol e-invoicing, expenses with AI scanning, accounting dashboards, VAT reporting, and sales/CRM); HR Management (leave and holiday management, time tracking and attendance, payroll administration); Asset & Equipment Management (licences, certifications, insurance policies, rental and lease tracking); and Document Management (smart storage with tags and instant search). Premium features include Automation Accounting and Synchronization to Accounting Software (Xero, QuickBooks, and others). Pilim is built in Belgium, hosted in the EU, and GDPR-compliant — with native Peppol e-invoicing that connects businesses to the European and global Peppol network with zero configuration required. Recommended by ThriveOnz360 for European freelancers and SMEs needing Peppol-compliant invoicing, and for any business looking to consolidate back-office administration into one affordable integrated platform.
What is Peppol and why does it matter for my business?
Peppol (Pan-European Public Procurement Online) is the international e-invoicing network that enables businesses and government organisations to exchange electronic invoices in a standardised, machine-readable format — delivered securely between each party’s Peppol-connected system without PDF attachments, manual processing, or data re-entry. Rather than sending a PDF invoice by email that the recipient manually types into their accounting system, a Peppol e-invoice is transmitted electronically in a standardised format directly into the recipient’s system. For Belgian SMEs specifically, B2B e-invoicing via Peppol became mandatory from January 2026 — meaning all invoices between Belgian-registered businesses must be issued and received via the Peppol network. Beyond Belgium, Peppol B2G (business-to-government) invoicing is already mandatory for public sector contracts across most EU member states. France, Germany, and other EU countries are implementing B2B e-invoicing mandates on staggered timelines. Singapore, Malaysia, and Australia have adopted Peppol as national e-invoicing infrastructure with progressive mandatory rollout. For businesses with public sector clients, or in markets where Peppol compliance is imminent, Pilim’s native Peppol integration means compliance is built into the platform rather than being an additional technical project to manage.
How does Pilim’s AI scanning work for receipts and invoices?
Pilim’s AI scanning module is designed to eliminate manual data entry for supplier invoices and business expenses. The process works as follows: the document is uploaded to Pilim — either via direct upload on desktop, photographed through a mobile device, received via a connected email address, or received directly through the Peppol network for Peppol-registered suppliers. Pilim’s AI then reads the document and extracts the key data fields: supplier name, invoice number, date, line items, amounts, VAT rate and amount, and any other relevant transaction details. The AI proposes the correct accounting classification for the expense based on the supplier type, the nature of the transaction, and the pattern of how similar transactions have previously been categorised for this business. The user reviews the proposed entry — confirming or adjusting the classification — and validates the record. The validated entry flows directly into the accounting ledger, the VAT report, and the cashflow dashboard without any additional manual steps. For businesses receiving high volumes of supplier invoices and expense receipts, the time saving compounds significantly: instead of spending 20–30 minutes per day manually entering receipts, the AI scanning workflow reduces the same task to minutes of review-and-confirm actions, with accuracy improving as the AI learns the business’s specific expense patterns.
Does Pilim integrate with Xero? Can I use it alongside my accountant’s tools?
Yes — Pilim’s premium Synchronization to Accounting Software feature allows the financial data captured in Pilim (invoices sent, expenses recorded, VAT transactions) to sync directly to Xero, QuickBooks, and other supported accounting platforms. This integration is specifically designed to support the most common SME and freelancer workflow where the business owner captures transactions and manages invoicing in Pilim’s accessible interface, while the external accountant or bookkeeper works in their preferred accounting platform (typically Xero). The sync eliminates the need for manual export and import of transaction data between Pilim and the accounting platform — saving both the business owner and the accountant time in the data reconciliation step that typically occurs at month-end or quarter-end. For businesses currently using Dext or Hubdoc to feed receipts into Xero, Pilim offers an alternative where the entire workflow — AI receipt scanning, invoicing, Peppol e-invoicing, and Xero synchronisation — is managed within a single platform rather than as a combination of separate integrated tools. Whether to use Pilim as a standalone all-in-one platform or as the front-end data capture layer feeding a Xero-based accounting workflow managed by an accountant depends on the business’s specific arrangement — both are valid configurations supported by Pilim’s feature set.