E-Invoicing
Everything you need to know about e-invoicing and Peppol as an entrepreneur
The future of invoicing is digital E-invoicing is on the rise and is becoming increasingly mandatory. In Belgium, e-invoicing via Peppol will be mandatory for all B2B invoices from 1 January 2026. That is why it is crucial for entrepreneurs to make the switch in time. In this guide, you will discover in a simple way what e-invoicing is, how the Peppol network works and why you should start today. In other words: now is the time to modernise your administration.
What is an e-invoice? How do you recognise an e-invoice? At first glance, an e-invoice looks like a normal PDF, but behind the scenes it contains structured data in a format such as UBL. This allows accounting software to automatically read and process the information.
In short, an e-invoice is not a regular PDF or paper invoice. It is a structured digital file (usually in UBL format) that is automatically read and processed by accounting software. To the user, it often looks like a traditional PDF, but behind the scenes it contains data that software can easily interpret. This process helps you avoid errors, speeds up processing and significantly reduces your administrative burden.
Key benefits of e-invoicing: In summary, e-invoicing offers numerous benefits:
- Fully automatic processing
- Less chance of errors
- Better payment tracking
- Faster payment terms
- Time and cost savings
What is Peppol? What exactly does Peppol do? Peppol (Pan-European Public Procurement OnLine) is a secure international network that connects companies, accountants and public authorities. In other words, you can think of it as a digital motorway to which every company is connected via a unique digital mailbox. From these mailboxes, e-invoices are sent securely, quickly and correctly to each other. This ensures that the invoice always reaches the right recipient, without the need for email or paper.
Peppol (Pan-European Public Procurement OnLine) is a secure international network that connects companies, accountants and governments. In other words, you can think of it as a digital motorway to which every company is connected via a unique digital mailbox. From these mailboxes, e-invoices are sent securely, quickly and correctly to each other. This ensures that the invoice always reaches the right recipient, without the need for email or paper.
How does it work? Every participant in the Peppol network has a unique Peppol ID (often the company number). When you create an e-invoice, it is sent to the Peppol network via a recognised access point. In short, the system ensures a smooth, digital flow of invoices.
From invoice to accounting: this is how the process works In concrete terms, the invoice is automatically sent to your customer’s software programme. The accountant can then retrieve this information from the system and automatically import and process it in their accounting software. This makes processing faster, more accurate and eliminates duplication of work. In other words, you save time and gain accuracy.
Is e-invoicing mandatory? Yes, it is. In Belgium, e-invoicing via Peppol will be mandatory for B2B invoicing from 1 January 2026. That is why it is important to take action now. Entrepreneurs who switch in time will not only be prepared, but will also benefit from an attractive investment deduction of 120% in 2025.
Why wait as an entrepreneur? The advantages are clear. Just think about it:
- You work more efficiently
- You are legally compliant
- You project professionalism
- You are ahead of the curve in terms of digitisation
- You are eligible for tax benefits
We help you with e-invoicing via Peppol As an accounting firm, we guide you step by step. In other words, we take the work off your hands.
- Activation on the Peppol network
- Link to your invoicing software
- Advice tailored to your company
- Support and follow-up
Frequently asked questions (FAQ)
Can I use multiple access points to connect to Peppol? No, a company can only be connected to the Peppol network via one Access Point. This means that you can only use one supplier or software partner at a time to send and receive invoices via Peppol. If you want to switch, you must first terminate your current connection.
Do I need to change my invoicing programme? Many popular programmes such as Billit, Sumrise and OkiOki already support Peppol. Feel free to ask us for advice if you are unsure. In other words, chances are you are already ready for e-invoicing.
Can I send and receive e-invoices? Certainly. Peppol allows you to both send and receive e-invoices, which streamlines administration on both sides. It also reduces manual errors.
What if my customer does not yet use Peppol? No problem. You can still send them an invoice by email or PDF until they are connected to the network. However, we recommend encouraging customers to sign up so that they too can enjoy the benefits.
How do I know if I am subject to the electronic invoicing obligation? Registration on the PEPPOL network is mandatory for all VAT-registered businesses, with a few exceptions. To help you determine whether you need to register, the government has developed a tool:
https://einvoice.belgium.be/en/tool
Please note: even companies that are not VAT-registered can register voluntarily on the PEPPOL network.
What is an electronic invoice and how does it differ from a traditional invoice? A structured electronic invoice is an XML file that complies with the European PEPPOL BIS standard. This invoice must be sent via the PEPPOL network. More information can be found on the website of the FPS Economy:
https://news.economie.fgov.be/248659-facturen-op-papier-en-via-pdf-binnenkort-verleden-tijd-is-uw-onderneming-klaar-voor-e-facturatie
The general government website on electronic invoicing:
https://einvoice.belgium.be/en/FAQ/general-questions-electronic-facturation
How do I know which invoices I need to send via the PEPPOL network? Invoices must be sent via PEPPOL if both the sender and the recipient are registered on the network. If you use invoicing software and select the option “send all invoices via PEPPOL”, you will receive an error message for recipients who are not registered on the network. In that case, you can send the invoice by email or print it out. You can also search for registered companies in the Peppol Directory: Peppol Directory – Search.
What is the procedure for sending my invoices created in Word, Excel or on paper via PEPPOL? The PEPPOL network works differently from email. You cannot send PDF files directly via PEPPOL. Because PEPPOL is a secure network, you must send invoices via an authorised access point. To send invoices created in Word, Excel or on paper via PEPPOL, you need a solution that is connected to PEPPOL. Some software packages can convert your documents into electronic invoices so that they can be sent via PEPPOL.
I already use invoicing software. How can I send my invoices via PEPPOL? Your current software must be connected to PEPPOL. If this is not the case, you will need to find a solution that can convert your invoices into the structured electronic format (PEPPOL BIS).
Is it possible to have multiple access points for sending and receiving invoices via PEPPOL? There are two types of access points within PEPPOL: for receiving (purchase invoices) and for sending (sales invoices).
You may only use one access point for receiving purchase invoices. However, you can use multiple access points for sending sales invoices, which means you can use multiple invoicing software packages.
Contact us today for a free introductory meeting.
e-invoicing, electronic invoicing, Peppol, e-invoicing, digital invoices, sending e-invoices, receiving e-invoices, Peppol network, invoicing via Peppol, accountant e-invoicing, mandatory e-invoicing, secure invoicing, digital accounting