Mandatory e-invoicing (Peppol) – what changes from 1 January 2026?

Since 1 January 2026, it has become a reality: e-invoicing via the Peppol network is now mandatory for B2B transactions between Belgian VAT-registered businesses. This is an important step in the digitalisation of the Belgian economy, but what does it concretely mean for your SME or self-employed activity?

What exactly is Peppol?

Peppol stands for "Pan-European Public Procurement Online" and is a European network for exchanging electronic documents, including invoices. It is not software, but rather a standard and a network through which businesses can send and receive invoices in a structured way.

Think of Peppol as a kind of "postbox" for digital invoices. Each participant has a unique Peppol ID (often based on the VAT number), and via this network, invoices can be automatically sent from one accounting system to another.

What has changed since 1 January 2026?

The Belgian government has decided that all B2B invoices between Belgian VAT-registered businesses must be sent via a structured electronic format. In practice, this means:

• PDFs by email are no longer sufficient – a PDF is not a structured e-invoice
• You must be able to receive and send via the Peppol network
• Every business needs a Peppol ID to be able to exchange invoices
• Your accounting software must be Peppol-compatible or you need an intermediate solution

Why this obligation?

The government aims to achieve several goals with this:

• Less VAT fraud: structured invoices are easier to verify
• More efficient administration: automatic processing saves time
• Faster payments: invoices arrive directly in the system
• European harmonisation: Belgium aligns with other EU countries

What should you do as an SME or self-employed person?

If you are not yet ready for Peppol, now is the time to take action:

1. Check your current software

Many modern accounting software packages such as Exact Online, Yuki, and Odoo already support Peppol. Ask your software provider whether the Peppol functionality is active.

2. Register your Peppol ID

Your Peppol ID is usually your VAT number preceded by the country code (BE0xxx.xxx.xxx). Your software provider or accountant can help you with the registration.

3. Test the exchange

Send a test invoice to a known contact to check whether everything works. Also verify that you can correctly receive invoices.

4. Inform your clients and suppliers

Let them know that you are Peppol-ready and ask for their Peppol ID for your client database.

What if your software doesn't support Peppol?

Are you still using an old accounting application or Excel? Then you have a few options:

• Switch to Peppol-compatible software – this is the most future-proof solution
• Use a Peppol Access Point – services such as BillToBox act as an intermediary
• Engage your accountant – many accounting firms offer Peppol services for their clients

The benefits for your business

Although the obligation may feel like extra work, e-invoicing offers real advantages:

• No more manual entry: invoices arrive automatically in your system
• Fewer errors: no typos when copying data
• Faster processing: what used to take hours now happens in seconds
• Better cash flow: invoices are received and paid more quickly
• More sustainable: less paper and postage

Conclusion

Mandatory e-invoicing via Peppol is a reality. Rather than seeing it as a burden, you are better off embracing it as an opportunity to modernise your administration. The time you invest now in a good setup will pay for itself many times over through more efficient processes.

Do you need help setting up Peppol or automating your invoicing process? I am happy to assist you with a personal approach that suits your situation.