Electronic invoicing
Understand the topic, the obligations, and the concrete impact on the organization
Electronic invoicing is not just a simple change of format. In Belgium, since January 1, 2026, companies subject to VAT must exchange structured electronic invoices with each other as required by regulations. For many companies, the real issue is therefore less 'technical' than organizational: how to issue, receive, integrate, and process these invoices without recreating manual work.
WHAT EXACTLY ARE WE TALKING ABOUT?
A structured invoice, not a PDF sent by email.
WHAT HAS CHANGED IN BELGIUM
The obligation came into force on 1 January 2026.
Since January 1, 2026, structured electronic invoicing has become mandatory for Belgian companies subject to VAT in the context of their B2B exchanges.
According to the official Belgian portal dedicated to e-invoicing, this reform marks an important step in the digitalization of commercial exchanges. Invoices must now be issued in a structured electronic format, allowing for their automatic processing by accounting software and management systems.
This obligation applies to all companies active in B2B in Belgium, regardless of their size or sector of activity. It aims to standardize exchanges, reduce manual errors, and improve administrative efficiency between business partners.
In this context, companies must equip themselves with tools compatible with this new legal framework, capable of managing the issuance, reception, and processing of electronic invoices through compliant solutions, notably the Peppol network.
WHO IS AFFECTED ?
Belgian B2B companies subject to VAT
This obligation applies to all companies, regardless of their size or activity (self-employed, SMEs, large companies, or non-profit organizations subject to VAT).
Self-employed workers
Freelancers
Artisans
Large companies
SMEs
Liberal professions
THE ROLE OF PEPPOL
The reference network for exchanging structured invoices.
In Belgium, Peppol plays a central role in the exchange of structured electronic invoices. This standardized network facilitates sending and receiving between businesses and compatible software. Understanding how it works helps make the right tool choices and avoid confusion between simple "digitization" and true e-invoicing.
How Peppol works
The process is simple: the sender sends their invoice via their software connected to PEPPOL. The invoice then passes through a certified access point, which transmits it over the network to the recipient's access point. Finally, the recipient receives the invoice directly in their accounting system or ERP.
Hoe Peppol werkt
De werking is eenvoudig: de afzender verstuurt zijn factuur via zijn software die verbonden is met PEPPOL. De factuur gaat vervolgens via een gecertificeerd toegangspunt, dat deze doorstuurt over het netwerk naar het toegangspunt van de ontvanger. Ten slotte ontvangt de ontvanger de factuur rechtstreeks in zijn boekhoudsysteem of ERP.
How Peppol Works
The process is simple: the sender sends their invoice through their software that is connected to PEPPOL. The invoice then goes through a certified access point, which forwards it over the network to the recipient's access point. Finally, the recipient receives the invoice directly in their accounting system or ERP.
WHAT NEEDS TO BE IMPLEMENTED
A tool capable of sending, receiving, and properly integrating invoices.
A compatible accounting management tool
The foundation for managing your electronic invoices
You need to use software capable of managing electronic invoices to ensure compliance and automate processing.
Define approval workflows
Organize internal validations
Clear explanation and verification of proper use. Establish a clear process to validate invoices and avoid errors in tracking expenses.
Integration with accounting or ERP systems
Automate accounting flows
Invoices must be directly linked to the accounting system or ERP to avoid double entries.
Secure data exchanges
Secure data exchanges
Invoices must be transmitted through secure channels to ensure their authenticity and integrity.
PEPPOL 2026: ARE YOU READY?
A simple solution to send and receive your electronic invoices in full compliance.
Check whether your business is affected
Make sure your business is VAT registered and conducts B2B transactions.
Choose a Peppol-compatible software
Equip yourself with software capable of sending and receiving electronic invoices in structured format via the Peppol network. (e.g., Odoo)
Connect to the Peppol network
Register your business on the Peppol network via an access point to securely send and receive electronic invoices.
Adapt your invoicing process.
Update your invoicing methods to send and receive invoices via Peppol, ensuring data quality and compliance with the structured electronic format.
FAQ - Electronic invoices in Belgium
Answers to frequently asked questions about electronic invoicing and Peppol
Registration can be done directly through your software. With Odoo, connecting to the Peppol network is simplified: activation takes just a few steps and allows you to send and receive electronic invoices in full compliance.
Once the configuration is done in Odoo, you can directly check in your settings if the Peppol connection is active. You can also check your status on online tools likewww.peppolcheck.beto confirm that your business is properly registered on the network.
Not necessarily. Your software just needs to be compatible with Peppol. A solution like Odoo makes it easy to manage this transition.
Invoices are sent automatically through your software connected to the Peppol network, without going through email. With Odoo, you just need to select the option to send via Peppol when validating or sending the invoice.
Yes, as a partner, we help you set up a solution tailored to your business and be ready for 2026.
