In this article, we summarise e-invoicing, with a specific focus on the Belgian context. Make sure you are compliant in time: the tolerance period only applies to businesses that can demonstrate they have already taken steps to meet the requirements.
E-invoicing within the EU
By 2030, e-invoicing will be mandatory in all EU Member States. In Belgium, this obligation has already applied since 1 January: all businesses must be able to send and receive electronic invoices via the Peppol network. Even if you do not invoice other businesses yourself, you must still be able to correctly receive and process e-invoices from your suppliers.
What is Peppol?
‘Peppol’ stands for Pan-European Public Procurement On-Line and refers to the combination of regulations, data standards, and the network that makes e-invoicing possible. In practice, when people talk about ‘Peppol’, they usually mean the network through which e-invoices are exchanged.
Via the Peppol network, you can send not only invoices, but also other documents such as purchase orders and credit notes. This opens up many opportunities for further automation of your administration.
Your Peppol ID is mandatory and usually consists of your company number (KBO), preceded by ‘0208:’. Alternatives include your VAT number (preceded by ‘9925:’) or a GLN (Global Location Number).
What is XML?
E-invoicing leads to greater efficiency, fewer errors and time savings – at least in the long run. This is made possible through the use of XML files.
XML (eXtensible Markup Language) is a structured computer language that is readable by machines. This is in contrast to formats such as Word or Excel, which are primarily intended for human readers.
The structure and order of fields in an XML file are crucial. Your accounting or pre-accounting software usually takes care of this automatically.
A valid e-invoice must contain at least the following elements:
- an invoice number
- the issue date
- at least one invoice line
Additional fields can be added for context or specifications. Keep in mind that requirements may differ from one country to another. Always check with your customer or supplier which information is expected to avoid errors.
You can add a PDF as an attachment, but a PDF is not a legally valid document. It is provided for information purposes only.
Always test your e-invoice before sending it. An online XML validator allows you to check whether the file is technically correct.
Language rules for invoicing
Do not forget the language legislation related to invoicing:
- Is your business established in Flanders? Then your invoice must be issued (also) in Dutch.
- In Brussels and Wallonia, the rules are more flexible: you can choose the language of your invoice. However, a translation into a Belgian official language may be requested.
Where are your invoices stored?
Check where your e-invoices are currently stored. Do you have access to these data in your current software? This is especially important if you switch software or accountant in the future.
Costs and tax deductions
There are several fiscal incentives available:
- 120% tax deductibility (2024–2027) for e-invoicing software and consultancy.
- 20% investment deduction since 2025 for digital investments.
Software
There are many tools that support e-invoicing. The best choice depends on your type of business, the number of invoices you send, and your current software setup.
Two tools we have hands-on experience with:
- Recommand is a Peppol integration platform and is free if you process fewer than 25 documents (incoming and outgoing) per month.
- Teamleader offers three platforms: Dexxter (accounting tool), Teamleader One (invoicing software) and Teamleader Focus (business management software).
Until 15 January 2026, there is a promotion for Teamleader One: you pay €1 for a year.
Why do we find this important?
E-invoicing fits perfectly with our vision of automation and efficiency. Now that the Peppol network is becoming mandatory, this is the right moment to take a closer look at your administration:
- What do your administrative processes look like today?
- Where can you optimise?
- Which software are you currently using – and is it all still necessary?
- What happens if you change accountant?
By taking action now, you avoid problems later and save even more time.
Want to know more?
We read the book E-facturatie ontcijferd by Philippe Kimpe and Jelle Heyvaert, which we also used as a source for this article. They clearly explain how e-invoicing works and how entrepreneurs, accountants and software providers can get the most out of this obligation. Highly recommended!
Do you have questions or want to future-proof your administration? Feel free to contact us. We’re happy to think along with you.