Peppol for dummies: everything you need to know about e-invoicing in Belgium

What is Peppol?

You probably send your invoices by email, as PDFs. Your client receives the file, opens it, and manually re-enters the amounts into their accounting software. It's slow, error-prone, and there's no proof the invoice was actually received.

Peppol is a system that replaces all of that. Instead of sending a PDF, you send a structured electronic invoice: a file that your client's accounting software can read and record on its own, without any human intervention.

Think of it as registered mail, but in digital form. When you send registered mail, the post office knows exactly who to deliver it to, the letter is delivered securely, and you get a delivery confirmation. Peppol works on the same principle: your invoice is delivered to the right recipient, securely, with confirmation of receipt. Except it all happens in seconds instead of days.

Important: Peppol is not a payment method. People sometimes confuse it with PayPal, but they have nothing in common. No money passes through Peppol. The network is used solely to transmit documents: invoices, credit notes, etc. Payment is still made by regular bank transfer, just like before.

The name stands for Pan-European Public Procurement Online. It's a European standard used in over 30 countries.

How does it actually work?

The principle is simple. Imagine a postal system, but digital and instant:

• You drop off your invoice with your service provider (your "post office")
• They route it via the Peppol network to your client's service provider
• Your client's service provider delivers it to their inbox

These service providers are called Access Points. They are certified companies that connect you to the Peppol network. You don't need to use the same one as your client — Access Points communicate with each other, like post offices in different cities.

You don't need to know which Access Point your client uses. The network handles it automatically through a centralised directory: when you send an invoice, the system looks up the recipient and routes the document to the right place.

Invoices are sent in a standardised format called UBL (Universal Business Language). This is what allows any accounting software to read them, regardless of the country or service provider used.

Your Peppol identifier: it's your enterprise number

On the Peppol network, every business has a unique address — a bit like an IBAN number but for invoices. In Belgium, this address is based on your CBE enterprise number.

Your Peppol identifier looks like this: 0208:0123456789

• 0208 = the code that means "this is a Belgian enterprise number"
• 0123456789 = your 10-digit CBE number

There's also an older format based on VAT numbers (code 9925), but it's not recommended for new registrations. Stick with 0208.

To find out if your business is already registered, you can look up your number on the Peppol Directory, the network's public registry.

What changed on 1 January 2026

Since 1 January 2026, invoicing via Peppol has been mandatory in Belgium for all business-to-business (B2B) transactions. This is no longer a future project — it's in effect now.

Here's what that means for you:

• You must be able to receive invoices via Peppol
• You must send your B2B invoices via Peppol
• If you invoice consumers (B2C), the sending obligation doesn't apply — but you still need to be able to receive

And penalties? They exist: €1,500 fine for a first offence, €3,000 for repeat offences.

Can the government see my invoices?

In 2026: no. Peppol is a decentralised network. Your invoices go directly from one private service provider (your Access Point) to another (your client's). The FPS Finance does not have access to invoices passing through the network.

This is very different from what happens in Italy, for example, where all invoices pass through a centralised government platform (the SDI). In Belgium, the government does not receive any copy of your invoices.

In 2028, that will change. Belgium plans to introduce an e-Reporting system, sometimes called the "5th corner". In practice, the VAT data from your invoices (amounts, rates, VAT numbers) will be automatically transmitted to the FPS Finance in near real-time.

The goal? To replace the annual VAT client listing you have to file every year, and to fight VAT fraud more effectively — estimated at 4 to 5 billion euros in lost revenue per year in Belgium.

But rest assured: in 2026, your invoices remain private, exchanged only between you and your client through your respective service providers.

Why is it better than a PDF by email?

That's the question everyone asks. Here's the comparison at a glance:

In short: a Peppol invoice is faster, more reliable, and most importantly, compliant with the law.

How to get started in 5 steps

Don't panic — getting compliant is simpler than it looks:

1. Choose a Peppol Access Point — This is the service provider that connects you to the network. Pick one that suits your size and needs.
2. Register your business — Your CBE number becomes your Peppol identifier. The Access Point handles the technical registration on the network.
3. Set up receiving — Once you're registered, you can receive invoices. View them online or export them to your accountant.
4. Run a test — Send an invoice to a partner who's already on Peppol to make sure everything works.
5. Go live — Send and receive your B2B invoices via Peppol on a daily basis.

Frequently asked questions

Need help getting started?

If you're looking for a simple solution to get compliant, Peppol Box is an invoicing software designed specifically for Belgian SMEs and freelancers. It lets you register on a Peppol Access Point in just a few minutes, then send and receive your invoices directly from the platform.

Your accountant can also automatically retrieve your invoices through Flexina Sync, without any action on your part.