What is Peppol?
Peppol stands for Pan-European Public Procurement On-Line. It’s not a software platform by itself, but an international network and set of agreements for exchanging electronic documents (like invoices) between different parties. Think of Peppol as a kind of “email network for invoices”: your invoice goes via Peppol directly from your software into your customer’s software, in a standardized format that is understood everywhere. This means nobody has to retype the invoice information manually anymore.
With Peppol, you send an e-invoice in a structured data format (usually UBL, a type of XML format for invoice data). That e-invoice is delivered to the receiver via so-called Peppol Access Points. You can picture a Peppol Access Point as a post office that’s connected to the Peppol network: it makes sure your invoice reaches the right destination. Businesses as well as governments worldwide use Peppol to work together more smoothly and efficiently.
Why and for whom is this mandatory?
Why make Peppol mandatory? The government wants to further digitize and modernize invoicing. Processing electronic invoices is faster, less error-prone, and cheaper than handling paper or PDFs. By mandating a standardized system like Peppol, they ensure that everyone exchanges invoices in the same way. This makes life easier for both entrepreneurs and public services, and it also helps combat fraud (because digital invoices are more traceable).
For whom will it be mandatory? Initially, e-invoicing via Peppol was mainly required for government contracts (B2G, business-to-government invoices). For several years now, for example, suppliers to the Flemish government have had to submit their invoices electronically. Now Belgium is expanding that digital requirement to the entire economy. That means eventually every business, from sole traders to multinationals, will have to send their invoices via Peppol. The mandate is being introduced in phases: large companies first, and from 2026 smaller businesses like SMEs and freelancers as well. In other words, even if you only invoice other businesses or consumers (B2B or B2C), you will, sooner or later, have to move from the paper era to Peppol.
When do I need to be ready?
The deadline to comply with these new e-invoicing rules is approaching. The Belgian government plans a phased rollout. For large enterprises, e-invoicing via Peppol will already become the norm in 2025, step by step. For SMEs and sole traders, from 2026 electronic invoices will be mandatory. In concrete terms, this means that by January 1, 2026, as a small business owner you should be ready to send and receive your invoices digitally.
Even though 2026 might still feel far away, it’s smart to start taking action now. You don’t want to have to overhaul your invoicing system in a rush at the last minute. Moreover, some of your clients (or suppliers) may switch over earlier and expect you to be able to receive their electronic invoices or to send invoices to them via Peppol. So ideally, begin preparing in 2025, so that you’re well on time and can adapt gradually. Also keep an eye on communications from the government for any more precise dates or interim phases – in practice, the implementation might vary slightly by sector or company size.
Are there benefits to this change?
Absolutely! While adapting to e-invoicing might take some effort, there are many advantages to using Peppol for your invoices:
- Less administrative work: Manually writing or inputting invoices will be a thing of the past. You save time because the invoice data ends up automatically in the recipient’s bookkeeping system.
- Fewer errors: Since data doesn’t need to be retyped, you avoid typos or missing invoice lines. Everything is delivered digitally exactly as you entered it.
- Faster payments: Electronic invoices land immediately with the right person or department. That speeds up processing and increases the chance of on-time payment. No more delays because an invoice “got lost in the mail” or was overlooked in an inbox.
- Cost savings and eco-friendly: You won’t need paper, printing, or postage anymore. That saves money and it’s better for the environment. Less paper shuffling also means a cleaner, more organized office.
- Better tracking: With Peppol you often get a confirmation or notification when the invoice is delivered and even when it’s processed. So you know where your invoice stands (similar to tracking a package, but for your invoice).
- International standard: Peppol is used in many countries. If you do business across borders or plan to, with Peppol you’re already in a system that is recognized elsewhere. You won’t need separate invoicing arrangements per country or client.
- Integration with your accounting: Because the invoices are digital and standardized, you can more easily link them with your accounting software. Purchase invoices can be imported automatically, sales invoices are recorded automatically. This saves your accountant (or yourself) a lot of work.
In short, besides complying with the new laws, Peppol can also bring efficiency gains for your business.
How can I get this done?
You’re probably wondering how to practically switch over to Peppol. Fortunately, it’s easier than it might seem. Follow these steps to get your business ready for e-invoicing:
- Analyze your current invoicing process: Are you currently using accounting or invoicing software, or do you create invoices in Word/Excel? Start by looking at how you issue invoices today.
- Check with your software provider or accountant: If you already use software (for example, an online accounting package), ask if it’s Peppol-compatible. Many modern packages already support electronic invoice formats (UBL) and can connect to Peppol via an update or module. Your accountant can also tell you whether the software they use can process your invoices electronically.
- Choose a solution for Peppol: If you don’t have suitable software yet, now is the time to invest in an invoicing tool that supports Peppol. There are various options available, from simple (and sometimes free) online invoicing applications to full-fledged ERP systems. Pick something that fits the size of your business. Often, such software will handle the connection to the Peppol network via an Access Point automatically for you.
- Register your company on the Peppol network: In many cases this happens behind the scenes through your software or access point provider. Your company will get a unique identification on Peppol (usually your VAT or company number). This is like an email address, but for e-invoices: others can reach you on the network using that ID.
- Test a few electronic invoices: Try sending an invoice to yourself or to a client who is already on Peppol, so you can check if everything comes through correctly. The Belgian government also offers testing possibilities via the Mercurius platform (the central government platform for e-invoices), where you can upload your e-invoice and have it validated.
- Inform your customers and suppliers: Let them know that you’re switching to electronic invoicing. You might even encourage them to do the same. For customers who are not yet connected to Peppol, your invoicing package will typically send a PDF version via email as a fallback, so everyone can still receive your invoice.
- Plan for archiving: Just like paper invoices, you need to keep e-invoices for at least 7 years for tax and accounting purposes. So set up a good digital archive or backup for your sent and received e-invoices. Fortunately, this takes up much less space – a reliable cloud storage or your accounting software’s archive can do the job.
By following these steps, you’ll put your business on track for digital invoicing. It might seem like a lot at first, but you’ll find that your day-to-day invoicing actually becomes easier once everything is in place.
What about your existing bookkeeping?
A frequently asked question is how the introduction of Peppol relates to your current bookkeeping and past records. The good news is that your existing accounting data and invoices won’t suddenly become invalid. You don’t need to convert all your old invoices into a new format. The requirement mainly means that going forward new invoices will need to be sent electronically. Your old invoices remain valid and you should continue to keep them according to the applicable rules.
For your accounting software, this will likely involve a transition period. If your software is regularly updated, the vendor will certainly add a Peppol feature or might have done so already. Many bookkeeping packages in Belgium already support UBL invoices today (for instance, sometimes a UBL file was already attached to your PDF invoice). In that case, not much changes for you: the move to Peppol is mostly about activating the delivery channel. Invoices you receive via Peppol can usually be imported straight into your software without manual input.
Do you work with an accountant or bookkeeper? Then make clear arrangements on how you will exchange invoices. He or she will probably also prefer importing an e-invoice to typing in data from a shoebox full of paper receipts. With Peppol, your accountant can get your purchase invoices directly in electronic form, which makes processing faster and more accurate. The sales invoices you send via Peppol will also immediately be reflected in your own books, so everyone wins.
If up until now you’ve been doing everything in Excel or Word, now is the time to change. You won’t be able to get by with just a self-made PDF invoice anymore. Fortunately, there are easy-to-use solutions to help you with this (and they often save you time on admin as well). Take the time to evaluate your current workflow and upgrade where necessary. That way, your bookkeeping stays in line with the latest digital standard.
Ready to make your invoicing future-proof?
At Hotpotato, we help freelancers and small businesses work smarter, not harder. Whether you’re just starting with Peppol or looking to connect your current tools, we’ll guide you with clear advice—no jargon, no fuss.
👉 Email us at hello@hotpotato.be or fill out our contact form, and let’s see how we can streamline your invoicing together.
We’ll make sure you’re fully ready for 2026—and beyond.
