Prepare Your SME / SMB for Mandatory Peppol E-Invoicing in 2026

Starting January 1, 2026, all Belgian VAT-registered businesses must exchange B2B invoices electronically and in a structured format. This means that sending PDF invoices via email will no longer suffice. Instead, invoices must be transmitted directly from one accounting system to another through the Peppol network.

Peppol e-invoicing is a standardized method of digital invoicing where invoices are exchanged securely and automatically between companies as structured data (XML/UBL). For SMEs, it's crucial to be prepared for this transition to ensure compliance and to benefit from the advantages of digital invoicing.

Why is the government implementing Peppol E-Invoicing?

The introduction of mandatory e-invoicing aligns with the strategy of administrative simplification, transparency, and digitalization. By sending and processing invoices digitally, unnecessary paper flows and manual steps are eliminated, simplifying business operations. Moreover, the economy becomes more transparent: the government loses significant tax revenue annually due to incorrect invoicing and fraud, and e-invoicing makes fraud much more difficult.

This increases fiscal fairness and ensures that all transactions are clearly documented. Finally, it stimulates the digitalization of SMEs and large companies. Belgium thus joins the European trend (VAT in the Digital Age) to make e-invoicing the norm. The result is a modern, efficient way of doing business that benefits both companies and the government.

Benefits of Digital Invoicing for SME's

Transitioning to Peppol e-invoicing offers numerous benefits for your SME. Some key advantages of digital invoicing include:

Faster payments: Digital invoices are delivered and processed more quickly, leading to faster payments. The sooner an invoice reaches the customer and is automatically processed, the sooner you can expect payment. This significantly improves your company's cash flow.

Fewer errors: Manual invoice processing is error-prone. With e-invoicing in a standardized format, the chance of human errors is drastically reduced. Software processes the data automatically and accurately, resulting in far fewer errors and a more reliable process.

‍Lower costs: Electronic invoicing saves on printing, paper, postage, and processing costs. Studies show that e-invoicing is up to 75% cheaper than processing paper invoices. Less manual work also means lower administrative personnel costs. All this translates into direct cost savings for SMEs.

Better Tracking and Reporting: In a digital system, you have immediate insight into your invoicing. You can instantly see which invoices are paid or outstanding, and your accounting is always up-to-date. Automatic notifications (e.g., when an invoice is not received) make follow-up easy. This real-time data provides better reporting and financial management—you always know how your business is doing.

Less manual administration: Because e-invoices are automatically created, sent, received, and booked, you need to intervene much less manually. This saves time and reduces the administrative burden. Your team can focus on more important tasks than retyping data or archiving paper documents.

More Professional appearance: Digital invoicing gives your company a modern and professional impression. You show customers and partners that your SME is keeping up with the times. Moreover, many e-invoicing software solutions allow you to use invoice templates in your corporate style, making every invoice look polished and recognizable. A smooth, digital approach exudes confidence and professionalism.

Hotpotato guides your SME every step of the way

Implementing Peppol e-invoicing doesn't have to be a complex process—Hotpotato is ready as your partner to guide your SME from A to Z through this transition. Our expertise in digital invoicing ensures that you are compliant before the deadline and can fully benefit from all the advantages. We offer support at every step, including:

Choosing the right solution: Hotpotato helps you select a suitable digital invoicing solution that works with Peppol and fits your business. Whether you send many or few invoices, work with or without an ERP system—we find the tailored solution.

‍Implementation and Integration: Our specialists handle the entire implementation. Whether you're introducing new software or connecting your existing system to Peppol, we ensure seamless integration without disrupting your business processes. You can continue invoicing while we manage the technical aspects.

Data transfer: Hotpotato seamlessly migrates your historical data from your old system to the new one. All your customers, products, and invoice history are securely transferred, so you lose nothing and can immediately continue in the new platform.

Training and Onboarding: We don't leave your employees to fend for themselves. Hotpotato provides clear training and onboarding, so everyone can smoothly work with the new e-invoicing system. Your team learns to invoice more efficiently digitally and quickly becomes comfortable with the new way of working.

With this comprehensive guidance, Hotpotato ensures that your transition to Peppol e-invoicing proceeds smoothly. You save time, avoid pitfalls, and are confident that everything is done correctly according to legal requirements.

Ready to Make the Switch? Contact Us!

Don't wait until the last minute. Peppol e-invoicing will soon be mandatory, and starting early means your SME can immediately enjoy the benefits of digital invoicing. Hotpotato is here to guide you personally and answer all your questions.

Contact us today or request a free consultation. Together, we'll prepare your business for 2026—efficiently, digitally, and worry-free. Choose Hotpotato as your e-invoicing partner and confidently embrace the future.