From January 1, 2026, e-invoicing via PEPPOL will become mandatory for all Belgian VAT-registered companies. This represents an important step in the further digitalization of business. But what exactly does this obligation entail? And how do you ensure that your company is ready for this change? We are happy to explain it to you.
What is PEPPOL?
PEPPOL (Pan-European Public Procurement Online) is a secure network For sending and receiving e-invoices and other business documents. You can compare it to an international postal network for digital invoices. Instead of sending an invoice as a PDF via e-mail, it is sent directly to the recipient's software via a standardized and secure system. This prevents errors, saves time and ensures more efficient processing.
By using a uniform format (such as UBL, or Universal Business Language) invoices in many cases can be automatically processed be incorporated into various accounting and ERP systems without the need for manual intervention.
How does PEPPOL work?
PEPPOL uses a network of 'Access Points'. These are gateways that allow companies to send and receive electronic invoices. Each company that joins PEPPOL receives a unique PEPPOL ID, similar to a phone number, which ensures that invoices are delivered correctly and securely to the correct recipient.
It works as follows:
- Creating an invoice in your billing or ERP system.
- Automatic conversion of the invoice to the standardized PEPPOL (UBL) format.
- Transmission via an Access Point to the receiver.
- Receipt and processing of the bill by the customer through their Access Point.
Who will PEPPOL be mandatory for?
The commitment to PEPPOL comes in two phases:
- Since March 2024 all invoices to government agencies must be sent through the PEPPOL network.
- As of Jan. 1, 2026 PEPPOL becomes mandatory for all Belgian companies in a B2B context. This means that all companies subject to VAT must exchange e-invoices via PEPPOL.
The benefits of PEPPOL
PEPPOL is not just a legal requirement; it also offers numerous benefits to businesses.
Save time
Invoices are processed faster and error-free.
Cost savings
Less paperwork, no shipping costs and a decrease in administrative burden.
Faster payments
Because invoices are processed faster, average payment terms also decrease, which is beneficial to your cash flow.
Reduced errors and fraud
PEPPOL ensures that invoices cannot be modified during shipment and protects companies from invoice fraud.
Safety
Data is transmitted encrypted and can only be exchanged by verified parties.
Tax incentives for moving to PEPPOL
The transition to PEPPOL requires necessary investments for a lot of companies. That is why the government is providing some tax incentives:
- Increased cost deduction of 120% for costs associated with e-invoicing, such as software subscriptions and consulting fees. This applies to investments from Jan. 1, 2024 to Dec. 31, 2027.
- Increased investment deduction from 20% for digital fixed assets, including e-invoicing solutions. This applies as of Jan. 1, 2025.
Titeca customers with James are already prepared for PEPPOL
Every Titeca customer has a login for James, our online accounting platform. Are you already working with James to create your sales invoices? Then you can send it through PEPPOL.
Are you not working with James yet? Our experts are happy to review with you whether your current process is PEPPOL-proof. Feel free to contact us To view your administrative flow.
Don't wait until the deadline: start today!
Although mandatory implementation does not take effect until 2026, it is smart to take the necessary steps now. That way you avoid last-minute problems and enjoy the benefits of PEPPOL right away.
Want to know how your company can smoothly transition to e-invoicing? Contact us, we are happy to help you get started.
