Everything you need to know about the Peppol obligation in Belgium

The introduction of the Peppol obligation in Belgium is significantly changing how businesses and governments exchange invoices. This new system makes electronic invoicing easier and more secure, but it also raises questions about what exactly is expected of organizations. In this blog post, we explain what the Peppol obligation entails, why it's important, and how you, as a business or organization, can comply with these new rules.

What is Peppol and why is it mandatory in Belgium?

Peppol stands for Pan-European Public Procurement Online. It's a network and standard for the electronic exchange of documents such as invoices between businesses and government agencies. The goal is to simplify administrative processes, reduce errors, and speed up payments.

Since 2023, Belgian companies have been required to send electronic invoices to the government via Peppol. This means that invoices to government agencies can no longer be sent on paper or by email, but must be processed via the Peppol network.

This obligation applies to all suppliers doing business with the federal government, regional governments, and some local authorities. It's a step in the digitalization of government and contributes to more efficient administration.

Who must comply with the Peppol obligation?

The Peppol obligation applies mainly to:

• Federal government suppliers

• Companies that invoice regional authorities (Flanders, Wallonia, Brussels)

• Companies that do business with certain local authorities

  
  

For large companies that don't invoice the government directly, the requirement doesn't yet apply. However, more and more companies are voluntarily opting for Peppol because it also simplifies invoicing between themselves.

How does the Peppol network work?

Peppol operates through a network of so-called Access Points. These are service providers that send and receive electronic invoices according to the Peppol standard. An Access Point ensures that invoices reach the correct recipient securely and correctly.

A company that wants to send invoices via Peppol contracts with an Access Point provider. This provider converts the invoices to the correct format and forwards them via the Peppol network.

The recipient, for example, a government agency, also has an Access Point that receives and processes the invoices. This system ensures a standardized and reliable exchange.

What are the benefits of the Peppol obligation?

The introduction of Peppol brings several advantages:

• Faster processing of invoices

• Fewer errors through automatic checking

• Lower administrative costs

• Better traceability of invoices

• Secure and standardized communication

  
  

For governments, this means more efficient payment processing and less paperwork. For businesses, it means less time spent on invoicing and faster payments.

What do you need to do to comply with the Peppol obligation?

Companies that must comply with the Peppol obligation can take the following steps:

1. Select an Access Point provider

   There are several providers on the market. Compare prices, ease of use, and support.

   
   

2. Register with the Peppol network

   After registration, you will receive a Peppol ID, a unique address with which you can send and receive invoices.

   
   

3. Customize your billing system

   Make sure your billing software is Peppol compatible or use an interim solution from your Access Point.

   
   

4. Test sending and receiving invoices

   Run a test phase to make sure everything is working correctly.

   
   

5. Start sending Peppol invoices to governments

   From the moment the obligation comes into effect, the government will only accept invoices via Peppol.

   
   

Frequently asked questions about the Peppol obligation

Is Peppol mandatory for all companies in Belgium?

No, only for companies that invoice government bodies that are subject to the obligation.

Can I still send paper invoices?

No, this is no longer permitted for government invoices.

What if I don't send Peppol invoices?

Then you run the risk that your invoices will not be accepted and your payment will be delayed.

How much does it cost to use Peppol?

The costs vary per Access Point provider, but are usually between 10 and 50 euros per month, depending on the number of invoices.

Practical example of Peppol in action

Suppose a small construction company provides services to a municipality in Flanders. Previously, the company sent a paper invoice by mail. Now, the company uses an Access Point to send the invoice electronically via Peppol. The municipality receives the invoice directly in its system, automatically verifies its accuracy, and pays faster. The construction company saves time and prevents invoicing errors.

What does this mean for the future of invoicing in Belgium?

The Peppol requirement is an important step toward fully digital and standardized invoicing in Belgium. Other sectors and companies are expected to be required to send electronic invoices via Peppol in the future. This makes it wise to invest in the right systems and expertise now.

Companies that switch to Peppol early benefit from smoother administration and better relationships with their customers and suppliers.