<img src="https://secure.leadforensics.com/51974.png" style="display:none;">
English

Contact Support Login

English
Photo_John_Schouten_E-invoicing

Mandatory B2B E-Invoicing in Belgium from 1 January 2026

22 February 2024

John Schouten, Director Product Management

From 1 January 2026, e-invoicing will become mandatory for all B2B transactions in Belgium. This measure marks an important step in the digitisation of the invoice flow within Europe and requires companies to make both technical and process adjustments. ‘Whereas for years it was sufficient to send invoices by PDF or e-mail, the new regulations require invoices to be exchanged electronically in a structured format,’ explains John Schouten, Director Product Management at ISPnext.

Contents

Download whitepaper
Useful links

E-invoicing mandatory in Belgium from 2026

What makes this obligation special is that it relates not only to sending e-invoices, but also to being able to receive and process them. Companies need to adapt their internal systems so that they can process structured invoice data fully automatically. ‘This requires a review of the entire invoicing process, including the underlying IT infrastructure and workflows,’ John stresses.

PEPPOL as standard for e-invoicing

The Belgian government has clearly chosen the PEPPOL network as the standard for electronic exchange. "This means that all B2B invoices must be prepared in the UBL (Universal Business Language) format and sent and received via a certified PEPPOL Access Point," John explains. "A simple PDF attachment will then no longer meet the requirements."

Impact on governance and VAT processes

The impact of this obligation extends beyond technology. ‘It also touches on financial governance and reporting processes,’ states Schouten. "The fact that Belgian tax authorities can check e-invoices faster and more consistently creates more efficient VAT management. Moreover, PEPPOL ensures end-to-end traceability and validation, leading to higher data quality, fewer errors and faster payment processing."
John Schouten ISPnext
"2025 is the year for preparation: test your software, train your team and optimise your processes."

- John Schouten, Director Product Management | ISPnext

2025 as a crucial year of preparation

For organisations, this means that by 2025, they need to thoroughly review their digital invoicing processes. "It is essential that existing invoicing software is compatible with PEPPOL and that internal approval processes are set up to automatically process UBL invoices," warns Schouten. "Running test runs and training users is also crucial for a successful implementation."

ISPnext helps with e-invoicing transition

ISPnext guides organisations in this transition, from compliance to process optimisation. With AP Automation, we provide automatic validation of incoming and outgoing e-invoices, direct connection to the PEPPOL network and full workflow support, from receipt to archiving.

Avoid crowds by starting on time

The deadline of 1 January 2026 is just around the corner and preparations require time, coordination and technical implementation. "The obligation applies to all companies in Belgium, regardless of their size or sector," Schouten emphasises in conclusion. "By already getting serious about e-invoicing in 2025, organisations avoid last-minute adjustments and benefit immediately from the advantages of structured, digital invoicing."

E-invoicing in 5 steps

With this whitepaper, you will discover how to prepare your invoicing process step by step for the European e-invoicing obligations. You will get directly applicable insights to digitise safely and efficiently while keeping a grip on compliance.
Mockup_Preview_E-invoicing in 5 stappen (ENG)
John Schouten ISPnext

About the author

John Schouten

Director Product Management

John Schouten is a leading expert in Business Spend Management with more than 15 years of experience. As Director Product Management at ISPnext, he sets the tone in the product strategy, roadmap and execution of our innovative cloud-based BSM platform. With his vision of innovation and efficiency, John helps organisations not only transform their financial & procurement processes, but also embed risk management into their operations.

FAQ

Did you already know this?

The Belgian government has not yet determined exact penalties, but those who fail to comply risk fines, delays in VAT refunds or rejection of invoices. In addition, delays in payments can occur or invoices are rejected by customers. This directly affects financial records.
Yes. Foreign companies exchanging B2B invoices with Belgian entities are also covered. These organisations must also use the PEPPOL network and adopt the UBL standard for electronic invoices.
Belgium is following the European course set out in the ViDA programme (VAT in the Digital Age). This makes the country one of the first to concretely implement this digital VAT approach. More EU member states are expected to follow with similar measures.
No. In addition to invoices, PEPPOL also supports other digital documents, such as order confirmations and shipping notes. This makes the network suitable for wider deployment within the Procure-to-Pay process.
Is your question not answered? Get in touch