Misconceptions About E-Invoicing in Belgium Explained

From 1 January 2026, Belgium will mandate structured e-invoicing for B2B transactions between VAT-registered companies. This excludes B2C and private-use transactions. As this deadline gets closer, many businesses in Belgium feel confused about the new e-invoicing rules. Some of this confusion comes from wrong ideas or not knowing how the entire e-invoicing system works. 

This blog will explain e-invoicing clearly, correct some common misunderstandings, and help you get ready with right information and clarity. 

What is E-Invoicing?

E-invoicing means sending and receiving invoices in a digital way, not on paper and not just a PDF. It uses a special electronic format that computers can read and understand. This makes it possible to handle invoices automatically, without people entering data by hand.

In Belgium, this will work through the 4-corner model of the Peppol network. The invoices will follow a format called Peppol-BIS, which fits the European standard EN 16931.

A PDF invoice needs someone to open it and enter the details into accounting software. But an e-invoice in the correct format goes straight into the system. It can be read, checked, and saved by the computer automatically. 

5 Common Misconceptions About E-Invoicing in Belgium

Even though e invoicing Belgium has many benefits, misconceptions persist. So, let’s look at them and explain why they are wrong.

Switching to E-Invoicing Is Not Worth the Expense

Implementing structured e-invoicing may involve a one-time transition. But the truth is that it is not inherently expensive. Many tools, including those listed by Belgium’s Federal Public Service (FPS) Finance, are available free of charge or at low cost, especially for basic functionalities.

Even more importantly, e-invoicing helps reduce the costs associated with:

• Printing and postage
• Manual data entry
• Invoice scanning and archiving
• Processing time and payment delays

Businesses also benefit from:

• Fewer errors, thanks to automation
• Faster invoice delivery and payment cycles
• Better compliance with evolving legal and tax standards
• Improved cash flow visibility

E-Invoicing Is Complex

E-invoicing is as simple as generating a regular invoice—the main difference is using Peppol-compliant software and connecting your accounting system to the Peppol network through an Access Point Service Provider (ASP), such as ClearTax. Once integrated, you just fill in the required mandatory fields (like supplier, customer, amount, and VAT details), and the ASP takes care of validation, enrichment, converting into the right format, and transmitting.

For a list of approved software providers and more information, visit the official Belgian e-invoicing site: Software solutions for sending, receiving and processing electronic invoices.

E-Invoicing Is Unsafe

Security is a valid concern for any business process involving sensitive financial data. But structured e-invoicing via Peppol is designed with security in mind.

The Peppol network ensures:

• End-to-end encryption during data transmission
• Certified access through trusted service providers
• Contractual obligations for data confidentiality and protection

This is in stark contrast to email, which, while flexible, is also:

• Prone to invoice fraud, phishing, and cyberattacks
• Susceptible to data leaks, especially through free, unsecured email platforms

My Company’s Invoices Are Digital — So We’re Already E-Invoicing

Sending invoices in PDF format is a step toward digitization. But the truth is that it does not qualify as structured e-invoicing. A PDF still requires:

• Manual opening
• Manual entry into accounting systems
• Verification by a human employee

In contrast, structured e-invoicing is machine-readable and automated. The invoice is sent, received, and processed without human intervention. Moreover, from 2026, the structured format will be mandatory for B2B transactions in Belgium. Specifically:

• The standard format is Peppol-BIS.
• Other formats are allowed only by mutual agreement and must comply with the European EN 16931 standard.

E-Invoicing Is Only for Large Companies

While it’s true that large enterprises were among the early adopters of digital invoicing, SMEs also stand to gain even more from adopting e-invoicing.

Here’s why:

• It saves time by automating repetitive tasks
• It improves cash flow visibility
• It helps maintain accurate financial records with less effort
• It supports compliance with evolving regulations, avoiding future penalties

Europe is also actively encouraging e-invoicing adoption through initiatives like:

• Peppol, which standardizes cross-border e-invoicing
• The EN 16931 European standard for structured invoicing
• Belgium-specific programs like Mercurius for public sector and Hermes for B2B exchanges, which provide platforms and gateways even for microenterprises

How Belgian Businesses Can Prepare for Full E-Invoicing Compliance

Here’s how Belgian businesses can prepare for full e-invoicing compliance by the January 1, 2026 deadline:

Understand the Legal Requirements

Familiarize yourself with the new regulation. From 1 January 2026, invoices must follow a structured format, not just any digital file like a PDF, but a machine-readable invoice, in the Peppol-BIS format based on the EN 16931 European standard.

Evaluate Your Current Invoicing Processes

Assess how you're currently sending and receiving invoices:

• Are you still using paper?
• Do you send PDFs via email?
• Is your accounting software Peppol-compatible?

If you’re using PDFs or email, that’s not enough. Upgrade to a system that allows fully automated, structured e-invoicing.

Partner with a Certified Peppol Access Point (ASP)

Select a trusted Peppol ASP (like ClearTax) from FPS Finance’s list of compliant providers. These partners connect your business to the Peppol network and ensure your invoices meet format and transmission standards.

Choose based on:

• Features (send-only vs. full send/receive)
• Integration level (manual upload or ERP/API connectivity
• Scalability and support

Integrate With Accounting and ERP Systems

To work faster, make sure your e-invoicing tool can connect easily with your accounting or ERP software. If you use software from a vendor, ask them if it works with API and supports Peppol.

Train Your Staff

Make sure your finance, accounting, and operations teams understand how to use the new system. Provide training on:

• How to generate and send structured e-invoices
• Reading and processing received e-invoices
• Security best practices

ClearTax as Your Peppol ASP: A Smart E-Invoicing Partner

ClearTax delivers a sturdy, Peppol-ready e-invoicing platform that helps Belgian firms hit the 2026 mandate quick and with a lot less hassle. As a certified Access Point (ASP), the solution strips away red tape and gives you these big wins:

• Quick Integrations: It plugs straight into the most-used ERPs and accounting suites, so teams can go live in days—not months—without ripping out the stack they already trust.
• Centralized Cloud Portal: Create, send, grab, track, and report each e-invoice from one tidy online console you open from office, home, or train.
• Smart Data Validation & Enrichment: The engine spots errors fast and fills missing bits—tax codes, buyer IDs, that kind of thing—cutting rejections and speeding the cash flow.
• Real-Time Status Tracking: See exactly where an invoice sits—sent, delivered, acknowledged—in real time, meaning fewer follow-up mails.
• Regular Compliance Updates: The platform updates itself to match Belgian and EU rules (EN 16931, Peppol BIS) automatically, so you stay compliant without manual patching.

Conclusion

E-invoicing is cost-effective, with many low-cost or free tools available. It’s easy to use, thanks to user-friendly software and government-backed platforms. Peppol-based e-invoicing is secure, unlike PDF invoices sent by email. PDFs don’t qualify as structured e-invoices. Only formats like Peppol-BIS will be compliant from 2026. E-invoicing benefits all businesses, especially SMEs and freelancers.

To prepare for Belgium’s 2026 e-invoicing mandate, businesses should understand legal requirements, assess current invoicing methods, adopt Peppol-compliant tools, train staff, and integrate solutions with accounting systems for seamless, structured B2B invoice exchange and regulatory compliance.