Peppol: from legal obligation to digital accelerator

Peppol explained

Peppol (Pan-European Public Procurement Online) is an international network that allows you to send electronic documents – such as e-invoices – securely and according to a fixed standard. Because it concerns structured files, these can be automatically read by the recipient, eliminating the need for manual processing.

Does that sound vague? Don't worry, we'll make it concrete.

Instead of emailing a PDF invoice (or even printing and mailing it), your invoice is converted via Peppol into an XML file: a type of digital language that accounting programs perfectly understand.

You no longer need to enter that invoice manually or have it read using OCR software. No retyping, no errors. The invoice arrives automatically and structured in your customer's accounting system. And the same applies, of course, when you receive invoices from your suppliers.

All of this happens via Peppol: a kind of digital highway between your software and that of your customer or supplier.

From January 1, 2026, this highway will be mandatory for all B2B transactions between VAT-registered companies in Belgium. And the consequences are tangible: anyone who only sends a PDF will not comply with the law and risks fines or rejected payments. The only legally valid invoice will then be a structured e-invoice via Peppol.

Less work, fewer errors

For many wholesalers and manufacturing companies, invoice processing is still a slow and error-prone process. Incoming invoices are manually retyped or read using OCR software, with the possibility of errors. Outgoing invoices are emailed as PDFs, which is fine in itself. But it can be better and faster.

With Peppol, these manual steps are eliminated. You work with standardized XML files that are automatically processed. The data arrives in real-time and error-free in your system, ready for processing.

The result?

• Faster processing of invoices

• Fewer errors and duplicate actions

• More time for accountants to deliver added value

Especially in sectors with many transactions, such as wholesale, this automation makes a big difference. You increase your processing speed without additional staff, and that is more important than ever today.

How do you get started?

Peppol sounds logical. Efficient. Useful. But how do you approach it in practice?

The good news: using Peppol costs nothing. The network is freely accessible, and there are no costs associated with sending or receiving invoices.

What you do need is an Access Point – a digital gateway that sends and receives your invoices securely and correctly via Peppol. Many companies already have software that makes such a connection technically possible. But is your system ready for it yet? And do you know what else is needed to get started?

Did you know that the costs for setting up and using e-invoicing via Peppol qualify for an increased cost deduction of 120%? This makes digitizing not only more efficient, but also fiscally attractive.

Are you ready for Peppol?

2026 is coming faster than you think. But are you ready for it?

Is your system already Peppol compliant? Are all settings configured correctly? And have you already tested whether your invoices are sent correctly via Peppol?

Software vendors and implementation partners are increasingly being asked to provide Peppol integration. The pressure is mounting, and time is running out. Those who wait until the end of the year risk being too late.

The transition is mandatory. Whether you lag behind or stay ahead of the curve is a decision you make today.

What choice will you make?