Peppol for sole traders in Belgium: what you need to do, step by step

What changed

Since 1 January 2026, every VAT-registered business in Belgium must send and receive invoices to other Belgian businesses as structured electronic invoices, through the Peppol network. A PDF attached to an email no longer counts for these invoices.

The first three months of 2026 were a tolerance period. Since April 2026, fines can apply when a business cannot send or receive Peppol invoices: reported at €1,500 for a first offence, rising to €5,000 for repeated ones.

Does it apply to you?

• Yes, if you have a Belgian VAT number and you invoice other Belgian businesses, even as a freelancer working alone.
• Not for invoices to private customers (consumers), and not (yet) for invoices to companies abroad.
• A few businesses are exempt, for example those that only make VAT-exempt sales. Not sure? Ask your accountant.

Even if you mainly sell to consumers, you must be able to receive Peppol invoices from your suppliers if you are VAT-registered.

What you need

1. An invoicing tool that is connected to Peppol. Many accounting and invoicing programs offer this. Odoo, for example, includes Peppol in its Invoicing app.
2. A Peppol registration for your enterprise number. Your tool does this for you; it usually asks for a mobile number and sometimes an itsme confirmation.
3. Your customers' enterprise numbers. On Peppol, your customer is identified by their enterprise or VAT number, not by an email address.
4. Your usual invoice details set up once in the tool: your company details and bank account, your customers, what you sell with the right VAT rate, and your invoice numbering.

Step by step

1. Choose your tool and create your account, in your own name, so the system and your data stay yours.
2. Fill in your company details: name, address, enterprise/VAT number, bank account (IBAN) and logo.
3. Register on Peppol from inside the tool. Keep your phone at hand for the confirmation.
4. Add your customers with their enterprise numbers, and your products or services with the right VAT rate (6%, 12% or 21%).
5. Continue your invoice numbering from your last invoice, so there is no gap or restart.
6. Send your first invoice by Peppol and check it was delivered. Then check that invoices from your suppliers arrive in the tool too.

Common pitfalls

• Sending a PDF by email out of habit. For Belgian business customers, the invoice must go through Peppol.
• Signing up for more than you need. Many tools push trials with extra apps that become paid later. If you only need invoicing, choose only invoicing.
• No mobile number on file. Peppol registration often needs one; a landline may be refused.
• Forgetting to receive. Being able to send is half the job. Make sure your suppliers' Peppol invoices land somewhere you look.
• Losing your look. Set up your logo, payment details and numbering properly, so your customers still recognise your invoices.

What it costs

That depends on the tool. Some offer Peppol in a free or low-cost invoicing plan; full accounting packages cost more per month. Costs for e-invoicing software and its set-up may also qualify for an increased tax deduction for small businesses: ask your accountant whether it applies to you.

This guide is general information, not tax or legal advice. Official information: einvoice.belgium.be.