Switch to e-invoicing

In traditional invoicing, invoices are sent and received as PDF files via e-mail.

With e-invoicing, the exchange of invoices takes place as XML data file via a secure network with API connections.

E-invoicing is much faster AND more secure than "pdf invoicing."

The invoice travels from system sender, through a network, to system receiver, without manual intervention.

The processing cost of an invoice is reduced from tens of euros to a few euros for e-invoicing.

Why secure?

• Only pre-approved parties get access to the network.
• Companies are uniquely identifiable, which prevents errors and fraud.
• Invoices are sent via encrypted connections.
• The structure and content of invoices is automatically checked.
• Every transaction is fully traceable and verifiable.

There are no disadvantages to e-invoicing compared to traditional pdf exchange by e-mail.

The challenge is that pdf and email is a popular method because "that's how we've always done it.

Moreover, e-invoicing is not standardized; there are lots of different standards and sending protocols.

The Belgian government is introducing mandatory e-invoicing for transactions between VAT-registered companies (B2B) from Jan. 1, 2026, with the aim of:

Combating VAT fraud: The use of structured electronic invoices via the Peppol network will allow the government to monitor transactions more quickly and accurately, helping to prevent VAT carousel fraud and other forms of tax evasion.

Reduce administrative burden: E-invoicing reduces the need for manual processing of invoices, leading to fewer errors and lower costs for businesses.

Encourage digitization: Making e-invoicing mandatory accelerates the digital transformation of administrative processes within companies, contributing to more efficient business operations.

Preparing for European regulations: Belgium is anticipating the European VAT in the Digital Age (ViDA) Directive, which will make e-invoicing mandatory for all business transactions within the EU from July 2030.

Peppol is one of the standards and networks that allow invoices to be exchanged as e-invoices.

Peppol is the standard to comply with the upcoming obligation to switch to e-invoicing.

Incoming invoices

1. A supplier sends an invoice to you through a service provider with Peppol Access Point.

2. The Peppol network recognizes you as the recipient based on your unique Peppol ID and automatically routes the invoice to your service provider (e.g., 4CEE).

3. Your service provider receives the invoice and delivers it directly processable to your invoice processing system.

Outgoing Invoices

1. You send an e-invoice through your service provider with Peppol Access Point (for example, 4CEE).

2. The Peppol network recognizes the debtor based on its Peppol ID and automatically routes the invoice to its service provider.

3. Your debtor's service provider delivers the invoice directly processable to the debtor's invoice processing system.

You switch to Peppol by exchanging invoices through a so-called Peppol Access Point. This means that you purchase a service from a service provider with a Peppol Access Point, such as 4CEE.

It is also possible that your accounting package or ERP system has an integrated Peppol Access Point - either directly or through a service provider. In that case, you can activate Peppol within your own system.

As soon as possible, so that you have enough time to properly set up any start-up problems and communication with suppliers and debtors.

Moreover, the switch to e-invoicing is not merely an obligation: it offers immediate benefits over traditional invoicing and invoice processing.