How do you send and receive an invoice via Peppol?

How Peppol works, in one minute

Peppol is an open network with shared rules, so that invoicing and accounting systems can exchange documents such as invoices securely. The FPS Finance compares it to a telephone network: once you are connected, you can reach everyone else on the network.

You do not connect yourself. That is done by a Peppol service provider (also called an “access point”). Usually that connection is simply built into your invoicing software. An invoice travels like this: your software → your Peppol service provider → your customer's service provider → your customer's software.

Your Peppol ID is your enterprise number

In Belgium you are registered on Peppol at least with your enterprise number, preceded by the code 0208. For a business with number 0123.456.789, that gives 0208:0123456789.

• You do not need to ask your customers for their Peppol ID: their enterprise number is enough.
• The Peppol Directory shows whether a business can receive Peppol invoices. It does not show whether it can also send them.
• Being registered on Peppol counts as agreeing to receive structured e-invoices.

Sending an invoice via Peppol, step by step

1. Create the invoice in your Peppol software, with the usual mandatory details.
2. Enter your customer's enterprise number. The software checks whether your customer can be reached via Peppol and then chooses Peppol automatically (“Peppol first”).
3. Add attachments inside the same invoice, for example a work order or a timesheet. Legally, attachments are part of the invoice and may not be sent separately by email.
4. Send it and follow the status. A Peppol invoice usually arrives within a few minutes to a couple of hours. If it takes longer than one working day, contact your software supplier.
5. Something to correct? A credit note that refers to a Peppol invoice is also sent via Peppol.

Receiving an invoice via Peppol

Receiving is just as mandatory as sending. If you have an active VAT number, you must be able to receive Peppol invoices from your suppliers, even if you only invoice private customers.

• Register as a recipient through your software and check in the Peppol Directory that you can be found.
• Incoming invoices arrive in your software, no longer in your mailbox. Agree with your accountant how they reach them.
• Keep the structured invoice for the full legal storage period, and make sure you can show it in a readable form (for example as a PDF or in a viewer).
• Is an invoice wrong or not meant for you? You can reject it via Peppol with an “Invoice Response” carrying the status “RE” (Rejected), if your software supports it.

Who exactly must be able to receive, and whether it can cost nothing, is explained in our guide to receiving Peppol invoices for free.

What if your customer is not on Peppol?

If your Belgian VAT-registered customer is not on Peppol yet, the FPS Finance says you may choose another way to send the invoice. Sending it electronically (for example a PDF by email) is only possible if your customer agrees. That invoice is legally valid and you have met your obligation; your customer is the one who risks a fine. You may voluntarily add a sentence to the invoice encouraging them to get in order.

Once your customer can be reached via Peppol, you should not send old invoices again via Peppol.

Common mistakes

• Sorting out sending and forgetting about receiving.
• Sending attachments separately by email instead of inside the Peppol invoice.
• Thinking a PDF in an email is “electronic too”. For B2B within Belgium, that is not enough.
• Letting a customer force you to invoice through their own portal. They cannot do that without your explicit agreement.