Peppol mandatory from 2026: what does it mean for your business?

Since 1 January 2026, Belgian VAT-registered companies have to send their invoices to other companies electronically over the Peppol network. A PDF by email is no longer enough. This article explains what that means in practice and how to get ready without stress.

What is Peppol?

Peppol is an international network over which companies and governments exchange structured electronic documents, invoices first of all. A Peppol invoice is not a PDF but a structured file (UBL) that your customer's accounting package can read automatically. No retyping, no reading errors, and proof that the invoice was delivered.

To send or receive over Peppol you need an access point: a certified service provider that puts your invoices on the network. Most modern accounting and invoicing packages have an access point built in.

Who has to comply?

The obligation applies to invoices between Belgian VAT-registered businesses (B2B). If you only invoice private individuals, nothing changes for now. If you invoice other companies, you have to be able to both send and receive over Peppol from 2026. For invoices to the government (B2G) the obligation already existed.

There are exceptions, for example for certain exempt activities and for bankrupt companies. Not sure whether your business falls under it? Ask your bookkeeper or accountant, who knows your specific situation.

What changes in practice?

• Invoicing from Word or Excel is no longer possible for B2B invoices. You need software that creates a UBL file and sends it through an access point.
• Receiving also goes through Peppol. Suppliers no longer email their invoices but send them straight to your Peppol address. So you have to be registered on the network.
• Your bookkeeping gets faster. Incoming invoices are in your package right away, without scanning or retyping.

Three ways to be ready

1. Your existing accounting package. Check whether it supports Peppol and switch the connection on. For many small businesses this is the fastest route.
2. An invoicing tool with Peppol. If you invoice from Excel or Word today, move to a tool that has Peppol built in.
3. Business software that brings it all together. If your invoices come out of quotes, work orders or projects, it pays to put that whole chain in one system. That is how we built OneOS: from request to Peppol invoice, connected to your accounting.

Where do you start?

Make a list of every place where you create or receive an invoice today. There are often more than you think: the office, the technicians, the webshop, a second location. Then look at which of those can already handle Peppol and which cannot. That overview is the starting point for any solution, and it is exactly what we draw up together with you in a first conversation.