What is Peppol?
Peppol (Pan-European Public Procurement OnLine) is the European network for exchanging electronic business documents. Originally created for public procurement, Peppol has become the standard for electronic invoicing (e-invoicing) across Europe.
How Peppol differs from PDF invoices
A PDF invoice is essentially a digital image of a paper document — it still requires manual processing. A Peppol invoice, on the other hand, is a structured XML document (in UBL 2.1 format) that can be read and processed automatically by accounting software. This eliminates manual data entry, reduces errors, and speeds up payment cycles.
The Peppol network
Peppol works like email: each business has a Peppol ID (based on their VAT number) and connects through a certified Access Point. When you send an invoice, it travels securely from your Access Point to the recipient's Access Point. DEMFACT connects you to the Peppol network through a certified Access Point, so you don't need to worry about the technical details.
Why is Peppol mandatory in Belgium since January 2026?
The Belgian federal government introduced mandatory B2B e-invoicing as part of its digital transformation strategy. The key dates are:
- 2017: Peppol becomes mandatory for B2G (business-to-government) invoices
- January 1, 2026: Peppol becomes mandatory for all B2B invoices between Belgian VAT-registered businesses
Legal basis
This obligation is anchored in Belgian law through amendments to the VAT Code (Article 53, §2) and the Royal Decree of December 2024. All businesses registered for Belgian VAT must be able to receive and process structured electronic invoices via the Peppol network.
Who is affected?
The mandate applies to all Belgian VAT-registered businesses, including:
- Freelancers and self-employed professionals (zelfstandigen / indépendants)
- Small and medium-sized enterprises (SMEs)
- Large corporations
- Non-profit organisations with VAT registration
There are no exemptions based on company size or turnover. Every business must at minimum be able to receive Peppol invoices.
How does Peppol e-invoicing work?
Step 1: Register on the Peppol network
To send and receive Peppol invoices, your business must be registered on the network. This requires connecting through a certified Peppol Access Point. With DEMFACT, registration takes just a few clicks — enter your company details and we handle the rest.
Step 2: Create your invoice
Create your invoice as you normally would in DEMFACT. Fill in the client details, line items, VAT rates, and payment terms. The platform automatically generates the correct UBL 2.1 XML format required by Peppol.
Step 3: Send via Peppol
With one click, your invoice is sent through the Peppol network. The recipient receives it directly in their accounting software or invoicing platform. You can track the delivery status in real time — DEMFACT shows you when the invoice has been delivered, received, or if there was an error.
Step 4: Receive invoices
Incoming Peppol invoices from your suppliers arrive automatically in your DEMFACT inbox. The structured data means all fields are pre-filled — no manual entry needed.
Risks of non-compliance
Failing to comply with the Peppol mandate can have serious consequences for your business:
Financial penalties
The Belgian tax administration (SPF Finances / FOD Financiën) can impose administrative fines for non-compliance with e-invoicing obligations. These fines can range from €50 to €5,000 per infraction.
VAT deduction risks
Invoices that do not meet the legal requirements may not be accepted for VAT deduction. If you receive a paper or PDF invoice when a Peppol invoice was required, your right to deduct the VAT may be challenged during an audit.
Competitive disadvantage
Businesses that have adopted e-invoicing benefit from faster payments, fewer errors, and lower administrative costs. Companies that delay risk falling behind their competitors who have already streamlined their processes.
Supplier and client relationships
As more businesses move to Peppol, those who cannot send or receive e-invoices may find it harder to do business with partners who expect electronic document exchange.
How DEMFACT solves Peppol e-invoicing
DEMFACT makes Peppol compliance effortless for Belgian freelancers and SMEs:
One-click Peppol registration
No technical knowledge required. Enter your company details in DEMFACT and we register you on the Peppol network through our certified Access Point. You will be ready to send and receive e-invoices within minutes.
Automatic UBL generation
Every invoice you create in DEMFACT automatically generates a compliant UBL 2.1 XML document. You don't need to understand XML or technical standards — just create your invoice normally and DEMFACT handles the rest.
Real-time delivery tracking
Track the status of every Peppol invoice: sent, delivered, received, or failed. Get notified instantly if there is a delivery issue so you can take action immediately.
Incoming invoice management
Receive supplier invoices directly through Peppol into your DEMFACT inbox. All data is automatically extracted and ready for processing or forwarding to your accountant.
Full Belgian compliance
DEMFACT is designed specifically for Belgium. Structured communication (+++xxx/xxxx/xxxxx+++), correct VAT rates (21%, 12%, 6%, 0%), co-contractor schemes, intra-Community supplies — everything is built in. Your invoices are always legally compliant.
Affordable for every business
Start with our free Pay As You Go plan or choose a subscription. Peppol sending is included in all plans. No hidden fees, no long-term contracts.
