Before you start: what you need
Sending your first Peppol invoice is easier than you might think. Before you begin, make sure you have the following information ready:
- Your company details: legal name, address, and Belgian VAT number (format: BE0XXX.XXX.XXX)
- Your bank details: IBAN and BIC for payment receipt
- Your client's information: company name, address, VAT number, and ideally their Peppol ID
- Invoice details: description of goods or services, quantities, unit prices, and applicable VAT rates
Do you need technical knowledge?
Absolutely not. With DEMFACT, the entire technical process is handled for you. You do not need to understand XML, UBL standards, or network protocols. Simply create your invoice as you would normally, and DEMFACT converts it to the correct Peppol format automatically.
Step 1: Create your DEMFACT account
Visit demfact.com and click "Create free account". The registration process takes less than two minutes. You will need to provide your email address and create a password. No credit card is required to get started.
Choose your plan
DEMFACT offers flexible pricing. You can start with the Pay As You Go plan, which lets you send individual invoices without any monthly commitment. If you send invoices regularly, the Essentials or Professional plans offer unlimited invoices at a fixed monthly rate. Peppol sending is included in all plans at no extra cost.
Step 2: Register your company on Peppol
Once your DEMFACT account is active, navigate to the Peppol section in the sidebar. Here you will register your company on the Peppol network. This process involves:
- Entering your company's legal name exactly as it appears in the Crossroads Bank for Enterprises (KBO/BCE)
- Providing your Belgian VAT number
- Confirming your company address
How long does registration take?
DEMFACT processes your Peppol registration through our certified Access Point partner. In most cases, your company will be active on the Peppol network within minutes. You will receive a confirmation once your registration is complete and you are ready to send and receive e-invoices.
Step 3: Verify your client's Peppol registration
Before sending a Peppol invoice, you should verify that your client is registered on the Peppol network. Since January 2026, all Belgian VAT-registered businesses must be able to receive Peppol invoices, so most of your Belgian clients should already be registered.
How to check
DEMFACT automatically checks the Peppol directory when you create an invoice. If your client is registered, you will see a Peppol icon next to their name. If they are not yet registered, DEMFACT will notify you and you can still send the invoice as a PDF while your client completes their registration.
Step 4: Create your invoice
Click "New Invoice" in the sidebar to start creating your first invoice. Fill in the following details:
- Client: select from your client list or add a new client
- Invoice date: the date of the invoice (defaults to today)
- Due date: when payment is expected
- Line items: description, quantity, unit price, and VAT rate for each item or service
- Payment terms: any specific conditions or notes
Automatic calculations
DEMFACT automatically calculates the subtotal, VAT amounts per rate, and grand total. It also generates a Belgian structured communication (+++xxx/xxxx/xxxxx+++) for the payment, making it easy for your client to pay correctly.
Preview before sending
Before sending, you can preview your invoice as a PDF. Check that all details are correct: company names, VAT numbers, amounts, and payment information. Once you are satisfied, proceed to send.
Step 5: Send via Peppol
With your invoice ready, click the "Send via Peppol" button. DEMFACT will:
- Convert your invoice into the UBL 2.1 XML format required by Peppol
- Validate the document against Peppol business rules
- Transmit the invoice through the Peppol network to your client's Access Point
- Store a copy in your sent invoices archive
The entire process happens in seconds. Your client will receive the invoice directly in their accounting software or invoicing platform.
Step 6: Track delivery
After sending, you can track the delivery status of your invoice in the Peppol outbox. DEMFACT shows real-time status updates:
- Sent: the invoice has been submitted to the Peppol network
- Delivered: the invoice has reached your client's Access Point
- Failed: there was a delivery error (with details on what went wrong)
What if delivery fails?
Delivery failures are rare but can occur if the client's Peppol registration is inactive or their Access Point is temporarily unavailable. DEMFACT will notify you immediately and provide guidance on how to resolve the issue. In most cases, retrying the delivery after a short wait resolves the problem.
Common questions about your first Peppol invoice
Can I still send PDF invoices?
Yes. DEMFACT generates both a Peppol (UBL XML) version and a PDF version of every invoice. You can download the PDF at any time for your own records or to send to clients who are not yet on the Peppol network.
What if my client is in another EU country?
Peppol is a pan-European network. If your client is registered on Peppol in another EU country, you can send them invoices exactly the same way. DEMFACT handles the correct VAT treatment for intra-Community supplies automatically.
Is there a limit on the number of invoices I can send?
With the Pay As You Go plan, you pay per invoice. With Essentials or Professional plans, you have unlimited invoices per month. There is no technical limit on the number of Peppol invoices you can send.
Start sending Peppol invoices today
Sending your first Peppol invoice with DEMFACT takes just a few minutes. Create your free account, register on the Peppol network, and send your first compliant e-invoice today. Join thousands of Belgian businesses who have already made the switch to electronic invoicing.
