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On 1 January 2026, a major change awaits all VAT-registered Belgian businesses: the obligation to switch to e-invoicing via the secure Peppol network. Whether you are an SME, a large company or self-employed, this transition will change your day-to-day work. But don't panic! Far from being a burden, this change is an opportunity to automate your processes, secure your transactions and align with a new European standard.
What is a "valid" e-invoice?
A common misconception is that a simple invoice sent as a PDF by email is enough. It isn't. From 1 January 2026, only "structured" e-invoices will be accepted. This means a digital file that accounting software can read and process automatically, with no manual entry. These invoices must comply with the European standard EN 16931 and be sent via the Peppol network. PDFs will nevertheless remain very useful for sending invoices to private individuals, who by definition are not connected to the Peppol network. You can also still keep PDFs for your own records, but legally, in B2B, only the structured document sent via Peppol will count in a tax audit.
Why this change will simplify your day-to-day work
The Peppol network (Pan-European Public Procurement Online) is a secure, decentralised system, comparable to a telecommunications network for invoices. It standardises the exchange of electronic documents, making B2B transactions smoother and faster. For you, this means:
- Simpler bookkeeping: No more manual entry. Invoices go straight into your accounting software, reducing the risk of errors and disputes.
- Faster payments: Sending and receiving invoices automatically speeds up processing and payment times.
- Stronger security: The Peppol network gives your data maximum protection and full traceability of your documents, guaranteeing their legal compliance.
Does this obligation apply to you?
Yes, if your business is VAT-registered in Belgium. The rule applies to all B2B transactions on Belgian territory. B2C, meaning sales to private individuals, is not affected. Exceptions exist for certain specific transactions, but the vast majority of businesses must comply. Belgium thus joins the pioneers of this digital transformation in Europe.
The role of KYC in the Peppol network
"Know Your Customer" (KYC) is a set of procedures to verify users' identity and make sure their activities are lawful. In the Peppol network, KYC plays a crucial role in keeping exchanges secure and reliable. Every business wishing to join the network must go through an identity check, often carried out via the software that connects it to Peppol. This process helps prevent fraud, money laundering and terrorist financing by ensuring that only legitimate parties take part in electronic transactions. KYC thereby strengthens trust in the network, which is essential for e-invoicing to be widely adopted.
At Fidly, KYC is automatic if you sign up through your accountant who is already known to Bepay, as they can certify your identity. Otherwise, a copy of an identity document of one of the directors named in the most recent publication in the annexes of the Belgian Official Gazette will prove your right to represent the company, or your identity if you are self-employed.
Pitfalls to avoid and solutions to adopt
For a smooth transition, don't underestimate the preparation. Here are the most common mistakes and how to get ahead of them:
- Continuing to send PDFs or paper documents: From 2026, these formats will no longer be legally accepted in B2B. Solution: Adapt your invoicing software so it can generate structured invoices and send them via a Peppol access point.
- Ignoring your partners: Make sure your customers and suppliers are ready too. If a partner isn't ready, their PDF invoice may be rejected. Solution: Encourage them to register on the Peppol network and use suitable software such as Fidly.
- Underestimating the importance of training: Preparing your team well is essential for the process to run smoothly. Solution: Schedule training sessions and test your new processes before the deadline.
Don't wait until the last minute to act. By starting now, you can approach this change calmly and enjoy the many benefits of automation. To help you, the Belgian government has introduced support measures, such as an investment deduction for digital investments or the increased deduction for subscriptions to invoicing software, which can reduce the cost of this transition.
