If your customers are doing business in Belgium, Peppol is about to become key to their software’s ability to send and receive invoices. This is because of an upcoming mandate requiring all billing between VAT-registered businesses in Belgium to be issued as e-invoices. In the vast majority of cases, these e-invoices will have to be exchanged via the Peppol e-delivery network. Belgium’s e-invoicing mandate will come into force on 1 January 2026.
Peppol is not a system nor software for businesses to buy. It is an open e-delivery network that users connect into, to securely send and receive electronic documents, including e-invoices. These documents have to conform to a specified structure, and access to the Peppol network is tightly controlled. So, while Peppol itself isn’t something to be purchased, ERPs and businesses do need to ensure their ERP systems can work with it.
We’ve put together a simplified overview of Peppol for Belgian businesses, to help you understand the basics.
Learn more: A brief introduction to Peppol
Document formatting
In order for Peppol to work between every user, the documents transmitted through it must all comply to a standard format. This format is defined in Peppol Business Interoperability Specifications (BIS) and based on (Universal Business Language) UBL 2.1, which is a standardised XML format for business documents.
Belgium’s e-invoicing mandate specifies formats based on the EN16931 European standard, of which Peppol BIS Billing 3.0 is the most commonly used. See http://docs.peppol.eu/poacc/Billing/3.0/ for more information.
Businesses using Peppol in Belgium have the option to adopt the UBL.BE standard for domestic transactions. Supported by all common software packages in Belgium, UBL.BE includes detailed VAT information and a visual representation of the invoice in PDF format. This allows for more automation and better ease of use. For more information see https://www.UBL.be/
Peppol user IDs
Like every communication network, Peppol needs to be able to identify each sender and recipient. Every business that uses Peppol therefore needs a unique identity, which must be verified by and registered on the Peppol network.
The details of all Peppol users are stored in an “address book” that exists via two layers: the SML (Service Metadata Locator) and multiple SMPs (Service Metadata Publishers).
- The SMPs contain details of each recipient’s Peppol Access Point (see “Connecting to Peppol below), together with all kinds of technical information necessary for ensuring proper and safe operation of the Peppol network.
- The SML contains all Peppol recipient identification numbers, alongside which SMP their detailed information can be found in.
Connecting to Peppol
Connection into Peppol is done via a Peppol Access Point, which needs to be maintained by an Access Point provider. A single Peppol Access Point can serve many different users. Connectivity between business’s ERP/CRM/accounting systems and their chosen Peppol Access Point requires API integration.
In Belgium, there are many software packages which include Peppol Access Point integration. However, where these are not already in use, the most streamlined solution for software companies to offer is connection via an off-the-shelf API that hooks into a specific Access Point.
Learn more: B2B e-invoicing integration options explained
Need to access Peppol in Belgium? Flowin makes it easy!
Flowin is a e-invoicing API that seamlessly connects ERP, CRM and accounting systems into the Peppol network via a certified Access Point. With fast implementation, full ongoing support, and a uniquely cost-efficient pricing structure, Flowin is the straightforward solution for Peppol connectivity in Belgium.