E-invoicing: the ultimate guide to Peppol
E-invoicing, e-billing, online invoicing… whatever you call it, the future’s digital. E-invoicing has become the go-to way of handling invoices. In fact, from 1 January 2026, it will be mandatory for all B2B transactions in Belgium. There’s no better time to start preparing.
By the end of this guide, you’ll know exactly what e-invoicing is, why it matters and how it can benefit your business. Even better, you’ll see how easy it is to get started with e-invoicing.
"Do I really need to know about this?"
Absolutely! Soon, complying with e-invoicing regulations will be a must. With Teamleader Focus, your invoices will always meet the latest standards, meaning you can focus on your work while we handle the invoicing. Sending and receiving e-invoices for B2B transactions is simple and straightforward. Discover how our easy-to-use invoicing software can make a difference for your business.
can do for you
What is e-invoicing?
E-invoicing, also known as e-billing or electronic invoicing, isn’t quite the same as simply emailing a PDF invoice. The term "online invoicing" doesn’t fully capture what it’s about.
It’s a more advanced system where invoices in UBL format are sent through the secure Peppol network.
The real benefit? E-invoices can be directly imported and processed by the recipient’s software – no manual data entry required.
Maybe you’re wondering: “OK, but you lost me at UBL and Peppol”
- UBL: Universal Business Language
A standardised format designed for electronic invoicing. - Peppol: Pan-European Public Procurement Online
A secure international network enabling businesses and public organisations to send and receive electronic documents.
E-invoicing in Europe: what’s changing?
E-invoicing is set to become mandatory across the EU in the coming years. Here’s what you need to know as a business owner:
→ E-invoicing is already a requirement for B2G transactions (i.e. invoicing government bodies).
→ From January 2026, it will also apply to all B2B transactions in Belgium.
Curious about the specifics? We’ve outlined the essentials for you.
Invoicing & legislation
On 8 December 2022, the European Commission introduced the ‘VAT in the Digital Age’ proposal. The aim is to modernise and streamline the EU’s VAT system, becoming more resilient to fraud and lightening the administrative burden for businesses. The proposal includes the following key measures:
- Real-time digital reporting through e-invoicing for businesses providing goods or services to customers in other EU countries.
- Updated VAT rules for specific sectors, placing the responsibility for collecting and remitting VAT on sellers.
- Single VAT registration for businesses selling to consumers across the EU, allowing them to manage their VAT obligations through an online portal.
These changes won’t happen overnight. The proposal sets a goal for e-invoicing to become the standard across the EU by 2030. In the meantime, many countries, including Belgium, are already making e-invoicing mandatory for both B2G (business-to-government) and B2B (business-to-business) transactions.
How does e-invoicing actually work?
There are two approaches to e-invoicing:
- Using specialised invoicing software
The easiest option is to use software designed specifically for e-invoicing. These tools are connected to the Peppol network. You create an invoice within the software which is then converted into UBL format. It’s then sent securely via the Peppol network using your customer’s unique Peppol ID. Tools such as this can also often be used to receive e-invoices too.
- Using the Mercurius portal
If you need to send invoices to a government agency but don’t have the suitable invoicing software, Belgium’s Mercurius portal is an option. This platform allows you to submit your e-invoice and check its processing status.
Bear in mind: the government portal is only suitable if you’re sending invoices to public authorities occasionally. It’s not designed for sending invoices to other businesses. Plus, with the Mercurius portal, you can only upload invoices manually, which is time-consuming and not ideal as a long-term solution.
If you send invoices regularly, switching to specialised invoicing software is a much better option. By 2026, this will be the only accepted method in Belgium for sending invoices between businesses.
Worried about the hassle of switching to invoicing software? Teamleader Focus invoicing software makes it simple. It’s an easy-to-use tool for sending and receiving invoices through the Peppol network, fully customisable with your own logo, colours, and fonts. Try it free for 14 days!
No credit card required.
The benefits of e-invoicing
You now know that having to switch to e-invoicing is inevitable. While it might feel like an inconvenience at first, it’s packed with benefits that make the transition worthwhile. Here’s what you gain with e-invoicing:
✓ Get paid faster
✓ Save a lot of time
✓ Eliminate the risk of human error
These benefits are possible because e-invoicing automates the entire process. E-invoices are automatically read and processed into the recipient’s system, saving you time, effort, and money. With no manual input involved, the chances of mistakes drop dramatically. So while e-invoicing may not be your choice to make, there are plenty of advantages that come along with it!
How to set up e-invoicing in 2 simple steps
Switching to e-invoicing is unavoidable, so how do you make it happen in your business? Just follow these steps, and you’ll be set up in no time:
Choose the right invoicing tool for your business
There are plenty of options to choose from, but focus on what your business really needs. Do you just need to send invoices, or do you want to create quotes as well? Don’t forget that you’ll need to receive e-invoices, too. Pick a tool that makes the whole process as simple as possible for you.
Pssst! Want to learn more about invoicing tools and how to choose the best one? Check out ‘Efficient invoicing streamlines your financial administration’ for all the details.
That’s it!
Seriously, it’s that simple. A good invoicing tool handles all the complex stuff—like e-invoicing and Peppol—so you don’t have to. All the hard work is done for you, leaving you free to focus on your business.
E-invoicing & Teamleader Focus
When it comes to invoicing software, Teamleader Focus is the ideal solution for all your invoicing needs… and more!
Teamleader Focus is now fully compliant with the new e-invoicing regulations. You’ll be able to send and receive e-invoices directly within the platform, with no extra integrations or hidden costs. It’s a brilliant way to stay compliant without any added hassle.
Explore our pricing and features to see how Teamleader Focus can help your business.
E-invoicing via Peppol sounds very complex, but doesn't have to be
No credit card needed
E-invoicing FAQs
-
Can I send and receive e-invoices with a range of invoicing tools?
No. While you can send e-invoices using different tools (as long as they support Peppol), you can only receive e-invoices in one tool. Think of it like sending a letter: you can send letters from multiple postboxes, but they can only be delivered to one address.
To receive e-invoices via Peppol, you need to register with the Peppol network. This involves signing up with Peppol and creating a Peppol ID using your company registration number (your VAT number without the 'BE' prefix). In Teamleader Focus, this is quick and easy and only takes a couple of clicks. Once set up, you can send and receive e-invoices and comply with the new regulations coming into effect in 2026.
-
How can I check if my customer is registered on Peppol?
Teamleader Focus will check whether your customer is registered using their company registration number and will let you know if they’re on Peppol.
- If they are, you can send your invoice via Peppol.
- If they’re not, you can use standard methods such as email or post to send your invoice.
-
Can I register multiple businesses on Peppol?
Yes, if you have more than one company number (or VAT number), you can register each separately on Peppol. Teamleader Focus makes it simple to register multiple business entities.
-
What if my customer isn’t a Belgian company?
At the moment, there’s no requirement to send invoices via Peppol to non-Belgian companies. You can continue using standard methods such as email or post.
-
What does an e-invoice look like?
An e-invoice is simply an XML file designed for systems to read and process, so it doesn’t have a visual layout. Your e-invoicing software will translate it into something clear and readable. E-invoices also include a PDF version of the invoice, so you can use professional fonts and invoice template layouts.
-
Will I lose all the data I entered after my trial ends?
No, if you upgrade your trial to a paid account, you can choose to keep or delete your data. Even if your trial expires, we can reactivate your account so you can transfer your data to a paid plan. Keep in mind: all data is permanently deleted after 30 days. Ready to upgrade? Simply sign up for a paid account.
-
Is Teamleader Focus tax-deductible?
Yes, subscription costs for invoicing software that supports e-invoicing are 120% tax-deductible until 2028. Make sure you chat with your accountant for details.
-
Is the second user on my Teamleader Focus account free?
Yes, hiring your first employee is a huge step and to help you through this, your fabulous new employee will get free access to your Teamleader Focus account. Not ready to employ anyone yet or prefer to work solo? Give your accountant access to your account instead!
Want to find out more about e-invoicing?
Still have questions after reading the e-invoicing guide? No worries! Our expert consultants are here to help. Reach out to us in one of the below ways:
- Speak to a consultant
- Submit your query
No matter which option you choose, you’ll get a quick and helpful response!
Or get a written response within 1 business day