In Belgium, e-invoicing is already mandatory for businesses that deal with public authorities. Starting from 2026, e-invoicing will be mandatory for all businesses when transacting with each other. To comply with this regulation, invoices must be sent through the so-called PEPPOL network.

PEPPOL stands for Pan-European Public Procurement Online and is a European network designed to standardize and facilitate electronic trade and invoicing between businesses and public authorities. The goal of PEPPOL is to ensure the secure and uniform exchange of e-invoices, purchase orders, and other business documents. Billtobox is an access point to the PEPPOL network, meaning that with Billtobox, you can send and receive invoices via PEPPOL.

Content

1. Create the customer

2. Create an e-invoice

3. Send an e-invoice via PEPPOL

1. Customer creation

• Go to "Customers & Suppliers"
  
  
  

• Go to Customers and create a new customer using the 'Add' button.
  
  
  

• Fill in the customer details (name, address, KBO number, VAT number, etc.). The CBE number is required in order to send via PEPPOL.
  
  
  
• Click on "Save"
  Billtobox automatically checks if your customer's business number is recognized on the PEPPOL network. If this is the case, you will have the option to change the channel to PEPPOL:
  
  
  
• Overwrite the channel and save. Your invoice can now be delivered to your customer via the PEPPOL network.

2. Create an e-invoice

• Go to the Accounts receivable menu
  
  
  
• Click on Create New Invoice
• Fill in the required details.
• Select the customer from the customer list.
  
  
  
• Enter the Purchase Order number, sometimes referred to as the PO number. You can find the Purchase Order number on the purchase order you received from the public authority.
  
  
  
• Save the invoice
  
  

3. Send an e-invoice

• Open the invoice again. The invoice will now be displayed, and you can review all the entered details. You can still edit the invoice if needed by clicking the 'Edit' button.

• You will also see that the 'Openpeppol' channel is selected.

• Click on the 'Send' button to send the invoice via PEPPOL.
  
  
  

• If everything goes well, your invoice will now have a payment status. If the sending fails, check the document events to find out the reason.