From 1 January 2026, Peppol will become mandatory for B2B invoices between Belgian companies subject to VAT and exempted from VAT. This digital system will bring about changes, but your rights as a debtor will remain the same. What do you need to know about disputing or refusing incorrect Peppol invoices? Find out in this blog.
What to do if you’ve received an incorrect invoice
Imagine you receive a hosting invoice for €150, while your contract states €120. Or you receive an invoice for canceled photo equipment. Your rights as a debtor remain unchanged, but the digital approach requires different steps.
Check the invoice immediately
Compare each incoming invoice with your order form, delivery note, or contract agreements (if applicable). Check whether the amount, quantity, VAT rate, and payment terms are correct. Keep all supporting documents digitally or physically.
Written disputes remain mandatory
Always confirm your dispute in writing, even if your software sends a digital message. An email is usually sufficient; registered mail is only necessary in the event of escalation.
Your protest email must contain the following: the invoice number and date, the specific reason for the objection (“incorrect amount €150 instead of €120,” “item not delivered,” etc.), any partial payment “with reservation,” and a request for correction.
By contesting in writing, you will have proof of timely, justified rejection.
Communication and corrections via Peppol
This is not mandatory, but sometimes recommended: contact the supplier by phone to clarify the error. Often, the error is administrative and can be quickly resolved. Make a note of who you spoke to and ask for confirmation of your dispute.
If the invoice is indeed incorrect, the supplier cannot amend it. The Peppol network requires a correction in the form of a credit note that cancels the incorrect invoice, followed by a new, correct invoice. Both documents must be sent through the same network.
Timing is crucial
After a certain period of time, invoices are deemed to have been accepted without protest. There is no exact legal deadline for this, but disputes within one to two weeks are considered reasonable. So don’t wait too long.
If you do not respond in time, tacit acceptance is presumed, and you will have to prove later that the invoice was incorrect. By protesting quickly, you shift the burden of proof to the supplier.
Difference with traditional invoice disputes
The principle of dispute remains fundamentally the same: in writing and with justification. However, the digital environment brings with it specific aspects for rejecting Peppol invoices:
Automatic processing sometimes means that invoices are booked without manual verification. Make sure you have a way to check invoices in your accounting software, even if they are booked automatically. In Dexxter, your invoices are ready to be processed, but as a user, you still have to confirm (and check) them.
Electronic feedback via Peppol can change the invoice status and forward it to suppliers. This “Invoice Response” indicates whether invoices are pending, accepted, under review, or rejected. Not all software fully supports this.
Credit notes are mandatory for all corrections. With paper invoices, a replacement invoice was sometimes sufficient; this is no longer possible.
Practical implementation for small businesses
This is not a pleasant situation, and hopefully you will never find yourself in it. But if you do have to dispute invoices, it is better to be safe than sorry.
Documentation: keep all emails, contracts, delivery notes, and correspondence systematically. This will help in discussions and legal proceedings. Working digitally has the advantage that you automatically save everything.
Seek help: if you have any doubts about complex invoices or legal aspects, consult your accountant or lawyer for correct dispute letters and analyses.
Create a standard template for dispute emails that you only need to fill in with specific details. Set up weekly reminders for invoice checks and create digital folders for each supplier for quick access to relevant documents.
Conclusion
The switch to Peppol changes your working methods, but not your fundamental rights. The basic principles remain unchanged: respond quickly, communicate in writing, provide clear reasons, and document everything. With the right software and a systematic approach, you can effectively deal with incorrect invoices in the digital age without legal complications.
