More and more self-employed people are receiving e-invoices via Peppol. Instead of a PDF, you receive an XML file that your accounting software automatically recognises. But what should you do with it?
What is Peppol?
Peppol (Pan-European Public Procurement On-Line) is a secure network for electronic invoicing. Suppliers and customers send invoices via their accounting software or a Peppol access point. A Peppol invoice is a structured XML file that your software reads automatically. The PDF you receive with it is only a readable copy; legally, it is the XML file that counts.
What happens when you receive a Peppol invoice?
A Peppol invoice is not paid automatically. Your accounting system reads the invoice automatically, but it remains a payment request. You must approve the invoice yourself and pay it by bank transfer or another agreed method.
In Belgium, the standard payment term is 30 days. A longer term is possible, but never more than 60 days. If there is no due date, you must pay within 30 days.
How to process a Peppol invoice correctly
- Received on in your software
- Modern accounting packages such as Dexxter are linked to Peppol and give you a Peppol ID. Invoices are automatically entered into your accounts.
- Check the invoice
- Compare the amount, VAT rate and delivery date with your order and any delivery note.
- Approve or dispute
- Is the invoice correct? Enter it and start the payment process. Is something incorrect? Send a written protest (email or registered letter) with the invoice number, date and your notes. Only pay the undisputed part “under reserve”.
- Request a credit note in case of errors
- A Peppol invoice cannot be modified. In case of an error, the supplier must send a credit note via Peppol and then a new invoice.
- Keep documents
- Keep both the XML invoice and the PDF for seven years for VAT administration. With Dexxter, this happens automatic.
Why start now?
From 2026, you risk fines if you cannot receive or send e-invoices. By working with Peppol now:
- Faster processing – Invoices are automatically read, reducing errors and administration.
- Less stress – You don’t have to rush to adapt your processes when the obligation comes into force.
- Better collaboration – You can close more easily with suppliers and customers who already work digitally.
Conclusion
Peppol invoices are the future of business invoicing. From 2026, Belgian companies will have to send invoices via Peppol and have them received on a tool such as Dexxter. This allows you to enjoy the benefits of digital invoicing without any surprises.
