More and more self-employed people are receiving e-invoices via Peppol. Instead of a PDF file, you receive an XML file that your accounting software automatically recognizes. 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. Peppol invoices are structured XML files that your software reads automatically. The PDF version 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?
Peppol invoices are 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 no due date is mentioned, you must pay within 30 days.
How to process a Peppol invoice correctly
- Received 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
Peppol invoices cannot be modified. In case of an error, the supplier must first send a credit note via Peppol and then a new invoice. - Keep documents
Keep both the XML invoice and the PDF version for seven years for the VAT authorities. With Dexxter, this happens automatically.
Why start now?
From 2026, you risk fines if you cannot receive or send e-invoices. By starting to use Peppol right away, you immediately enjoy the following benefits:
- Faster processing – Invoices are automatically read, reducing errors and administration.
- Less stress – You won’t have to rush to adapt your processes when the obligation comes into force.
- Better collaboration – You can connect 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 and receive invoices via Peppol using a tool such as Dexxter. This allows you to enjoy the benefits of digital invoicing without any surprises.
