Electronic invoicing: switch to structured invoices smoothly
Electronic invoicing means exchanging structured invoices between software systems, without paper or PDFs to retype. In Belgium, electronic invoicing between businesses runs through the Peppol network. This page explains what changes for your SME, how to prepare and which solutions exist. It also points to our related resources.
Electronic invoicing and Peppol: what changes for Belgian companies
An electronic invoice under the Belgian requirement is more than a PDF attached to an email. It is a structured file that the recipient's software can read directly. The Peppol network handles this exchange: each company connects through an access point, which passes its invoices on to other members of the network. Your company number serves as your identifier. The format follows a common European standard, so you can also exchange invoices with partners in other countries connected to Peppol.
For an SME, electronic invoicing brings concrete benefits: less data entry, fewer errors and simpler payment tracking. It also requires a few adjustments. Your billing software must be able to send and receive via Peppol, your customer data must stay up to date and your team must know the new process for incoming invoices. Also let your customers and suppliers know that you now use Peppol, and use the switch to clean up your customer records.
Steps to succeed with electronic invoicing without disrupting sales
First, check whether your current software supports Peppol or whether you need to switch. Before choosing a tool, note how many invoices you send and receive each month. Next, make sure your company appears on the network so that it can receive invoices. Test sending and receiving with a few partners before rolling it out. Finally, adapt your internal processes: approval of incoming invoices, archiving and the link with your accountant. Appoint one person to follow up during the first weeks.
Common mistakes are easy to avoid. Some companies keep sending PDFs and think they comply. Others forget to check their customers' company and VAT numbers, which can block sending. For very small businesses, the FPS Finance also offers Hermes, a free solution for sending invoices via Peppol. Finally, check that your software keeps sent and received invoices in an accessible way. Keep a short internal guide so that new colleagues follow the same process.
Our articles on electronic invoicing and how we help
Our article on Peppol and Dokapi shows how to send and automatically receive Peppol invoices with Dokapi. The solution targets the Belgian B2B requirement and comes built into the Espero-Soft platform. You will see what fully automated electronic invoicing looks like, from sending to the intake of incoming invoices. This example helps you estimate the time saved on data entry and filing.
Call on a professional if your software does not support Peppol or if you need to connect billing to other tools. At Espero-Soft, we integrate electronic invoicing into your platforms and processes, from configuration to the first tests. We explain each step in plain language, without technical jargon, and we remain available after go-live to fine-tune your settings. For tax questions, your accountant remains the reference contact.
