How to choose e-invoicing software in Belgium: a buyer checklist
Criteria checklist for Belgian SMEs: send and receive, Peppol-ready versus PDF tools, certified Access Point, price, sole traders, and why this is not a cash register. Not a product ranking.
Updated
- Belgium
Belgian SMEs choosing e-invoicing software need a tool that sends and receives structured invoices on Peppol, keeps the accountant productive, and avoids PDF-only workarounds. This checklist covers buyer criteria only; it does not rank products.
Scope: Belgian e-invoicing obligation 2026. Gateway: Peppol Access Point. Onboarding: Peppol registration in Belgium.
What changed in 2026
From 1 January 2026, many Belgian VAT-liable businesses must exchange structured electronic invoices for domestic B2B. A PDF emailed alone no longer satisfies the required channel for those flows. Send and receive both count.
| Before 2026 (often) | From 2026 (in-scope B2B) |
|---|---|
| PDF email was enough between SMEs | Structured invoice (UBL / Peppol BIS), delivered on the network |
| Inbound = attachment in a mailbox | Inbound = structured document via an Access Point |
| Credit note in Word / PDF | Structured CreditNote linked to the invoice |
| « We invoice, the accountant copes » | Stable structured export to the books |
Out of scope (B2C, some foreign counterparties), PDF can still fit. Channel detail: PDF versus structured invoice.
Peppol-ready versus PDF tools
| Capability | PDF tool (or marketing « e-invoice ») | Peppol-ready software |
|---|---|---|
| Format | Layout, sometimes proprietary XML | EN 16931 in UBL, Peppol BIS Billing profile |
| Delivery | Email, portal, USB | Certified Access Point, recipient discovery |
| Inbound | Re-keying, OCR, supplier PDFs | Structured inbox |
| Evidence | « I sent the mail » | Network delivery status |
| Archive | Rendered PDF | Structured original (+ comfort PDF) |
Exporting XML and emailing it yourself is not an Access Point. « PDF with metadata » is not a structured invoice.
- Peppol-ready software
A tool that produces Peppol BIS Billing documents, uses a certified Access Point, and supports send and receive, not only a PDF render.
Online versus offline
Cloud invoicing and a desktop programme can both work if the Peppol path is real.
| Mode | Passes if | Fails if |
|---|---|---|
| Online (SaaS) | Named embedded or partner AP, send + receive | The cloud only sends PDFs |
| Offline / desktop | Connection to a certified AP (built-in or external) | Fully local, no Peppol publication |
| Hybrid | Local entry, exchange via AP | Two files that contradict each other (PDF ≠ XML) |
Offline here means not connected to Peppol. A desktop wired to a certified AP is valid. SaaS without an AP is not.
Certified Access Point
- Certified Access Point
A Peppol service provider authorised to connect participants to the network for discovery and document exchange under Peppol trust and conformance rules.
Ask which AP is used and whether it is Peppol-certified. Embedded or white-label is fine. « We email XML » is not an Access Point.
In Belgium, « certified invoicing software » often mixes two ideas:
- Peppol certification (Access Point): what matters for B2B e-invoicing 2026
- Cash-register / SCE homologation: a different regime for some retail
Those are not the same proof.
Price: is Peppol free?
Peppol is not a public licence fee for the identifier. You pay the software and/or the Access Point. The ID itself is not an FPS tax.
| Line | What you actually buy |
|---|---|
| Tool subscription | Invoicing, users, archive, export |
| Access Point | Publication, send, receive, sometimes volume |
| Rework / re-keying | Hidden cost if inbound or export is missing |
A cheaper tool that cannot receive, credit, or archive structured originals costs more in rework than a complete Peppol-ready stack. Compare cost after the trial script, not the entry price alone.
Sole traders
If you invoice as a sole trader, freelancer, or one-person company with a Belgian enterprise number, headcount does not exempt you. The obligation targets domestic VAT-liable B2B, not staff size. No ERP required: a tool that sends, receives, and publishes your identity is enough.
Path: sole trader and Peppol. VAT exemption: you may still need to receive. See exemption and inbound.
This is not a cash register (POS)
Cash-register / POS software records counter sales (ticket, drawer, sometimes SCE). Invoicing software issues B2B invoices, credit notes, and now structured Peppol documents.
| Need | Tool |
|---|---|
| Shop / horeca ticket | Cash register / POS |
| Belgian B2B invoice 2026 | Invoicing software + AP |
| Both (workshop + counter) | Two functions; the till does not replace Peppol |
This page does not compare POS products. If you searched « caisse et facturation » or cash register plus invoicing, split the need first: POS, B2B invoicing, or both in parallel.
Must-have criteria
| Criterion | Pass | Fail |
|---|---|---|
| Send and receive | Outbound + inbound in one product (or clear AP + inbox) | « We send Peppol » but inbound is email PDF |
| Certified Access Point | Named Peppol-certified AP (embedded or partner) | Vague « electronic delivery » with no AP |
| UBL / Peppol BIS Billing | EN 16931 UBL invoice + CreditNote profiles | Proprietary XML or « PDF with metadata » |
| Participant lookup | Check buyer ID before send | Blind send; failures only after transmit |
| Credit notes | Structured CreditNote with billing reference | Manual PDF credit only |
| Archive | Structured original retained with audit trail | Only rendered PDF kept |
| Accountant export | Stable export/API (UBL, CSV, or certified link) | Re-keying from screen or scattered downloads |
Send and receive. Outbound-only tools leave supplier invoices in the wrong channel. Confirm a real inbound inbox before you sign.
UBL / BIS. The product must produce Peppol BIS Billing documents, including CreditNotes with a billing reference (structured credit notes).
Lookup. Operators should run participant lookup (0208 + enterprise number) and see receive capability before transmit.
Archive and export. Keep the authoritative XML (plus optional PDF) for the retention period (invoice archiving). Your accountant should pull the same structured set via export, API, or portal.
Belgian SME example
Atelier Nord SRL (joinery, Namur, 4 people) sent PDFs and a spreadsheet to the accountant. In 2026 three SME clients refuse email PDF.
They compare:
- A cheap online PDF tool: pretty document, no AP, no structured inbound
- Invoicing software with a named AP: 0208 lookup, tiny invoice, test inbound, credit note, UBL export
Only the second clears the checklist. They keep a comfort PDF generated from the UBL. The accountant imports the export without re-keying.
Nice-to-have after must-haves
| Extra | Why it helps |
|---|---|
| Validate-before-send | Catches EN 16931 / BIS errors early |
| IMR / delivery status | Shows accept, reject, under query |
| Multi-entity / multi-VAT | Groups without shared Peppol chaos |
| Role permissions | Separates issuer, approver, accountant |
| Fallback for offline buyers | Clear process when lookup fails |
Decision sequence
- Mark non-negotiables from the must-have table
- Shortlist only tools that clear send+receive + certified AP + BIS
- Run the trial script with your enterprise-number path
- Involve your accountant on export and archive (accountant Peppol onboarding)
- Sign when inbound, credit notes, and export are proven, not promised
Related reading
FAQ
What should e-invoicing software in Belgium do in 2026?
Send and receive structured invoices through a certified Peppol Access Point, with CreditNotes, archive of the original, and accountant export. Not a logo ranking.
Is Peppol free?
The identifier is not a government fee. You pay the software and/or the Access Point. Compare cost after a real trial, not the entry subscription alone.
Is PDF invoicing software enough?
No for in-scope Belgian B2B in 2026. PDF can remain a comfort copy generated from the structured data.
Must the software be online / cloud?
No. Cloud or desktop: the Peppol path counts (certified AP, send and receive). PDF-only SaaS fails; a desktop wired to an AP can pass.
Do sole traders need e-invoicing software?
Yes if they are VAT-liable and invoice other Belgian VAT-liable businesses. Legal form and headcount do not decide. No ERP required.
Is cash-register or POS software the same as invoicing software?
No. The till runs the counter. B2B invoicing 2026 needs structured documents and an Access Point. POS does not replace Peppol.
What does certified invoicing software mean?
For e-invoicing, ask for a Peppol-certified Access Point (or a named partner). Do not confuse that with cash-register homologation.
How do I shortlist tools?
Keep only products that prove send+receive, a named certified AP, and BIS documents in a demo. Sign when inbound, credit notes, and export are shown, not promised.