Set up Peppol in OrdoGrid: authorise sending and choose reception

Setting up Peppol in OrdoGrid involves two decisions. First you sign the Autorisation Peppol (Peppol authorisation), which lets OrdoGrid send invoices and credit notes in your company's name. Then, on Réception Peppol (Peppol reception), you choose whether OrdoGrid also receives your suppliers' invoices or your current provider keeps doing so. Sending works either way. Receiving is optional in OrdoGrid but, for most businesses, not in law, and only one provider can receive for your Peppol ID at a time.

This guide is for freelancers and small businesses setting up OrdoGrid, and for accountants who do it for a client. To send your first invoice afterwards, read Send your first Peppol invoice in OrdoGrid; for provider changes in general, see switch Peppol access point. Peppol labels stay French in every interface language; translations are in brackets.

What the law requires before you choose

Receiving is compulsory for most businesses. Since 1 January 2026, a taxable person established in Belgium and identified there for VAT must be able to receive structured electronic invoices, itself or through a third party acting for it (art. 53 §2bis, fifth paragraph, VAT Code, as amended by the Law of 10 February 2026). A business that lacks the technical means to issue and receive them can be fined €1,500 for a first infringement, €3,000 for a second and €5,000 for each further one (Royal Decree of 8 July 2025, completing the annex to Royal Decree no. 44). An infringement counts as a second or further one only if it is established at least three months after the previous infringement that led to a fine. The first-quarter 2026 tolerance ended on 31 March 2026 and the self-billing tolerance on 30 June 2026; a fine is now waived only exceptionally, after an individual analysis.

To check whether your business must receive and issue structured invoices, see Belgian B2B e-invoicing obligation 2026.

One receiving provider per identifier. Every Belgian business on Peppol must be registered at least under its enterprise number, scheme 0208 (Belgian Peppol Authority rule, repeated in the FPS Finance Peppol FAQ). Each participant identifier is registered with one and only one SMP, the service that publishes where to deliver (SML specification, §2.1), so one provider receives for your ID at a time. Being registered also counts as agreement to receive structured invoices (FPS Finance B2B FAQ), which matters if you are outside the obligation: once registered, suppliers may invoice you on Peppol.

Peppol ID

Your address on the Peppol network. For a Belgian business it is 0208, a colon and the ten-digit enterprise number, for example 0208:0789123407: the VAT number without BE, dots or spaces.

Prepare the company, the signatory and your current registration

1. Make the right company active. Authorisation and reception apply to the company active when you click. The profile menu shows Changer d'entreprise (switch company) if you belong to several companies.
2. Check Profil entreprise (company profile, editable by owners and administrators). Nom de l'entreprise should be the legal name: OrdoGrid publishes it as your registered name when it registers you. Numéro de TVA (Optionnel) must start with BE: OrdoGrid uses Peppol only for Belgian VAT numbers.
3. Decide who signs. No legal rule says who signs this declaration to OrdoGrid. We recommend a person who may represent the business (the sole trader, a manager or director, or someone with a written mandate), signing from their own account: OrdoGrid records the account as well as the typed name. Invite that person under Team in the profile menu if needed.
4. Find out whether you are already registered. On lookup.peppol.org, the tool FPS Finance points to, enter 0208: followed by the ten digits of your enterprise number, without dots or spaces (for example 0208:0789123407). Ask your accountant, accounting software and bank whether they registered you, and note who holds the registration. More: Peppol participant lookup.

Step 1: Sign the Autorisation Peppol

Start from the sidebar, Invoicing → Peppol: until your VAT number is authorised, every Peppol page redirects to Autorisation Peppol. Or start from an invoice: Envoyer (send) shows Signature requise pour activer l'envoi Peppol (signature required); click it, then Sauvegarder et signer (save and sign). OrdoGrid saves the invoice, which fixes its number, and brings you back to it afterwards.

1. Under Entreprise concernée (company concerned), check Nom and Numéro de TVA. A line below says whether OrdoGrid found your company on Peppol.
2. Check Nom complet du signataire (signatory's full name), prefilled with the logged-in user's name.
3. Read the Déclaration d'autorisation (authorisation statement); its version depends on that network check.
4. Tick the confirmation "Je confirme avoir lu et accepté la déclaration ci-dessus…" (I confirm I have read and accepted the statement above).
5. Click Signer et confirmer l'autorisation (sign and confirm). OrdoGrid confirms "Autorisation Peppol enregistrée" (Peppol authorisation saved) and opens Réception Peppol.

This is a typed confirmation stored with the name, statement, user account, VAT number and date, not a qualified electronic signature. You sign once per VAT number: Peppol → Statut → Autorisations lists each with "Signé par" (signed by) and the date, and a VAT change shows Nouveau numéro de TVA détecté (new VAT number detected) and asks for a new signature. Activating reception later needs no second signature, even if you signed the send-only version.

Step 2: Choose on Réception Peppol

The page is marked "Optionnelle — l'envoi fonctionne sans" (optional, sending works without it). OrdoGrid looks up your number on the network, under 0208 and the BE VAT scheme 9925, and shows one result:

Activer la réception (activate reception): if your number is not yet on Peppol, OrdoGrid connects to Peppol through a certified access point and registers 0208: plus the ten digits of your VAT number, under the name in Profil entreprise, for Peppol BIS Billing 3.0 invoices and credit notes, Invoice Responses, status messages and self-billing documents. The mode becomes Mode : Envoi + réception (send and receive). Supplier invoices usually appear in Peppol → Inbox within minutes to a couple of hours (FPS Finance); OrdoGrid also checks every hour, or at once when you click Actualiser (refresh). Owners and administrators get an email alert, and your clients' Invoice Responses (their accept, reject or paid messages about your invoices) appear in OrdoGrid. If the network shows your ID already registered at the access point OrdoGrid uses, OrdoGrid registers nothing and only marks reception active for this company. If another provider holds your ID, OrdoGrid refuses to activate and asks you to have that provider release the identifier first.

Continuer en envoi seul: nothing is registered. The page shows Mode : Envoi seul (send only) with an Activer la réception button for later, and the Inbox tab explains that reception is not managed by the platform. Either way, if you came from an invoice, OrdoGrid returns you to it.

Step 3: Check the result

On Peppol, tab Statut:

Then check outside OrdoGrid:

1. lookup.peppol.org with 0208: and your enterprise number should show you as registered; where document types are listed, both invoices and credit notes should appear. It shows the ability to receive, not to send. Neither this result nor Enregistré on Statut proves that OrdoGrid receives for you: OrdoGrid's Réception (Inbox) status reflects its own records, and Annuaire Peppol is a network lookup, although its Access point de réception should read Notre access point: Autre prestataire means your invoices go to another provider. The proof that OrdoGrid receives is item 4, a real supplier invoice arriving in Inbox; if you moved from another provider, also keep its written confirmation that it removed your registration.
2. The Peppol Directory is optional and indexed asynchronously (Directory specification 1.1.1): a missing entry does not mean you cannot be reached.
3. Timing: there is no official figure for how long publication takes. If lookup.peppol.org still shows nothing the next working day, contact OrdoGrid support.
4. A real document: OrdoGrid has no Peppol test mode. Ask a regular supplier to send its next invoice via Peppol and check that it reaches Inbox.

Keep your current provider or move reception to OrdoGrid?

When another provider already receives for you, both options are compliant, provided there is never a period in which nobody receives for you, including during the move.

What we recommend. Keep your current provider if your accountant or bookkeeping tool already processes purchase invoices from it. Move if you want sales, responses and purchase invoices in one place and your accountant can work from OrdoGrid's downloads. The Belgian Peppol service providers' forum notes that using different providers for sending and receiving complicates Invoice Responses.

Move reception to OrdoGrid without a gap

Peppol has a migration-key procedure for handing a registration over directly, but OrdoGrid does not support it: your old provider must deregister you first.

1. Sign now and continue send-only, so you can already send from OrdoGrid.
2. Export the old provider's archive (XML and PDF of received invoices). Invoices must be kept seven years from 1 January of the year after their date (art. 60 VAT Code, as amended by the Law of 18 December 2025).
3. Agree a date and time for deregistration of every identifier the provider registered, 0208: and any 9925: entry. Do not activate while either exists: OrdoGrid refuses activation when its network check finds one at another provider. Avoid days when your main suppliers usually invoice.
4. Warn regular suppliers that a delivery error in that window means resending the same invoice, with the same number.
5. Activate once deregistration is confirmed. Reload Réception Peppol or use Activer la réception on Statut. Activate when it shows Pas encore trouvé sur le réseau Peppol, or Référencé sur Peppol, access point non vérifié (OrdoGrid then tries to register you, and activation is refused if another provider still holds your ID). If it still shows Déjà inscrit, or Déjà présent although OrdoGrid never registered you, ask the old provider to confirm that every identifier it registered is removed, reload after a few minutes, and contact OrdoGrid support if it persists.
6. Verify as in step 3 and keep dated proof.

Move reception away from OrdoGrid

1. Download your received documents: on Inbox, select the rows and download the ZIP (XML and PDF).
2. On the agreed day, an owner or administrator clicks Libérer la réception (release reception) on Statut, then Confirmer. OrdoGrid deregisters you; sending stays possible.
3. Have your new provider register you straight away: until it does, nobody receives for you.

Several companies under one login

• Switch first with Changer d'entreprise: an authorisation signed in the wrong company covers that company's VAT number.
• Each company has its own VAT number setting, authorisation, reception and Peppol pages.
• One inbox per VAT number. Two OrdoGrid companies with the same VAT number can both sign and send, but only one can hold reception. Ouvrir appears only if you belong to the holding company; otherwise ask its owner or administrator to release reception.
• Avoid duplicate companies. Each OrdoGrid company numbers invoices in its own series, so two companies with one VAT number can issue the same number twice, while the law requires a sequential number identifying each invoice uniquely (art. 5 §1 1° Royal Decree no. 1).
• Groups and VAT units: see multi-entity Peppol in Belgium.

Worked example: Studio Maes moves its inbox

Studio Maes SRL, a design studio in Liège, has enterprise number 0789.123.407, VAT number BE 0789.123.407 and Peppol ID 0208:0789123407. Its previous accounting software registered it on Peppol in 2025. The manager, Claire Maes, sets up OrdoGrid herself.

The gap lasted 40 minutes; a supplier sending then would have had to resend the same invoice. Had Claire stayed send-only after the deregistration, nobody would have received for Studio Maes. Once established, that would have meant a €1,500 fine; an infringement established at least three months after the first fined one was established costs €3,000, and each further one €5,000.

Troubleshooting

Evidence to keep

What the law requires. Keep invoices sent and received for seven years from 1 January of the year after their date, including those received at a provider you leave: an invoice dated 2025 must be kept until 31 December 2032. Some invoices tied to immovable property must be kept 15 or 25 years. Since the tolerance ended, FPS Finance waives fines only exceptionally, after an individual analysis, so records showing you could receive matter.

What OrdoGrid keeps. The authorisation (name, statement, user, VAT number, date) and the reception date. OrdoGrid is not a legal archive.

What we recommend:

1. A screenshot of the statement before you sign: Statut later shows signer and date, not the text.
2. A dated lookup.peppol.org result after setup and after every provider change.
3. In send-only mode, written confirmation from the provider that receives for you.
4. When moving, the old provider's deregistration confirmation and full archive.
5. Each month, a ZIP of Inbox and Outbox documents in your own storage. Working with received invoices: Peppol inbound inbox.

Suppliers can deliver to your enterprise number without asking for a Peppol ID; if one asks, see share your Peppol ID with suppliers.

FAQ

Do I have to activate reception in OrdoGrid to send invoices?

No. Sending needs only the signed authorisation. The law, however, requires you to be able to receive structured invoices, through OrdoGrid or another provider.

My bank or accounting software already registered me on Peppol. Can I still use OrdoGrid?

Yes. Continue send-only: you send from OrdoGrid and keep receiving with your current provider. Your clients' Invoice Responses go there too, not to OrdoGrid, if that provider registered you for them; otherwise your clients cannot send you any.

Is the Autorisation Peppol a qualified electronic signature?

No. It is a typed name and a ticked box, recorded with your account, the VAT number and the date. Have it signed by someone entitled to act for the business.

What is my Peppol ID, and must I give it to suppliers?

It is 0208 followed by your ten-digit enterprise number, for example 0208:0789123407. FPS Finance says suppliers can deliver to your enterprise number by default without asking for an ID.

Why is the Activer la réception button greyed out?

OrdoGrid found your number registered at another provider, under 0208 or 9925. Only one provider can receive for an ID, and OrdoGrid does not support Peppol migration keys, so that provider must deregister you first.

How do I stop receiving through OrdoGrid?

An owner or administrator clicks Libérer la réception on the Statut tab and confirms. This deregisters you from Peppol, so have your new provider register you the same day. Sending keeps working.