Share your Peppol ID with suppliers: what to send and check

In Belgium your Peppol ID is 0208: followed by your ten-digit enterprise number, for example 0208:0123456749. Every Belgian participant must be registered under that identifier, so a supplier whose software sends on Peppol can find you without asking; FPS Finance, the federal tax administration, even tells businesses not to ask their customers for one. What suppliers do not know unless you tell them is from which date you receive on Peppol, which of your companies to bill and which reference to quote. This playbook helps you tell them.

It is for Belgian businesses that receive supplier invoices, in OrdoGrid or elsewhere. The identifier rules in detail are in Peppol ID explained, checking someone else's registration in Peppol participant lookup, and handling invoices once they arrive in receive supplier invoices.

The rules behind the message

What the rules say.

What we recommend. Send one short message per legal entity once your reception works, although no rule requires it. It moves suppliers that still email PDFs, prevents invoices to the wrong company of a group and gives you a reference to match each invoice to an order.

What OrdoGrid does. When you activate reception, OrdoGrid registers your company under 0208: and the ten digits of your BE VAT number, for invoices and credit notes. It registers no VAT-number (9925) identifier and does not write to suppliers for you: you send the message from your own mailbox.

Peppol ID (participant ID)

The address at which the Peppol network delivers documents to you. In Belgium it is scheme 0208 plus your enterprise number, written 0208:0123456749. It identifies the legal entity, not your software, so it does not change when you switch provider.

Who needs a message, and which one

Step 1: check where supplier invoices will land

1. In OrdoGrid, open Peppol and the Statut tab (status).

2. Read the badge next to Statut d'inscription Peppol (registration status). Envoi + réception (send and receive) means supplier invoices arrive in OrdoGrid's Inbox; Envoi seul (send only) means they do not.

3. Check that Réception (Inbox) reads Enregistré (registered), with "Depuis le" (since) and a date, and that no warning says your Peppol ID "est géré par un autre prestataire" (is managed by another provider): invoices then go to that provider. If it reads Non enregistré (not registered), click Activer la réception (activate reception). The Réception Peppol page then shows one of four states:

   • Pas encore trouvé sur le réseau Peppol (not yet found): activating registers you.
   • Déjà inscrit sur le réseau Peppol (already registered): another provider receives for you and invoices go there. OrdoGrid cannot take over until that provider deregisters you, as it does not support migration keys. Choose Continuer en envoi seul (continue send-only) to keep that provider.
   • Déjà présent sur Peppol via notre access point (already on Peppol via OrdoGrid's access point): click Activer la réception to attach incoming documents to this company.
   • Référencé sur Peppol, access point non vérifié (listed on Peppol, access point not verified): OrdoGrid found you but could not verify which provider receives for you. Check lookup.peppol.org first; activating tries to register you through OrdoGrid's access point and is refused if another provider holds your ID.

   If the warning Réception déjà liée sur la plateforme (already linked on the platform) also appears, another OrdoGrid company receives for this VAT number. Click Libérer la réception (release reception) on that company's Statut tab (owner or administrator only), then come back and activate reception here. If you are a member of that company, Ouvrir … (open) takes you there.

4. Write down your ID: if the Annuaire Peppol block on the same tab shows Identifiant Peppol (Peppol ID), copy it from there; otherwise it is 0208: and the ten digits of your enterprise number, without dots, spaces or "BE". They are the digits of your Belgian VAT number.

5. Check externally on lookup.peppol.org, the tool FPS Finance points to: enter 0208: and your ten digits. You should appear as registered, with invoices and credit notes where document types are listed. It shows who can receive, not who can send.

The Annuaire Peppol (Peppol directory) block on the same tab is OrdoGrid's own check of whether your company is found; when known, its Access point de réception (receiving access point) line shows where your ID is registered: Notre access point (OrdoGrid's access point) or Autre prestataire (another provider). Do not send suppliers to the public Peppol Directory search: listing there is voluntary and delayed, so a missing entry does not mean you cannot be reached.

Step 2: decide what to send

Leave out the name of your access point (the network finds it from your ID), any establishment unit number and any email address offered as another channel for invoices.

Step 3: send the message

Use the version in your supplier's language and fill in the parts in square brackets: one message per legal entity.

Subject: [Legal name] now receives invoices on Peppol

Dear Sir or Madam,

From [date], [legal name] receives invoices and credit notes on the
Peppol network. Please send all your invoices to us on Peppol from
that date and no longer by email, so that no invoice is booked twice.

Legal name: [name as registered in the KBO/BCE]
Enterprise number: [0000.000.000]
Peppol ID: 0208:[ten digits]
VAT number: BE [0000.000.000]
Invoicing address: [street and number, postcode, municipality]
Reference to quote: our purchase order number, otherwise the name
of the person who ordered
Questions about an invoice: [accounts payable email or phone]

Please send credit notes on Peppol too, and attach supporting documents
to the Peppol invoice. Do not resend invoices already emailed.
If your software cannot find us, please let us know before falling
back on email.

Kind regards,

Objet : [Dénomination] reçoit désormais ses factures via Peppol

Madame, Monsieur,

À partir du [date], [dénomination] reçoit ses factures et notes de
crédit via le réseau Peppol. Merci de nous adresser toutes vos
factures via Peppol à partir de cette date et non plus par e-mail,
afin qu'aucune facture ne soit comptabilisée deux fois.

Dénomination : [dénomination inscrite à la BCE]
Numéro d'entreprise : [0000.000.000]
Identifiant Peppol : 0208:[dix chiffres]
Numéro de TVA : BE [0000.000.000]
Adresse de facturation : [rue et numéro, code postal, commune]
Référence à mentionner : notre numéro de bon de commande, à défaut
le nom de la personne qui a commandé
Questions sur une facture : [e-mail ou téléphone de la comptabilité]

Merci d'envoyer aussi vos notes de crédit via Peppol et de joindre les
annexes à la facture Peppol. Ne renvoyez pas les factures déjà
envoyées par e-mail. Si votre logiciel ne nous trouve pas,
prévenez-nous avant de passer par l'e-mail.

Avec nos salutations distinguées,

Onderwerp: [Naam] ontvangt facturen voortaan via Peppol

Geachte mevrouw, geachte heer,

Vanaf [datum] ontvangt [naam] facturen en creditnota's via het
Peppol-netwerk. Gelieve vanaf die datum al uw facturen via Peppol
te sturen en niet langer per e-mail, zodat geen enkele factuur
twee keer geboekt wordt.

Naam: [naam zoals ingeschreven in de KBO]
Ondernemingsnummer: [0000.000.000]
Peppol-ID: 0208:[tien cijfers]
Btw-nummer: BE [0000.000.000]
Facturatieadres: [straat en nummer, postcode, gemeente]
Te vermelden referentie: ons bestelbonnummer, anders de naam van
wie de bestelling plaatste
Vragen over een factuur: [e-mail of telefoon van de boekhouding]

Stuur ook uw creditnota's via Peppol en voeg bijlagen toe aan de
Peppol-factuur. Stuur facturen die u al per e-mail bezorgde niet
opnieuw. Vindt uw software ons niet, laat het ons dan weten voor u
terugvalt op e-mail.

Met vriendelijke groeten,

Step 4: track the switch

Keep one row per supplier in a spreadsheet: supplier and language, date the message was sent, last PDF invoice (number and date), first Peppol invoice (number and date), status (switched, not ready, sends twice, wrong entity or no reply) and next action with a date.

A supplier has switched when its first invoice appears in Peppol → Inbox; owners and administrators also receive an email titled "[Peppol] 1 new document received". Open the document, check that the Client shown is your legal entity, and update the row. Remind suppliers that have not replied after two or three weeks.

Worked example: Atelier Nord BV moves its suppliers

Atelier Nord BV is a joinery workshop in Ghent, enterprise number 0123.456.749 (VAT BE 0123.456.749, Peppol ID 0208:0123456749). Its sister company Atelier Nord Services BV, founded after September 2023, has its own enterprise number 1987.654.318 and its own OrdoGrid company with reception active (0208:1987654318).

On 28 August 2026 the office manager opens Peppol → Statut: Envoi + réception, and Réception (Inbox) reads Enregistré; lookup.peppol.org finds 0208:0123456749. On 31 August she sends the Dutch message to three Flemish suppliers and the French one to a printer in Namur, with 1 September as start date.

The office manager also emails the note to Elektro Claes, in case that supplier is not registered for Invoice Responses. On 14 September Elektro Claes sends Atelier Nord BV a credit note of €1,452.00 referring to 2026/554, and a new €1,452.00 invoice to Atelier Nord Services BV. Atelier Nord files the rejected invoice, its response and the credit note together for its accountant. By the end of September three of four suppliers invoice on Peppol; Imprimerie Ledoux still needs a reminder, and De Smet's next invoice will show whether the email copy has stopped.

Identifier mix-ups suppliers make

Edge cases and common mistakes

Evidence to keep

• The dated message sent to each supplier and their replies, especially "not ready" answers.
• Your tracking list, until every regular supplier has switched.
• At go-live and after any provider change: a dated screenshot of Peppol → Statut showing Réception (Inbox): Enregistré with its "Depuis le" date, and a dated lookup.peppol.org result. They show from when you could receive, which is the point at issue for the €1,500 fine.
• The first Peppol invoice from each supplier: in the Inbox, select the rows and download them as a ZIP with an xml/ and a pdf/ folder. The ZIP does not contain your responses; for each RE you sent, keep a dated screenshot of Réponses envoyées (responses sent) on that document.

Keep received invoices for seven years from 1 January of the year after their issue (art. 60 VAT Code, as amended by the Law of 18 December 2025); invoices linked to VAT revision on immovable property may need 15 or 25 years. OrdoGrid is not a legal archive and guarantees no retention period, so store the ZIPs in your own archive.

FAQ

Do I have to send my Peppol ID to my suppliers?

No rule requires it. Every Belgian participant must be registered under 0208 and its enterprise number, so suppliers on Peppol can find you, and FPS Finance says they should not need to ask. A message is still useful to say from when you receive, which entity to bill and which reference to quote.

Is my VAT number my Peppol ID?

Not in OrdoGrid. Scheme 9925 with the VAT number is a valid, voluntary identifier, but the one every Belgian participant must have is 0208 with the enterprise number, and it is the only one OrdoGrid registers.

My enterprise number starts with 1. What is my Peppol ID?

0208, a colon and your ten digits, for example 0208:1987654318. Do not add a zero in front: a value that is not exactly ten digits fails the format check.

We receive in our accountant's tool and use OrdoGrid only to send. What do we tell suppliers?

Nothing new. Your Peppol ID is the same and supplier invoices keep arriving in that tool. Keep OrdoGrid in send-only mode; its Inbox stays empty.

A supplier keeps emailing PDF invoices. Can I refuse them?

In principle yes, if it should be sending structured invoices. If you accept the PDF you keep your VAT deduction. Book it once, and never again if the same invoice later arrives on Peppol.