As of January 1, 2026, all Belgian companies invoicing other businesses will be required to switch to electronic invoicing in a structured format. Where digital invoices used to be optional for those seeking efficiency, they will soon become the norm. This measure is part of a broader digitalization push aimed at making administrative processes simpler, more transparent, and less error-prone. Contrary to what many entrepreneurs believe, sending a PDF invoice by email will no longer be sufficient. What counts as an electronic invoice? A document in a structured, machine-readable format (such as UBL or XML) that can be automatically processed by accounting software.
Why this obligation?
The shift to e-invoicing comes with several benefits for both businesses and the government, including:
- Faster invoice processing without manual input
- Fewer errors and disputes thanks to automatic data transfer
- Easier VAT returns and reporting due to structured data
- More efficient collaboration with your accountant
It also helps make your administration future-proof, with less paperwork and more automation.
What does this mean for your business?
- You must invoice in a structured format compatible with e-invoicing networks like Peppol
- Your software must be able to automatically send and receive e-invoices
- Incoming e-invoices must be easily integrated into your administration
Many modern invoicing or accounting tools already offer these features, but it’s wise to check this early with your software partner or accountant.
Does this apply to small businesses too?
Yes, this requirement applies to all companies invoicing other businesses including freelancers, small nonprofits, and SMEs. Your company’s size or the number of invoices per year doesn’t matter. The goal is to establish one uniform invoicing standard for the entire Belgian B2B landscape, making administrative processes easier and more reliable for everyone.
How to prepare
- Checking whether your current invoicing or accounting software supports e-invoicing
- Contacting your software provider if needed
- Informing your team or external partners about the upcoming change
- Testing your system with a few clients or suppliers
By taking action today, you’ll be ready to switch by 2026 and enjoy the benefits immediately.
Mandatory e-invoicing isn’t an extra administrative burden, but a chance to streamline your processes. Fewer errors, faster payments, and less paperwork; it’s a win for you as an entrepreneur. Those who adapt in time are not just compliant, but also building a smarter and more automated business.
