What is Peppol and how to prepare for it?

Peppol, what exactly is it?

Peppol (Pan-European Public Procurement On-Line) is an international network for exchanging electronic documents — mainly invoices. Think of it as an "invoicing internet": a secure network that allows two companies to exchange standardized electronic invoices with each other, without email, without PDF, directly from software to software.

Peppol is not software. It's an infrastructure, like SWIFT for banks. Each company that wants to participate must go through a certified Access Point — an approved service provider that acts as a link between your software and the network.

Why is it becoming mandatory in Belgium?

The Belgian law of November 20, 2022 makes electronic invoicing via Peppol mandatory for all B2B exchanges from January 1, 2026. Concretely:

• Any invoice issued to another Belgian company subject to VAT must go through the Peppol network
• PDF invoices sent by email will no longer be accepted as compliant invoices
• Penalties for non-compliance range from 50 to 10,000 euros per violation

Belgium is one of the first European countries to generalize this requirement to all companies (not just public procurement).

How does a Peppol invoice work in practice?

Here is the journey of a Peppol invoice:

1. You create your invoice in your software (like Ledgerly)
2. The software generates a UBL XML file — the standardized Peppol format
3. This file is sent to your service provider's Access Point
4. The Access Point routes the invoice to the recipient's Access Point via the Peppol network
5. The recipient receives the invoice directly in their software

All of this happens in seconds, completely automatically.

Does this concern all freelancers?

Yes, if you invoice other Belgian companies subject to VAT. However:

• Invoices to individuals are not affected
• Freelancers under the VAT exemption scheme (revenue < 25,000 euros) are probably exempt — but check with your accountant
• Invoices to foreign companies are not (yet) affected

4 steps to be ready before 2026

1. Choose Peppol-certified software — your invoicing software must be connected to an Access Point. Ledgerly is already ready.
2. Verify your VAT number — it's your identifier on the Peppol network (format BE-GLN or GLN)
3. Train your team — electronic invoicing changes the workflow, not just the format
4. Test before January 2026 — don't wait until the last minute

Ledgerly and Peppol

Ledgerly natively integrates Peppol sending. You create your invoice as usual, click "Send via Peppol", and you're done. No need to understand UBL or manage an Access Point manually. Everything is taken care of.

Start for free and test Peppol sending before the requirement comes into force.