Choosing an invoicing tool in Belgium is no longer about page layout: since 1 January 2026, invoices between VAT-registered businesses must be structured e-invoices. The right move is not to compare brands, but to put every candidate through a checklist of precise technical and regulatory criteria.
Key takeaways
- E-invoicing software must connect natively to a Peppol access point and produce Peppol BIS (UBL 2.1) that complies with EN 16931.
- The mandate covers sending AND receiving: check both flows, not just issuing.
- Beyond compliance, judge on bank reconciliation, VAT, integrations, migration and support.
- Compare objective criteria and demand proof through a real test send, not a marketing claim.
Why choosing e-invoicing software now changes the game
The regulatory framework has shifted the centre of gravity of the decision. Since 1 January 2026, all VAT-registered businesses established in Belgium must issue and receive structured e-invoices in their B2B exchanges, according to the European Commission. The default format is Peppol BIS, in UBL syntax, transmitted over the Peppol network. PDF and paper no longer suffice between businesses.
In practice, e-invoicing software that cannot talk to Peppol leaves you outside the default framework. The first criterion is therefore no longer the look of the interface, but the tool's ability to issue, receive and archive structured invoices without manual intervention. This guide sets out the seven criteria that actually decide the choice.
The seven criteria that really decide
Rather than a product ranking, reason by criteria. Each one can be checked before you buy, during a demo or a free trial.
| Criterion | What to verify | Why it is decisive | |
|---|---|---|---|
| Native Peppol access point | Direct connection, no intermediary | Default route since 2026 | |
| EN 16931 compliance | Generates valid Peppol BIS / UBL 2.1 | Readable by the recipient's software | |
| Send and receive | Both flows, not just issuing | The mandate covers inbound invoices | |
| Bank reconciliation | Transaction import, assisted matching | Less re-keying, better arrears tracking | |
| VAT handling | Belgian rates, regimes, reverse charge | Accurate structured VAT data | |
| Integrations | Banks, e-commerce, accountant | Avoids double data entry | |
| Migration and support | Data import, EN/FR/NL, responsiveness | Decisive at a tax deadline |
Peppol access point and EN 16931 compliance
These two criteria form the foundation. A Peppol access point is the gateway that connects your software to the Peppol network and routes the invoice to the recipient's access point. Software with a native access point spares you an intermediary to contract and maintain. Ask for concrete proof: a real test send to a recipient, with delivery acknowledgement, beats a "Peppol compatible" label on a sales page.
EN 16931 is the European standard that defines the semantic model of an invoice: which data it must carry and under which constraints, independent of the encoding. Peppol BIS Billing 3.0, in UBL 2.1 syntax, is one implementation. The standard stems from Directive 2014/55/EU of 16 April 2014, which first required European public authorities to receive and process compliant e-invoices. Belgian private business now inherits the same technical foundation.
Send and receive: two flows, not one
The most common mistake is to look only at issuing. The Belgian mandate covers both sending and receiving structured invoices. A tool that only sends leaves you with no solution for inbound supplier invoices, which you would then have to re-key by hand.
Check that the software receives Peppol invoices, matches them to the right supplier, and presents them for approval and payment without manual entry. That is half the value of compliant software, and it is the half most often overlooked in sales demos.
Beyond compliance: bank, VAT and integrations
Compliant invoicing is necessary but not sufficient. A tool that stops at sending leaves you to reconcile payments and prepare VAT by hand.
Automated bank reconciliation matches each imported transaction to the relevant invoice. Check that it connects to your Belgian bank and offers assisted matching, not just statement imports. VAT handling must cover Belgian rates and regimes, reverse charge, and prepare deadlines without manual calculation; a Peppol invoice also carries structured VAT data whose accuracy determines automatic processing on the recipient's side. Finally, judge the integrations: links to your accountant, your e-commerce platform, your payment tools. Every missing integration is a potential double data entry.
Test before you sign
End-to-end Peppol send
A test invoice reaches a recipient with delivery acknowledgement.
Automatic receipt and integration
An inbound invoice is matched to the supplier without re-keying.
Connection to your bank
Transaction import and assisted matching work.
VAT preparation
Belgian rates, regimes and reverse charge applied correctly.
Migration of your data
Clients, items and historical invoices imported without loss.
Support in EN/FR/NL
Documentation and responsiveness ahead of a tax deadline.
Migration and support: what shows up after you buy
Two criteria weigh most after signing. Migration determines the pain of getting started: importing clients, items and invoice history without re-keying or data loss. Ask how the vendor imports your existing data and how long it takes.
Support is judged on language (EN/FR/NL for a Belgian team), responsiveness and documentation quality. A blocking compliance question on the eve of a deadline will not be solved by an unanswered contact form. Favour a vendor that keeps up with changes to the standard and the network rather than a frozen tool.
Invoicing software connected to Peppol, ready for 2026
YouInv generates, sends and receives your EN 16931-compliant Peppol BIS invoices, with built-in bank reconciliation.
Further reading
- Belgian accounting software: criteria for choosing well
- Peppol in Belgium: the 2026 mandate
- Getting ready for e-invoicing in 2026
- Free invoicing software in Belgium
How do you choose e-invoicing software in Belgium?
Start with native connectivity to the Peppol network through an access point, then check EN 16931 compliance of the Peppol BIS (UBL 2.1) format, send and receive, bank reconciliation, VAT handling, integrations and support. Structured e-invoicing has been mandatory between VAT-registered Belgian businesses since 1 January 2026.
Does the software need to connect to a Peppol access point?
Yes, in practice. The default format for B2B exchanges between Belgian VAT payers is Peppol BIS, transmitted over the Peppol network. Software with a native access point avoids an extra intermediary and manual workarounds. Without that connection, you have to route invoices through an external gateway.
What does EN 16931 compliance mean for invoicing software?
EN 16931 is the European standard that defines the semantic model of an e-invoice: which data it must carry, independent of the encoding. Peppol BIS Billing 3.0, in UBL 2.1 syntax, is one implementation of it. Compliant software produces invoices the recipient's software can read and process automatically.
Must the software both send AND receive Peppol invoices?
Yes. The Belgian mandate covers issuing and receiving structured e-invoices. A tool that only sends leaves you with no way to process incoming supplier invoices. Require automatic receipt and integration of inbound invoices, not just outbound sending.
Is VAT handling a decisive criterion?
Yes. The software must apply Belgian VAT rates and regimes, handle reverse charge, and prepare filing deadlines without manual calculation. A compliant Peppol invoice also carries structured VAT data, and its accuracy determines automatic processing on the recipient's side.
