Key takeaways

• Switching to e-invoicing is mainly about connecting to the Peppol network through a tool that sends and receives the structured Peppol BIS format.
• Since 1 January 2026, structured invoicing is mandatory for B2B between Belgian VAT-registered businesses (Law of 6 February 2024).
• The move comes down to a few steps: verify your data, choose a compliant tool, clean up your clients, test, then switch over.

Why switch to e-invoicing now

Switching to e-invoicing is no longer optional for most Belgian businesses. Since 1 January 2026, structured e-invoicing has been mandatory for B2B transactions between VAT-registered businesses established in Belgium, under the Law of 6 February 2024 (Belgian Official Gazette). Exchange runs over the Peppol network, in the Peppol BIS format (compliant with the European standard EN 16931).

The point is not only regulatory. A structured invoice travels from software to software without re-keying, which cuts errors and speeds up processing. This guide breaks the transition into concrete steps, for an SME or a self-employed person starting from PDF or paper invoicing.

Step by step: the switch-over plan

The transition is not a large IT project. For a small business it follows a simple sequence, from checking your data to your first real invoice.

1. 1

   Verify your company data

   Step 1

   Correct company number (CBE) and VAT number: they act as your identifier on the Peppol network.

2. 2

   Choose a Peppol-connected tool

   Step 2

   Software that sends and receives the Peppol BIS format, directly or through a provider operating an access point.

3. 3

   Clean up your client records

   Step 3

   Check that your B2B clients are reachable on Peppol and that their identifiers are correct.

4. 4

   Send a test invoice

   Step 4

   Send a first structured invoice and confirm it is received.

5. 5

   Switch your day-to-day invoicing

   Step 5

   Move all your B2B invoices onto the Peppol flow.

What to have ready before you start

Before the first structured invoice, a few prerequisites prevent blockers. Most are about the quality of your data rather than the technology.

Prerequisites for switching to e-invoicing

• Company number (CBE) verified

  Correctly registered identifier, the basis of your Peppol addressing.

• VAT number up to date

  Consistent with the Crossroads Bank for Enterprises records.

• Tool connected to the Peppol network

  Directly or through a provider operating an access point.

• Client data cleaned up

  Peppol identifiers of B2B clients verified to ensure delivery.

Choosing a compliant tool

The heart of the transition is the choice of tool. The decisive test: does it send and receive invoices in the Peppol BIS format, and does it handle the network connection for you? A spreadsheet or a plain PDF generator is not enough, because it does not produce a structured file compliant with EN 16931.

Sending your first structured invoice

Once the tool is in place and the data verified, issuing itself is quick. You enter the invoice as usual; the tool turns it into the Peppol BIS format and transmits it to the recipient's access point over the network. The UBL file is generated in the background: you never handle it.

Start with a test invoice, or a single client, before moving your whole B2B flow. This confirms that delivery works and that your client data is correct.

Ready to switch to e-invoicing?

YouInv generates and sends your Peppol BIS invoices in a few clicks, without handling the UBL file.

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Further reading

• Understand the Peppol network in 5 minutes
• Peppol in Belgium: the mandate from 2026
• E-invoice vs PDF: what is the difference?

For the European framework, see Directive 2014/55/EU on EUR-Lex, which covers e-invoicing in public procurement (B2G); the Belgian B2B mandate itself rests on the Law of 6 February 2024.

Where do I start when switching to e-invoicing?

Start by checking your company number (CBE) and choosing a tool connected to the Peppol network. That tool turns your invoices into the structured format (Peppol BIS, based on UBL 2.1) and transmits them. You never handle the technical file yourself.

Do I need to be connected to Peppol to invoice B2B in Belgium?

Yes for B2B transactions between VAT-registered businesses established in Belgium: since 1 January 2026, structured e-invoicing is mandatory there (Law of 6 February 2024, Belgian Official Gazette), and exchange goes through the Peppol network in the Peppol BIS format.

How long does switching to e-invoicing take?

For a small business, connecting through a ready-to-use tool usually takes a few days: create an account, verify your company data, clean up your client records, then send a first test invoice. The timeline mostly depends on the quality of your client data.

Is PDF still valid after switching to e-invoicing?

Outside the scope of the B2B mandate (for example towards private individuals), PDF remains usable. But between Belgian VAT-registered businesses, a PDF sent by email does not meet the definition of a structured e-invoice and is no longer enough since 2026.