E-invoicing via Peppol mandatory from 2026: what manufacturers and wholesalers need to know

From 1 January 2026, the use of structured electronic invoices will be mandatory for all Belgian companies subject to VAT in B2B relationships. This change has significant implications for manufacturers and wholesalers. In this blog post, we discuss the most important consequences and how you can prepare for them.

What is Peppol and why is it important for your company?

Peppol stands for Pan-European Public Procurement OnLine. It is an international network that enables companies and governments to exchange digital invoices and other business documents securely and standardized. The system was originally developed for public procurement, but is now widely used in both the public and private sectors. Peppol in a nutshell.

E-invoicing via Peppol is primarily a transformation of financial administration processes

The digital billing obligation means more than just replacing paper invoices with electronic versions. It involves a fundamental transformation of your financial administration processes:

• Standardised formats: All invoices must comply with strict XML standards, which requires extensive adjustments to your IT infrastructure. The European standards EN 16931-1 and CEN/TS 16931-2 are leading here.
• Real-Time Reporting: Governments expect immediate, detailed insight into your financial transactions.
• Automated control: Structured data makes automated tax audits and fraud detection easier.

Benefits of e-invoicing via Peppol for your organization

Efficiency and cost savings

One of the biggest advantages of digital invoicing is increased efficiency. By automating billing processes, you can save time and improve the accuracy of your accounting. This reduces the risk of human error and speeds up invoice processing, leading to faster payments and better cash flow.

Example: Imagine running a wholesale business and having to process dozens of invoices every day. With digital billing, these invoices are automatically generated and sent to your customers. This not only saves you time, but also ensures faster payment, improving your cash flow.

Safety

Digital billing offers a high level of security for exchanging electronic documents. This reduces the risk of fraud and ensures that data is protected against unauthorized access.

Example: When you receive a gas or electricity bill via Peppol, you can be sure that it actually comes from the sender, such as TotalEnergies.

Reducing error margins

Digital invoicing helps to reduce error margins. Manual data entry can lead to errors that have financial consequences. With structured electronic invoices, data is processed automatically, which significantly reduces the risk of errors.

Example: A manufacturer who manually enters invoices is at risk of typing errors that can lead to incorrect amounts or incorrect customer information. With digital billing, this data is filled in automatically, minimizing the risk of errors.

Long-term cost savings

While the initial costs of implementing a digital billing system may be high, the long-term efficiency improvements and cost savings will be significant. Faster processing times and fewer errors lead to lower operational costs.

Example: A wholesaler that invests in a digital billing system can eliminate paper, printing and shipping costs. In addition, the company saves on labour costs by reducing the time spent on manual invoice processing.

Strategic opportunities of digital invoices via Peppol

Don't see this transition as a burden, but as a strategic opportunity:

• Be competitive: Fast and smooth implementation can strengthen your market position. By being among the first to switch to digital billing, you can stand out from competitors who may still be struggling with the transition. This can lead to improved customer satisfaction and loyalty, as your customers are served faster and more accurately.
• Innovation momentum: Use this transition as a catalyst for broader digital transformation within your organization. The switch to digital billing can be a first step in a wider digitization process. This can lead to further automation of business processes, such as inventory management, order processing and customer service, making your business more efficient and agile.
• International standardization: Prepare for a possible European extension of these regulations. By already meeting the Belgian requirements for digital billing, you are better prepared for future European regulations. This can help you do business more easily with companies in other EU countries, as you're already working according to standardized processes and formats.

Watch out for the risks if you don't finish your e-invoicing on time!

From 2026, it will no longer be allowed to use paper or PDF invoices for B2B transactions. Companies should switch to structured electronic invoices, usually in a UBL format, that are exchanged via the Peppol secure network. Failure to comply with this obligation may result in fines and loss of the right to deduct VAT.

Pay close attention to the compliance aspects:

• Legal compliance: Prepare for fines of up to €5,000 for non-compliance with the new regulations.
• Cyber security: Implement advanced security protocols to protect your digital financial information.
• Audit trail: Ensure detailed logging of all digital transactions.

How to make the successful transition to digital billing via Peppol

To prepare for the transition to digital billing, manufacturers and wholesalers must invest in appropriate software and training for their staff. It is important to start implementing these systems in a timely manner to prevent problems and delays.

Steps for a successful transition:

1. Joining Peppol Access Point: You do this through an Access Point Certified Provider. These help you obtain a Peppol ID and provide technical integration with your existing systems. This includes configuring your ERP system to be compatible with Peppol standards and training your staff to use the new system.
2. Analysis of your current systems: Make sure your ERP system is compatible with the required XML standards and the Peppol network. This may mean upgrading your current system or purchasing a new one.
3. Data integration: Provide seamless links between your financial systems, ERP and new digital billing platforms. This includes integrating your billing system with your accounting software so that data can be exchanged automatically without manual entry. Consider using Application Programming Interfaces (APIs) to facilitate these integrations.
4. Employee training: Develop an extensive training program to prepare your team for the new way of working. This includes training in how to use the new software, understanding the new billing standards, and complying with legal requirements. Make sure that all employees involved, from the financial department to the IT department, are well aware of the changes.
5. Test phase: Run a test phase before you fully switch to digital billing. This helps detect and fix any issues or bugs in the system before you go live. Involve a number of your customers and suppliers in this testing phase to ensure that the new processes run smoothly.
6. Communication with stakeholders: Inform your customers and suppliers about the transition to digital billing. Explain what the changes mean and how they can benefit from them. Make sure they know how to receive and process the new invoices.
7. Security measures: Implement advanced security protocols to protect your digital financial information. This includes using encryption, firewalls, and other security technologies to ensure that your data is safe from cyber attacks.
8. Monitoring and Evaluation: After implementation, it is important to continuously monitor and evaluate the new processes. Monitor how the transition is progressing, identify any bottlenecks, and take corrective action if necessary. This helps to ensure the efficiency and effectiveness of your digital billing system.

For example, Fonda supports e-invoicing via Peppol

We offer strategic advice on how to best integrate Peppol into existing business processes. We do this on the basis of a detailed implementation plan.

Specifically, there are two implementation scenarios:

1. Fonda connects directly to Peppol Access Points. This includes setting up certificates, participant IDs, and configuring messaging.
2. Fonda communicates the ERP with the Peppol Access Point and then Fonda ensures that all data meets the required document structure. The ERP supplier ensures that the ERP meets the e-invoicing requirements.

In both cases, the end customer can view all invoices via the Fonda Customer Portal module.

Conclusion: use e-invoicing as a strategic opportunity

The digital billing obligation via Peppol is a fundamental shift in how companies conduct financial administration. Manufacturers and wholesalers that act proactively now will soon not only be compliant, but also achieve significant operational benefits.

Don't wait until the last month of 2025. Start your preparations today and make this legal obligation a strategic asset for your organization.

Do you have questions about the transition to digital billing? Contact us.

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