What is e‑invoicing?
E‑invoicing (also called electronic invoicing) is the fully digital processing of an invoice. So it is not a PDF sent by email, but a structured file (usually in XML format) that is exchanged automatically from system to system. This often happens via Peppol, a European network that processes invoices in a secure and uniform way. In some countries, e‑invoicing works differently: The government offers its own portal instead of the Peppol network.
Mandatory e‑invoicing goes beyond your invoicing process
Mandatory e‑invoicing affects a company’s entire financial chain. It is not only about creating and sending invoices, but also about how purchase and sales processes run, how master data is managed, how VAT reports are prepared, and how audits are performed. By exchanging invoices in a standardised and structured format, many manual steps and inefficiencies can be eliminated. For many companies that still work mainly with paper documents or loose PDFs, e‑invoicing means a major shift. Processes become clearer, data more reliable, and systems better integrated, allowing data to be exchanged automatically between all systems involved, including your ERP solution.
What are the main benefits of e‑invoicing?
E‑invoicing changes the way of working and brings several benefits that strengthen the entire administrative chain. The concrete benefits are:
- Time savings: Automatic creation, validation and sending of invoices reduces manual entry and duplicate work.
- Fewer errors: Digital standards (such as UBL or Peppol) ensure consistent and reliable invoices, limiting misunderstandings and processing errors.
- Fraud prevention: Digital invoices are harder to forge thanks to standardisation and automated checks, reducing the risk of fraud.
- Compliance: Invoices meet applicable rules and standards, lowering the risk of fines.
- Cost savings and sustainability: Less paper, post, and manual work lead to lower costs and a more sustainable, efficient way of working.
What to look out for per country?
Rules and requirements for e‑invoicing differ by country. Below is an overview of the key points for Belgium and the Netherlands:
- Belgium: From 1 January 2026, B2B e‑invoicing becomes mandatory. Invoices will then run via Peppol in structured formats such as UBL or Peppol BIS 3.0, the current standard for electronic invoices within the Peppol network. Ensure that your system and those of your customers and suppliers are prepared for this, either directly or via an access point.
- The Netherlands: The obligation has not yet been set, but preparations are underway. Many organisations already use Peppol for B2G and sometimes for B2B. By exploring what e‑invoicing means for your company now, you avoid time pressure as soon as the obligation does arrive.
Checklist: Get ready for e‑invoicing in five steps
Before you start with e‑invoicing, it is important to know where you stand and which steps are needed to get your company ready.
1. Stay informed
Keep a close eye on news about deadlines and technical requirements. Belgium goes live in 2026; the Netherlands will follow later.
2. Scan your processes
Analyse how you currently process purchase and sales invoices. Identify manual steps and areas for improvement. ERP solutions, such as SAP, can automate many of these processes, reducing the risk of errors and delays.
3. Check your data
Ensure all data is consistent and reliable to prevent delays and errors. In your ERP system, you can usually view and correct this easily by default; for advanced checks or e‑invoicing‑specific validations, additional tools or modules may be needed.
4. Make a plan
Whether you choose a native e‑invoicing solution within your ERP system or a certified Peppol access point, a solid plan helps you tackle mapping, validations, and end‑to‑end testing in a structured way.
5. Secure compliance and audits
Ensure traceability, procedures and VAT consistency are in order. Involve finance, procurement and IT so you avoid surprises close to the deadline.
E‑invoicing is more than an obligation
E‑invoicing gives companies the opportunity to accelerate processes, reduce errors, and future‑proof their administration. For Belgian companies, the deadline is approaching fast: They must be ready by 1 January 2026. Dutch companies would be wise to explore now what is coming their way. Those who plan in good time will benefit from faster processing, less paperwork, and more control over the figures.
