What if your business is not ready for mandatory e-invoicing in Belgium
From 1 January 2026 all transactions between VAT liable businesses in Belgium must be processed using a valid electronic invoice. Many organisations are still preparing for this transition. Beyond the financial penalties defined by the authorities, late adoption can also cause delays in payments. What does this mean for your organisation and which risks do you face if you are not ready in time
For whom does the obligation apply?
The obligation applies to all VAT liable businesses in Belgium that exchange invoices with other businesses. This includes self employed professionals, micro-companies, medium sized organisations and large enterprises with their own ERP systems. Starting January first 2026 they must send and receive electronic invoices through a recognised channel such as Peppol. If one of the parties cannot process a valid e invoice, this creates a legal and administrative issue for both sender and receiver.
Which penalties apply when you do not comply?
Electronic invoicing is not an optional form of digitalisation but a legal requirement. The Belgian authorities have defined clear fines for businesses that cannot send or receive valid e invoices.
First offence: € 1.500
Second offence: € 3.000
Third offence: € 5.000
In addition, an invoice is not considered valid when it is not exchanged correctly through Peppol. This may result in non deductible VAT which has financial consequences for both sender and receiver. Incorrect or undelivered invoices also cause payment delays and discussions about validity which can put pressure on cash flow.
Will everyone receive a fine immediately?
The Belgian tax administration provides a short grace period until the end of March 2026 for businesses that can prove they started preparations on time but are not yet fully operational from a technical perspective. The obligation itself remains in force. Businesses must be able to demonstrate that they are actively working on the transition. Those who do nothing cannot rely on this temporary flexibility.
What can you do if you are not ready yet?
The good news is that becoming Peppol ready is not complicated in most situations. For many companies and especially SMEs a simple registration with an invoicing solution is enough to comply.
Fast steps for self employed professionals and SMEs
Registering on Peppol via solutions such as the Banqup e invoicing platform takes less than thirty minutes. You receive a valid Peppol ID and can immediately send and receive e invoices according to the legal standard.
Getting started quickly in companies with ERP or other systems
If an integration is required, you can still activate a valid Peppol ID through Banqup so you comply with the law. The connection with your existing systems can then be finalised through a standard connector or API. This avoids delays, fines and invoice processing issues.
Actions to take today to avoid penalties
Request the Peppol ID of customers and suppliers to ensure correct exchange.
Check whether your company is already registered and if the Peppol ID is linked to your company number.
Document that you submit invoices correctly through Peppol so you can prove compliance in case of disputes.
Refer suppliers who are not ready to a solution such as Banqup to avoid delays.
Be ready for Peppol e invoicing in Belgium with Banqup
If you are not ready yet, there is no need to panic but the deadline should not be ignored. The penalties are clear, the obligation applies to all businesses and the impact of incorrect invoice exchange can be significant. At the same time becoming Peppol ready is easier than many expect. For most companies it is a matter of minutes and larger organisations can use pragmatic interim solutions to comply quickly.The sooner you make the shift, the lower the risk of fines, delays and disputes and the sooner your invoicing runs safely and without errors.Would you like help activating Peppol or guidance to get your organisation ready as fast as possibleWith the Banqup e invoicing solution you can start immediately. Banqup Group supports thousands of companies every day in this transition. Contact us or register your Banqup account today.
