Getting started with e-invoicing: A simple guide for Belgian entrepreneurs

With Belgium’s 2026 e-invoicing mandate coming soon, now is the time to prepare. Whether you run a small business or a larger company, making the transition to e-invoicing might seem overwhelming, but breaking it down into clear steps can help. Here’s a simple guide to help you get ready.

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Step 1: information gathering and impact assessment

The first step in preparing for e-invoicing is understanding how it will impact your business. Start by gathering information about the mandate itself and what it means for your invoicing processes.

Example:

If you run a small retail business and currently issue paper or PDF invoices, those won’t be accepted under the new rules. You’ll need to transition to structured electronic invoices that are processed digitally. For example, invoices will need to be in a format that allows your accounting software to handle them automatically.

What you need to do:

• Research the upcoming rules and what is required for compliance.
• Assess how much of your current invoicing process will need to change.
• Identify any potential costs for new software or training for your staff.

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Step 2: Establishing governance and internal responsibility

Once you know what’s coming, the next step is to decide who will be responsible for managing the transition within your business. Assigning clear roles is important so everyone knows their responsibilities.

Example:

If you own a small business, this might be a task for you or your finance manager. For larger businesses, you might need to assign a team or project manager to oversee the process, ensuring that everything is on track.

What you need to do:

• Identify who will take ownership of the e-invoicing process.
• Communicate roles and responsibilities to your team.
• Make sure those responsible have the necessary knowledge and tools to manage the transition.

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Step 3: Developing an ERP/IT strategy for Peppol or alternative solutions

Belgium’s e-invoicing mandate will rely heavily on systems like Peppol, a network for securely exchanging electronic invoices. You’ll need to decide whether your business will connect to Peppol directly or through a third-party provider.

Example:

If you’re a small business with basic accounting software, consider using a third-party solution like Billtobox, which connects you to Peppol without needing a full ERP system. If your business already uses an ERP (Enterprise Resource Planning) system, you can explore how to integrate e-invoicing directly into your existing processes.

What you need to do:

• Evaluate whether your current software supports e-invoicing and Peppol.
• Decide if you’ll use Peppol directly or a third-party provider.
• Test your systems to ensure they can handle the new invoicing requirements smoothly.

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Prepare for early success - Unifiedpost and Billtobox make it simple

Preparing for Belgium’s e-invoicing mandate doesn’t have to be complicated. Start by gathering information, assigning responsibilities within your team, and developing a clear strategy for your invoicing systems. The earlier you begin, the easier the transition will be—and you’ll avoid any last-minute stress as the 2026 deadline approaches.

Need more help? Unifiedpost offers a range of solutions tailored to businesses of all sizes. For SMEs, tools like Billtobox provide an easy way to connect to Peppol and ensure compliance without the need for complex systems. For larger companies, Unifiedpost can support your transition with scalable, enterprise-level solutions designed to integrate seamlessly with your existing processes. Contact us for more information.

Whether you’re a small business or a corporate entity, our solutions are here to help you navigate the shift to e-invoicing and stay ahead of the curve. Don’t wait—start preparing today!