Electronic Invoicing in Belgium

This guide helps you easily understand what electronic invoicing is, which businesses it applies to, its start date, and the benefits of an integrated e-invoicing system on your order management platform.

WHAT IS ELECTRONIC INVOICING?

Electronic invoicing (e-invoicing) refers to issuing, transmitting, and receiving invoices in a structured format that can be automatically read by a computer system (e.g., Peppol / EN16931). It gradually replaces paper invoices or unstructured PDFs for regulated B2B transactions.

Simply put, the novelty of electronic invoicing compared to other invoicing systems you may have used is that as soon as you validate an invoice, two things happen:
1. Your invoice is immediately sent in a specific electronic format to your country's tax authority.
2. To modify or cancel an invoice, a credit note must be issued (not editable).
With electronic invoicing, you must be able to send certain invoices (to B2B clients in Belgium) in Peppol format and also receive them in a specific format.

FOR WHICH COMPANIES?

If you have a fashion or design brand registered in Belgium and sell to professionals, you are directly required to implement electronic invoicing. More generally, in Belgium, the obligation mainly applies to:

Companies established and registered for VAT (domestic B2B transactions).
Self-employed individuals and micro-enterprises subject to VAT, unless explicitly excluded by law.
Suppliers invoicing public administrations (B2G) — this obligation already existed for some contracts in 2024.

START DATE

The transition to structured electronic invoicing for most B2B transactions in Belgium is scheduled for January 1, 2026. For public contracts (B2G), some obligations have been in effect since 2024.

STANDARDS AND PREFERRED NETWORK

Transmission is via the PEPPOL network using formats compliant with the European standard EN16931 (Peppol BIS). This ensures interoperability between solutions.

By using the advanced invoicing system from OrderWizz, you can send and receive invoices via Peppol for free and benefit from all certifications required by the Belgian government.

ISO 27001Peppol / EN16931

WHY CHOOSE ORDERWIZZ?

OrderWizz is the world's first order management platform to offer free integrated electronic invoicing!
Here are the concrete benefits for your company:

Significant time savings: Converting a validated order into an invoice is done in seconds (no re-entry) and allows all received payments to be applied in a single system. Centralization saves precious time and reduces the time spent by teams on administrative tasks.

Error reduction: Standardized fields, automatic checks, and validation before sending. No possible errors between the quantities entered on an order and the quantities invoiced, even for partial invoicing. With fully integrated invoicing, OrderWizz also prevents errors often caused by integrating an ordering system with a third-party invoicing system.

Tax compliance: Sending via Peppol and EN16931 format ensures legal compliance. You don't need to worry; OrderWizz ensures you are always compliant.

Security & traceability: Clear overview of all invoices and certified reports for tax audits.

Cashflow optimization: Connecting your credit card payment system to OrderWizz allows you to receive and manage payments faster without errors.

Cost savings: The advanced invoicing feature with certified electronic invoicing is offered for free with an Advanced or Premium subscription. You save on a third-party invoicing system and centralize the entire sales process.

HOW DOES IT WORK?

Because the invoicing system is fully integrated into the platform, implementing electronic invoicing on OrderWizz is very simple:

If you are not yet an OrderWizz customer:
1. First, you need to subscribe to an Advanced or Premium plan. Invoicing is also possible for Starter subscriptions, but at an additional cost.
2. Once your showroom is open, your account manager will help you set up electronic invoicing by filling a simple form with company information for the tax authority.

If you are already on OrderWizz:
1. Contact your account manager, who will arrange an appointment with you to help you set up electronic invoicing. You will first fill out a simple form with legal information about your company so that a link to your tax account can be established.
2. You will then be able to issue invoices in full compliance with Belgian legislation. When you confirm the creation of an invoice for a B2B customer in Belgium, an electronic invoice will be instantly created and sent to your customer. A PDF of the invoice will also be created in case you wish to send it to your customer as well.
3. For all your international customers, regardless of their country, you are not required to send an electronic invoice, so a simple PDF will be generated and ready to send.
4. You can also set up a user account for your accountant, who will then have access to all of the company's invoices.

Note: By using OrderWizz invoicing, you instantly bring your business into compliance with all legal requirements for electronic invoicing in your country.