E-invoicing

Frequently asked questions

• Is an invoice created in PDF, Word, Excel or a scanned invoice the same as an e‑invoice?

  No. An invoice saved as a PDF, Word or Excel document does not contain the required encoding to be sent via the Peppol network.
  

  The only valid file type is an XML file following the UBL standard. To send or receive an invoice in this file format, you must use suitable accounting software or a Peppol mailbox such as the ones offered by Doccle and several banks.

• How do I create an e‑invoice?

  To create an e‑invoice, you must use an e‑invoicing tool. This tool ensures the correct encoding of your invoice.

  When creating your e‑invoice, you must include the following mandatory fields:

  • Invoice number
    
  • Invoice date
    
  • Name and address of the seller
    
  • VAT number of the seller
    
  • Name and address of the buyer
    
  • VAT number of the buyer
    
  • Description of the goods or services provided
    
  • Quantity of each product or service
    
  • Unit price of each product or service
    
  • Total amount of the invoice (excluding VAT)
    
  • VAT rate applied to each product or service Amount of VAT per VAT rate
    
  • Total amount of VAT
    
  • Payment term / due date of the invoice
    
  • IBAN number of the seller
• Is my association currently registered as VAT‑liable to the government?

  To check whether your association is registered as “Subject to VAT” with the government, look up your association in Intervat (the VAT portal of the FPS Finance) or in the Crossroads Bank for Enterprise.
  
  Keep in mind:

  • Intervat contains all details about your association’s VAT status.
    
  • In the Crossroads Bank for Enterprises, your association may be marked as “Subject to VAT” but still be exempt from VAT obligations. Double‑check in Intervat whether an exemption applies, or ask your association’s accountant about this.
• Which e‑invoicing or accounting software should I choose?

  There is a large market for invoicing and accounting software, and many providers offer a free or low‑cost entry version, which is ideal for associations and freelancers who only need to send or receive a limited number of invoices per month.

  View an overview of software packages that offer e-invoicing via Peppol.

• Where can I get a Peppol mailbox?

  If you do not use accounting software but still want to be able to send or receive e‑invoices, there are several affordable and accessible options.

  For example, Doccle (an ultra‑secure digital mailbox) recently introduced the possibility to send and receive e‑invoices. Read more information (freelancers and associations)

  In addition to Doccle, several banks also offer a Peppol mailbox in their customer portal to send and receive e‑invoices.

• Does my association carry out VAT‑liable activities.

  The VAT liability is determined based on the activities an organisation carries out (for example selling tickets, programmes, drinks, snacks, advertising space...) and not based on the organisation’s legal form (non‑profit, international non‑profit, foundation). Different VAT rates and exemptions may apply to these activities.

  Would you like more information about VAT liability and possible exemptions?

  • Visit the VAT page on the website of the FPS Finance.
  • Discuss this with your accountant or a VAT expert.