Peppol in Practice: E-Invoicing and Security

Peppol Ready

Peppol is not just a new tech trend. It’s a legal obligation for businesses in Belgium starting 2026. Every company issuing invoices to other companies (B2B) will have to switch to digital e-invoicing using the Peppol standard.

While the change is legally driven, Peppol is also a modern way to manage business admin — fast, secure, and stress-free. No more errors or document chaos.

But how does it actually work?

PDF vs. Peppol E-Invoice: Key Differences

At first glance, they may look similar — both include company details, invoice numbers, and amounts. But the difference between a PDF sent by email and an e-invoice sent through Peppol is significant.

Data Format
A PDF is just a visual file. Accounting software can’t always read it automatically. Someone has to open it, scan it, or retype the data.

A Peppol e-invoice uses the standardized XML/UBL format. It doesn’t need any manual handling — the data is instantly ready for processing.

Data Transmission
An email is just an inbox. Your invoice might get lost, go to spam, or be missed entirely.

Peppol sends data directly from system to system. For example, a cost invoice sent via Peppol lands straight in the “Costs” tab in eFaktura.nl — no need to upload it manually.

Delivery Accuracy
An email can be sent to the wrong address. A single typo, and your document goes nowhere.

Peppol requires both sender and receiver to be verified and registered. The system knows exactly where to deliver.

Trust and Security
Anyone can send a PDF. That means phishing, fake invoices, and spam.

Peppol verifies both sides of the transaction. You know the invoice came from a legit business, not an anonymous sender.

Why PDF and Email Won’t Be Enough in 2026

Starting in 2026, every B2B invoice in Belgium must be sent through the Peppol network. Sending PDF files by email will no longer be compliant.

If you continue sending invoices outside Peppol, your client may reject them. They won’t be able to book or deduct the VAT — which means problems for both sides. Tax authorities may also impose penalties from €1,500 up to €5,000.

Why isn’t PDF good enough anymore? It has no data structure, can’t be read automatically, and gives no guarantee of delivery. It’s like writing letters in a world of messaging apps.

Read more about legal e-invoicing requirements in Belgium here.

Secure Connections and Access Control

Before a company can use Peppol, it must go through a one-time verification process. This is handled by an external, certified Peppol partner — ensuring every participant is real and vetted.

You can complete this process directly from your eFaktura.nl account. It takes just a few minutes. All you need is your ID (passport, driving licence, or ID card) and your company registration data.

The data you submit is processed securely by the Peppol verifier. eFaktura.nl has no access to it. We simply provide the secure integration.

Think of Peppol as a highway for documents — fast, secure, and open only to verified vehicles. Once you’re verified, eFaktura.nl becomes your access point (on-ramp) to the network.

That means:

• Both sender and receiver are verified
• No fake invoices can be delivered
• You get full delivery confirmation and a traceable history

It’s like sending registered mail — but digital, instant, and more secure. Since Peppol doesn’t store documents, eFaktura.nl handles your invoice archive, giving you access, downloads, and insight for up to 10 years.

How E-Invoicing Works in Belgium

Let’s say you’re invoicing a construction company in Antwerp. Instead of emailing a PDF, you do it in the new standard, with the same ease:

• You create the invoice in eFaktura.nl as usual — quick and intuitive.
• The system generates the required UBL/XML file automatically.
• With one click, it’s sent via Peppol. Plus, eFaktura.nl sends an extra email to your client with the invoice as both PDF and XML attachments.
• The recipient gets the e-invoice directly in their accounting software — ready to book.

No printing, no manual sending, and no risk of spam.

The built-in file converter lets you preview each Peppol invoice, even if it’s a raw XML file.

Find out more about Peppol in eFaktura.nl HERE.

One Invoice, Done Right

E-invoices sent through Peppol can’t be edited or deleted. Once it’s sent, it becomes an official, locked document.

If there’s a mistake, the only valid correction is a credit note — which also needs to be sent through Peppol.

This standard enforces precision, but with automation in eFaktura.nl, the process remains fast and easy. Using pre-defined clients and product data reduces errors from the start.

Peppol Means Less Chaos, More Automation

Switching to Peppol is a step toward modern, automated company administration.

Faster Collaboration with Your Accountant
No need to retype invoices or copy-paste data. E-invoice files are ready for download and readable by most accounting tools. That means quicker tax returns and fewer errors.

Better Cost Tracking
Cost invoices received through Peppol go straight into your “Costs” tab in eFaktura.nl, complete with sender data and invoice summary. No more email hunting or manual uploads.

Security by Design
Peppol uses the same secure protocols as banks. All connections are encrypted. Both sender and receiver are verified through certified access points (like eFaktura.nl).

Remember: Peppol does not store your documents — your invoicing platform does. With eFaktura.nl, you always have full access, previews, and downloads.

Turn Compliance into an Advantage

The introduction of Peppol isn’t just a legal requirement. It’s a technical leap that raises the bar for how businesses manage admin.

Peppol simplifies document exchange, increases security, and reduces manual work. But to use it, you need the right tool — one that ensures compliance, comfort, and full integration with your accountant.

eFaktura.nl offers:

• Automatic Peppol integration after one-time identity verification
• Access without extra contracts or costs
• Clear invoice previews (including XML)
• Full transaction history and e-invoice reception
• Future-proof setup for reporting and digitisation (like automated VAT declarations)

It’s natural to have doubts about new systems. After all, this impacts your daily work.

But the sooner you explore how Peppol works, the easier it becomes. Over time, you’ll likely see it not as a burden, but as a tool that truly improves how you run your business.