Starting in January 2026, a major transformation will affect the entire Belgian professional landscape: electronic invoicing becomes mandatory for all VAT-registered companies. It’s a necessary shift in an increasingly digital context — but one that requires proper preparation. Archives Conseil, expert in archiving and document management, is here to guide you through a smooth and successful transition.
Who Is Affected?
From that date onward, all VAT-liable companies will be required to send and receive invoices electronically, through the Peppol network, a secure platform recognized by European authorities.
Affected:
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Belgian companies subject to VAT.
Not affected:
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Private individuals,
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Companies not subject to VAT,
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Companies exempt under Article 44 of the VAT Code (e.g., cultural or social non-profits).
What Formats Are Accepted?
An electronic invoice is not just a PDF. To be compliant, it must use a structured format — such as XML or JSON — in line with the European standard EN16391. Traditional formats like Word, Excel, or PDF are no longer valid.
Why Should You Prepare Now?
Implementing a new invoicing system takes time:
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Software adaptation,
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Staff training,
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Compliance checks.
Failing to prepare could lead to delays, processing errors, or administrative penalties. It’s essential to begin your transition now, even if 2026 seems far off.
What About Small Businesses and Freelancers?
For freelancers and small businesses, this transition may represent a financial burden. Fortunately, two tax incentives are available:
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Investment deduction for digital tools,
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120% increased deduction for costs related to subscription-based invoicing systems.
These incentives allow you to invest now in reliable solutions, while enjoying fiscal benefits.
What Are the Benefits of E-Invoicing?
Beyond the legal obligation, e-invoicing offers many advantages:
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Fewer manual errors,
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Faster payment cycles and improved traceability,
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Increased security via a protected exchange network like Peppol,
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Centralized invoice management,
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Reduced physical storage needs thanks to digital archiving.
How Can Archives Conseil Support You?
As a specialist in document archiving and secure data management, Archives Conseil helps you set up a compliant, secure, and sustainable digital archiving system.
Switching to e-invoicing is more than a technical adjustment — it’s an opportunity to modernize your operations, ensure compliance, and boost efficiency.