If you’re a business manager, your accountant will no doubt have informed you of the new invoicing regulations.
From January 1, 2026, all Belgian VAT-registered companies will have to issue and receive compliant electronic invoices via recognized platforms, Peppol. This obligation only applies to business-to-business (B2B) transactions. Invoices to private individuals (B2C), on the other hand, will not be required to use the standardized electronic format.
Electronic invoicing is already a reality for public procurement: since 2024, any invoice sent to a public company for an amount in excess of €3,000 must be issued in Peppol format.
Exceptions to the electronic invoicing obligation
Some companies are not affected by this new rule, including :
- Bankrupt companies: A company declared bankrupt is not obliged to issue electronic invoices.
- Foreign companies with no fixed establishment in Belgium: g. a Polish company selling equipment in Belgium but with no physical presence.
- Companies under the flat-rate VAT regime: Such as small shops, hotels, restaurants and bakeries are not subject to this obligation until 2028.
- Companies carrying out VAT-exempt operations only: They do not have to issue electronic invoices.
Frequently asked questions
What happens if one of the companies concerned is not registered on Peppol?
If one of the parties is not registered on Peppol, the issuer will have to send the invoice by another means, such as e-mail or post. However, the precise regulations governing these alternatives have yet to be clarified.
What to do in the event of a technical breakdown?
Legally, in the event of force majeure (e.g. a Peppol breakdown), Belgium allows for temporary tolerance. It is advisable to keep proof of attempted transmission (screenshots, computer logs). In the event of a prolonged breakdown, the paper version may be used as a last resort.
What if your accounting software isn’t Peppol-compatible?
We strongly advise you to test your system’s compatibility before 2026 to avoid delays or administrative errors. Here are a few programs already compatible with Peppol :
- Exact Online
- Winbooks
- Sage
- Atepi
We recommend that you contact their technical support team to check compatibility and any necessary updates.
How can Xerox help you make the most of this transition?
Xerox Accounts Payable Automation – The intelligent invoice assistant
Receive, process and file invoices effortlessly
Imagine: Your company receives dozens (or even hundreds) of invoices every month. Usually, you have to open them one by one, check if they’re correct, file them, and share them with the accountant. It’s time-consuming, tedious and error-prone!
With Xerox Accounts Payable Automation :
- The software automatically retrieves all invoices, whether they arrive by email, PDF or via the Peppol network.
- It checks that everything is correct: is the amount correct? Is VAT calculated correctly?
- He validates the invoices with the right people, without any paperwork or wasted time.
- Once processed, they are archived and booked directly into the accounting software (SAP, Sage, Odoo, etc.).
The result? No more chasing invoices, trying to find out who has to validate them, or wasting time on data entry errors!
Xerox DocuShare – The super digital safe for all your accounting documents
All invoices and important documents neatly arranged and easily accessible
Imagine: You’ve got a ton of accounting documents, invoices and receipts. When you need to find one, it’s a total nightmare. You search everywhere, rummaging through e-mails, filing cabinets or poorly organized digital folders…
With Xerox DocuShare :
- All documents are stored in a single digital space.
- Each invoice is easy to find thanks to an intelligent search engine (just type in the supplier’s name or the date, and you’ll find it in 2 seconds!)
- Accountants and customers can access documents without sending 50 emails – everyone has their own secure space.
The result? No need to search for a document for hours on end, everything’s neat and tidy. A real time-saver!
Xerox Workflow Central – Your ally for compliant invoices
Secure, convert and validate your invoices effortlessly
Imagine you send an electronic invoice to a customer or your accountant, but it’s not in the right format and risks being rejected. Worse still, if it contains errors or is not properly protected, it could be intercepted or altered fraudulently. The result? Payment delays and administrative complications.
With Xerox Workflow Central :
- All your invoices are automatically converted into a 100% tax-compliant format (e.g. UBL). No need to worry about technical requirements!
- You can add an electronic signature to validate your documents remotely, without having to print or scan anything.
- Exchanges are totally secure thanks to encryption and rigorous access controls: no one can consult or modify a document without authorization.
The result? You gain peace of mind, avoid compliance errors and reduce the risk of fraud and late payment. Everything is automated and compliant with the law!
Conclusion
By 2026, electronic invoicing will be a mandatory requirement for Belgian companies. Although it represents a challenge, it also offers advantages in terms of productivity, security and optimization of accounting processes.
Xerox offers intelligent solutions to help you anticipate change rather than undergo it.
What sets Xerox apart from its competitors?
Xerox stands out for its comprehensive, integrated approach, combining high-performance professional printers with intelligent software to automate document management and financial flows. Unlike other market players who focus solely on digitalization, Xerox offers a hybrid approach: both physical and digital, adapted to the real needs of businesses.
A complete ecosystem: printers + software
Where some competitors focus solely on the cloud and dematerialization, Xerox goes further by integrating the entire document management cycle:
✅ Intelligent printers and MFPs like the Xerox PrimeLink C8200 Series or VersaLink C7100 Series, capable of handling advanced printing and scanning of invoices and financial documents.
✅ On-board software that automates document capture, classification and archiving directly from the printer.
Result: Hybrid management that enables both paper documents and Peppol electronic invoices to be processed, with no break in the process.
Intelligent printing and scanning for electronic invoicing
Even if electronic invoicing becomes mandatory, many companies still have to manage a mixed flow (paper and digital). With Xerox :
✅ Scan and automatically convert paper invoices into Peppol-compliant electronic format with Xerox Workflow Central.
✅ Intelligent data recognition (advanced OCR) to automatically extract key information and incorporate it into your accounting software.
✅ Secure printing and scanning via Xerox Secure Print and Xerox Content Hub, ensuring compliance and confidentiality of financial documents.
The result: Considerable time savings and improved organization on the road to total dematerialization.
Printers designed for advanced document management
Xerox not only offers digital approaches, but also incorporates its software directly into high-performance equipment:
✅ Connected multifunction printers that send invoices directly to Peppol, ERP systems such as SAP, Sage, Odoo, or cloud storage platforms.
✅ Built-in document management features to automatically and effortlessly sort, archive and store documents.
✅ Lower printing costs thanks to document workflow optimization solutions and long-life consumables.
The result: A robust infrastructure that makes it easier to track invoices while lowering operating costs.
Why choose Xerox?
Where 100% digital software requires a brutal transformation, Xerox supports firms with a phased approach that integrates paper, digital and automation into a single ecosystem. With intelligent printers coupled with advanced software, Xerox offers turnkey problem-solving to manage the transition to electronic invoicing without disrupting existing processes.
Xerox is the perfect combination of hardware and software for smooth, efficient document management that complies with new tax obligations.
How does Xerox help companies make the transition to electronic invoicing?
Xerox supports companies in their transition to electronic invoicing by offering hybrid approaches combining printing, digitization and document workflow automation. Rather than imposing a radical transformation, Xerox enables a gradual adaptation thanks to tools that simplify document management, whether paper or digital.
1. Automatic invoice capture and conversion
Electronic invoicing requires standardized formats: Peppol. With Xerox Workflow Central, you can :
✅ Scan and automatically convert paper invoices into compliant electronic formats (UBL, XML).
✅ Extract key data (amounts, VAT, dates, suppliers) with advanced OCR and incorporate them directly into their accounting software (SAP, Sage, Odoo).
✅ Automate approvals by sending invoices to the right departments without manual handling.
Result: A smooth changeover with no disruption to the processing of existing invoices.
2. Seamless integration with accounting and ERP systems
Xerox offers printing and document management solutions compatible with leading ERP and accounting software.
✅ Xerox VersaLink and AltaLink multifunction printers can send documents directly to Peppol, SAP or Sage.
✅ Xerox DocuShare ensures intelligent archiving of electronic invoices, guaranteeing traceability and access to all documents.
✅ Xerox Accounts Payable Automation automates payment tracking and reduces the risk of accounting errors.
Result: Improved performance in managing financial flows and full compliance with new legal regulations.
3. Document security and compliance
Switching to electronic invoicing means increased security and compliance requirements. With Xerox :
✅ All invoices are protected by encryption and authentication solutions.
✅ Sensitive printing is secured with Xerox Secure Print, preventing unauthorized access to accounting documents.
✅ The processes comply with tax standards and Peppol regulations, reducing the risk of sanctions.
Result: Change without compromise on data protection.
Why choose Xerox for this transition?
Unlike 100% digital solutions that require a complete overhaul of processes, Xerox allows you to adapt at your own pace by combining physical and digital tools. Our printers and software incorporate easily into existing systems, ensuring smooth changeover without operational disruption or administrative overload, and we include a support service.
Xerox simplifies e-invoicing by combining flexibility, automation and compliance for stress-free adoption!
How is Xerox helping to digitalize business processes?
Xerox supports companies in their digital transformation by offering solutions that automate and optimize the management of administrative documents. Thanks to a combination of intelligent printers and advanced software, Xerox simplifies the transition from paper to digital, while guaranteeing seamless integration with existing systems.
1. Dematerialization and intelligent document capture
Many organizations still juggle paper and digital documents. With Xerox :
✅ Xerox VersaLink and AltaLink multifunction printers automatically scan, convert and archive paper documents into digital files.
✅ Xerox Workflow Central transforms files into editable, compliant formats (PDF, Word, XML).
✅ Intelligent OCR extracts important data (dates, amounts, references) for direct integration into accounting or ERP software.
The result: Less manual input, fewer errors and instant access to documents.
2. Workflow automation and document management
Administrative processes are often time-consuming and error-prone. Xerox offers solutions that structure and automverste these tasks:
✅ Xerox DocuShare centralizes all administrative documents in an encrypted digital space that’s just a few clicks away.
✅ Xerox Accounts Payable Automation speeds up invoice processing by automatically validating invoices and sending them to accounting software.
✅ Automated workflows ensure that documents follow the correct validation circuit without the risk of being lost or forgotten.
Result: Considerable time savings and improved document traceability.
3. Digital document security and compliance
With digitalization, data security is becoming a major issue. Xerox integrates advanced solutions to protect sensitive information:
✅ Encryption and authentication for document access.
✅ Xerox Secure Print prevents the printing of confidential documents without user identification.
✅ Regulatory-compliant archiving (RGPD, Peppol) to guarantee the legality of digital documents.
Result: Digitization without compromising on compliance.
Why choose Xerox to digitalize your processes?
Unlike 100% digital solutions that require radical change, Xerox offers a gradual transition, integrating physical and digital tools tailored to business needs. Whether dematerializing, automating or securing, Xerox offers a flexible and scalable approach, guaranteeing a rapid return on investment and simplified administrative management.
Xerox transforms your administrative processes by combining performance, security and simplicity!
