PEPPOL: how does it work? The complete guide for Belgian businesses

What is PEPPOL?

PEPPOL (Pan-European Public Procurement OnLine) is an international network that enables businesses to exchange electronic commercial documents in a standardized and secure way. Think of it as a “digital postal network” for invoices: instead of sending an invoice by post or email, you send it via PEPPOL and it arrives directly in your recipient’s accounting system.

Created on the initiative of the European Commission, PEPPOL is now used in more than 40 countries worldwide, with particularly strong adoption in Europe, Australia and Singapore.

How does the PEPPOL network work?

The PEPPOL network is based on a simple 4-corner model:

The 4 actors

1. The sender — You, the business sending the invoice
2. The sender’s Access Point — Your PEPPOL service provider (e.g. DIGIPOSA)
3. The receiver’s Access Point — Your client’s PEPPOL service provider
4. The receiver — Your client who receives the invoice

The journey of an invoice

In practice, when you send an invoice via PEPPOL:

1. You create your invoice in your software (such as Digiposapp)
2. Your Access Point converts the invoice to UBL format (Universal Business Language)
3. The Access Point locates the recipient via the SMP (Service Metadata Publisher) — a PEPPOL directory
4. The invoice is transmitted in an encrypted manner to the recipient’s Access Point
5. The recipient receives the invoice directly in their system

This entire process happens in seconds, automatically and securely.

The UBL format: PEPPOL’s language

Unlike a PDF which is simply an “image” of an invoice, the UBL format (Universal Business Language) is a structured format. This means that every piece of invoice data (amount, VAT, date, client reference…) is encoded in a specific field.

The advantages are considerable:

• Zero manual entry — Data is automatically imported into accounting software
• Zero transcription errors — No more typos on amounts or VAT numbers
• Instant processing — Invoices can be automatically recorded
• Automatic validation — The format guarantees all mandatory information is present

The PEPPOL identifier: your address on the network

To send or receive invoices via PEPPOL, each business must have a PEPPOL identifier. In Belgium, this identifier is based on your VAT number (BCE enterprise number).

For example, if your VAT number is BE 0123.456.789, your PEPPOL identifier will be registered under that same number. It is through this identifier that other businesses can find you on the network and send you invoices.

What is an Access Point?

A PEPPOL Access Point is a certified provider that gives you access to the PEPPOL network. It’s the equivalent of an internet service provider, but for electronic invoices.

To be an Access Point, a provider must:

• Be certified by the PEPPOL authority (OpenPEPPOL)
• Comply with strict security standards
• Guarantee interoperability with all other Access Points on the network
• Ensure service availability

DIGIPOSA is a certified PEPPOL Access Point, which means you can send and receive invoices through our Digiposapp platform without needing an additional intermediary.

PEPPOL in Belgium: the legal framework

Belgium has adopted PEPPOL as the standard for electronic invoicing:

• Since 2024 — All invoices to public administrations (B2G) must go through PEPPOL
• From 2026 — Invoices between businesses (B2B) must also be in structured electronic format via PEPPOL

The FPS Finance and the Walloon, Flemish and Brussels regions already accept PEPPOL invoices. The upcoming B2B obligation will generalize the use of the network to all Belgian businesses.

How to connect to PEPPOL?

Connecting to PEPPOL is simpler than you might think:

Step 1: Choose an Access Point

Select a certified provider like DIGIPOSA that will give you access to the network.

Step 2: Register on the network

Your Access Point registers your VAT number in the PEPPOL directory (SMP). This procedure typically takes a few days.

Step 3: Start invoicing

Once registered, you can immediately start sending and receiving electronic invoices via PEPPOL.

With Digiposapp, these three steps are simplified to the maximum. We take care of the PEPPOL registration and you can start invoicing as soon as your account is activated.

The concrete benefits of PEPPOL

Benefit	Detail
Speed	Invoices delivered in seconds
Savings	No more printing, postage or manual entry costs
Security	Encrypted transmission, verified identity
Compliance	Automatic compliance with Belgian and European legal obligations
Interoperability	Compatible with all partners on the network, in 40+ countries
Archiving	Automatic and compliant invoice storage

Frequently asked questions

Is PEPPOL free?

Access to the PEPPOL network is through an Access Point, which typically charges a monthly subscription. At DIGIPOSA, pricing starts at EUR 17.80/month and includes sending and receiving invoices.

Can I still send PDFs by email?

Yes, PEPPOL does not prevent you from sending PDFs by email. However, from 2026, B2B invoices must be in structured format via PEPPOL.

Do my clients also need to be on PEPPOL?

To receive an invoice via PEPPOL, your client must be registered on the network. If they are not yet registered, the invoice can be sent through a traditional channel in the meantime.

Does PEPPOL work internationally?

Yes, PEPPOL is an international network. You can send invoices to businesses in more than 40 countries connected to the network.

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