How to switch from paper invoices to e-invoicing in 5 steps
You have been working with paper invoices or a simple spreadsheet for years. Now you need to switch to e-invoicing via Peppol. It sounds more complicated than it is. Here is a step-by-step approach to make the transition as smooth as possible.
Step 1: Choose the right software
The first and most important thing to do is choose Peppol-compatible invoicing software. Make sure the software:
- Is connected to the Peppol network
- Supports Belgian VAT rules
- Works with your accountant's bookkeeping software
- Is simple enough that you will actually use it every day
You do not need to choose the most expensive or feature-rich tool. For most self-employed professionals, a simple, affordable package is more than sufficient.
Step 2: Create your account and register on Peppol
When you create an account in Peppol-compatible software, you are automatically registered on the Peppol network based on your CBE number (Crossroads Bank for Enterprises). You do not need to do anything yourself with the government or visit a separate counter.
As soon as you are registered, you are reachable on Peppol — both for sending and receiving invoices.
Step 3: Enter your clients and products
Take the time to enter your most frequently used clients and products or services into the software. Most tools allow you to import this from an Excel or CSV file, so you do not have to type everything in manually.
Once your clients and products have been entered, you can create an invoice in just a few clicks.
Step 4: Send your first e-invoice
Create a test invoice — for example to yourself or a friendly business that is also on Peppol — and send it via Peppol. This way you can check that everything works correctly before you send real invoices.
Also verify that you receive incoming Peppol invoices correctly. You could ask a supplier to send you a test invoice.
Step 5: Inform your clients
Send a short message to your regular clients letting them know that you will be invoicing via Peppol from now on. You do not need to get technical — something simple like "From now on you will receive my invoices digitally via the Peppol network. They will arrive automatically in your accounting software" is perfectly sufficient.
Clients who are not yet on Peppol will continue to receive invoices by e-mail for the time being. Good invoicing software handles this fallback automatically.
What about your old invoices?
You do not need to migrate or resend old invoices. The obligation applies to invoices issued from 1 January 2026 onwards. Everything before that date remains as it was.
That said, it is advisable to store your old invoices digitally so you can retrieve them quickly in the event of an audit. The statutory retention period for invoices in Belgium is 7 years.
How long does the switch take?
If you choose the right software, the switch is a matter of one afternoon. Create an account, enter your clients, send your first invoice — that is it. The technical complexity is in the software, not with you.
Start free with Cleero and send your first Peppol invoice today.