Receiving an invoice through Peppol and then retyping its details leaves useful automation potential unused. The operational question is what happens after receipt: identification, comparison, approval and processing. An ERP connection can support the handover, but substantive checks remain necessary.
What is the Belgian context?
Since 1 January 2026, structured electronic invoicing applies to many transactions between Belgian VAT-liable businesses. An emailed PDF is insufficient within that scope. Exceptions and specific situations exist. Confirm the current applicability with your accountant and the official e-factuur.belgium.be guidance. This article concerns process design, not tax or legal advice.
Map the incoming invoice route
Decide where invoices arrive and how they are linked to a supplier, purchase order or project. Assign responsibility for discrepancies. A structured format makes information readable by software; it does not prove that a service was delivered correctly or that payment is authorised.
Illustrative scenario: a construction company receives an invoice with a purchase reference. The workflow finds the associated project and prepares it for review by its owner. A missing reference creates a task, not silent approval.
Agree on the checks
- Identification of the supplier and administration.
- Detection of an invoice received more than once.
- Comparison with purchase orders or project details.
- Handling credit notes and differing amounts.
- Visibility of approval and booking status.
Investigate your existing software combination
Check what your accounting package and Peppol provider already support. An existing connector may be enough. Additional development makes sense only when the missing step is clear. Ask about test facilities, available statuses, errors and recurring charges.
Assign responsibility for supplier changes and for finding invoices when an integration temporarily fails. Retain the right records under arrangements confirmed by your accountant. Do not assume digital transmission automatically provides adequate archiving.
Discuss ERP and Peppol integrations or read about recovering failed workflows. Official source: who falls within mandatory e-invoicing.
Practical guidance by Codewera. Examples are illustrative; the right solution and investment depend on your situation.