Fines of up to €5,000 for Non-Compliance with Belgium’s E-Invoicing Rules

On 8 July 2025, the Belgian government published a Royal Decree confirming the mandatory introduction of structured electronic invoicing for B2B transactions as of 1 January 2026. This makes Belgium one of the first countries to fully adopt the EU’s VAT in the Digital Age (ViDA) directive — and it comes with steep consequences for businesses that fail to comply.

⚠️ Why You Can’t Ignore This

Starting 1 January 2026, all Belgian VAT-registered businesses must issue and receive structured electronic invoices for domestic B2B transactions. These invoices must meet the European EN 16931 standard, using the Peppol BIS (UBL) format and transmitted via the Peppol network.

Even when using an alternative structured format, both parties must agree, and both systems must still be technically capable of processing Peppol BIS invoices. Traditional PDFs or scanned invoices will no longer be accepted as compliant.

💸 Fines Up to €5,000

The Royal Decree also introduces strict fines for non-compliance:

• €1,500 for the first offence
• €3,000 for the second offence
• €5,000 for each subsequent offence

A three-month grace period applies between infractions, but the message is clear: non-compliance will cost you.

🔍 Key Technical and Operational Requirements

• Standard Format: Peppol BIS (UBL); alternatives only if EN 16931 compliant and bilaterally agreed.
• Technical Readiness: Even with alternative formats, Peppol capability is mandatory.
• VAT Rounding: Must be applied at the total invoice level — not per line item.
• Looking Ahead: Peppol will also serve as the foundation for real-time VAT reporting from 2028.

🕒 The Clock Is Ticking

A common misconception over the past months has been:

“This will surely be delayed, right?”

No. The Royal Decree has been signed and published — there will be no extension. From 1 January 2026, every Belgian business subject to VAT must be fully compliant. That leaves around 170 days — or just two quarters — to get your systems and teams ready.

✅ What You Need to Do Today

• Ensure your invoicing and ERP systems are Peppol-ready
• Align your processes across finance, IT, and procurement
• Adapt to the new VAT rounding rules
• Prepare for cross-border interoperability and future e-reporting
• Communicate with clients and suppliers about new requirements

📍 Get Ahead at Belgium’s Largest Independent E-Invoicing Conference

If you want to fully understand the impact of this legislation — and how to turn compliance into competitive advantage — join us on 21 October 2025 at the E-Invoicing Conference.

📅 Date: 21 October 2025

📍 Location: HI Site – Grimbergen, Brussels

The E-Invoicing Conference is Belgium’s largest independent finance conference — bringing together over 200 finance, procurement, and IT professionals for a full day of insight, strategy, and connection. It’s where key decision-makers gather on the country’s largest finance knowledge square to shape the future of digital finance.

This is your opportunity to:

• Prepare for the January 2026 e-invoicing mandate
• Meet experts and peers facing the same challenges
• Discover cutting-edge tools and technologies
• Future-proof your financial operations

The Royal Decree is final. The deadline is real.

Now is the time to act — and the E-Invoicing Conference is the place to start.

Tickets are available now. Don’t miss your chance to be ready.