How to receive electronic invoices via PEPPOL?

The hidden side of electronic invoicing: reception

When talking about electronic invoicing, we mostly think of issuing invoices. But automated reception of supplier invoices is just as important — even more so, as it often represents a larger volume for an SME.

With the 2026 B2B obligation, every Belgian business will receive electronic invoices in UBL format via PEPPOL. Are you ready to process them efficiently?

Why reception is crucial

Your suppliers will switch in 2026

From the entry into force of the B2B obligation, all your Belgian suppliers will send their invoices via PEPPOL. If you are not equipped to receive them, you risk:

• Missing invoices (so late payments, penalties)
• Having to manually re-enter data into your accounting
• Wasting time searching for invoices in different channels

Benefits of automated reception

• Centralise all your supplier invoices in one place
• Book automatically thanks to UBL structured data
• Archive legally without manual manipulation
• Approve via a digital workflow

How does reception via PEPPOL work?

The principle

When a supplier sends you an invoice via PEPPOL:

1. The invoice transits via the European PEPPOL network
2. It is delivered to your Access Point
3. Your Access Point places it in your electronic mailbox
4. You process it according to your usual accounting process

The received format

You receive a UBL file (structured XML) containing:

• Supplier data
• Invoice line details
• Net, VAT, gross amounts
• Payment terms
• References (purchase order, contract)

The 5 steps of automated reception

Step 1: PEPPOL registration

To receive invoices via PEPPOL, you must be registered on the network. Your Access Point (such as Digiposapp) handles this registration.

Step 2: Communication of your identifier to your suppliers

Once registered, share your PEPPOL identifier with your suppliers (usually your BCE number prefixed by the country code: 0208:0123456789 for Belgium).

Step 3: Receiving invoices

Your suppliers send their invoices. They arrive automatically in your Digiposapp mailbox without any action on your part.

Step 4: Processing and validation

In Digiposapp, you can:

• View the invoice in a readable format
• Verify amounts and references
• Approve the invoice (multi-level workflow possible)
• Annotate or reject if needed

Step 5: Booking and archiving

The invoice is:

• Exported to your accounting software (BOB50, Winbooks, etc.)
• Legally archived for 7 years
• Indexed for quick search

Pitfalls to avoid

1. Not checking duplicates

Without control, you could pay the same invoice twice. Configure automatic duplicate detection.

2. Ignoring non-compliant invoices

Set up automatic validation that checks mandatory mentions.

3. Forgetting pending invoices

Set up automatic notifications and clear validation workflows.

4. Mixing PEPPOL and email

Centralise everything in Digiposapp for a unique view.

Use case: complete automation

Scenario: An SME receives 200 supplier invoices per month.

Before PEPPOL:

• 30 minutes/day sorting emails and scanning paper invoices
• 2 days/month of accounting entry
• Average payment time: 28 days

With Digiposapp + PEPPOL:

• 5 minutes/day to validate new invoices
• Automatic booking in BOB50
• 0 entry errors
• Average payment time: 12 days
• Estimated saving: 25h/month

FAQ

How do I know if a supplier can send me via PEPPOL?

Ask them! Or check the PEPPOL register to see if they are registered.

What to do with invoices received by email during the transition?

Digiposapp offers a dedicated mailbox: forward received PDFs, they are automatically extracted.

Can I reject an invoice received via PEPPOL?

Yes. You can reject an invoice (with a reason) that is automatically sent back to the issuer via PEPPOL.

What is the reception time via PEPPOL?

Almost instantaneous: less than a minute between sending by the supplier and reception in your Digiposapp mailbox.

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Get ready now to receive invoices via PEPPOL with Digiposapp.

Try Digiposapp →