Peppol invoicing: the invoice comes from the job, not a blank page.
Everything needed to invoice has already been entered on site: the hours, the materials, the customer, the applicable VAT treatment. Invoicing should be an action, not a second round of typing on a Sunday evening.
Invoicing happens at the weekend, from a pile of job sheets.
- Job sheets pile up and are processed in a block, weeks later.
- The VAT rate is picked at the moment of invoicing, often from memory.
- The mandatory reverse charge wording is copied from an old invoice, in its pre-2023 version.
- Maintenance contracts are invoiced by hand, one at a time, every year.
- Since 1 January 2026, a PDF invoice emailed across no longer does between VAT-registered businesses established in Belgium.
Namur · 12 March 2026
The VAT treatment follows the job, not somebody's memory.
The invoice carries the job across: the hours booked, the materials used, the customer and their status. The three cases a Belgian installer meets, namely 21%, 6% renovation and reverse charge between businesses, each carry the wording the regulation requires, in the version currently in force. Sending goes over Peppol to businesses and by email to private customers.
- One action from the work order; contracts are invoiced periodically with no re-entry
- 21%, 6% renovation and reverse charge, each with the matching legal wording
- Sequential numbering, structured payment reference, credit notes
- Sending over Peppol, in the format expected since 2026
- CSV and UBL export your accountant can open as-is
- Quotes that become planned jobs and then invoices, with nothing typed twice
What exists, and when
Instalvo is in development. The first release is targeted for early 2027, and pilot companies get access before that. Here is what is planned for it, and what comes after.
- Invoice from the work order, in one action
- Periodic invoicing of maintenance contracts
- 21%, 6% renovation and reverse charge with the required wording
- Sending over Peppol to businesses, by email to private customers
- Open invoices, due dates, credit notes, CSV and UBL export
- Quotes, turned into planned jobs and invoices
- Automatic bank matching on the structured payment reference
- Staged payment reminders
- Advances and invoicing in stages of completion
Common questions
Does Instalvo replace my accounting software?
No. Instalvo raises and sends sales invoices and tracks what has been paid; the accounts stay with your accountant. That is why the CSV and UBL export is in the first release and not in a later one.
What exactly has to be done for Peppol?
Since 1 January 2026, VAT-registered businesses established in Belgium have had to send each other structured electronic invoices for their business-to-business transactions, over the Peppol network. In practice that means being reachable on that network and issuing in the right format.
How is the right VAT rate chosen?
The treatment is carried by the customer and the job, not picked at the last moment: a VAT-registered business required to file periodic returns falls under the reverse charge, a private dwelling more than ten years old may fall under 6%, everything else is 21%. Instalvo proposes the matching treatment and writes the wording that goes with it. Checking that the conditions are actually met stays your responsibility.
What about my private customers?
The Peppol obligation covers business-to-business transactions. To a private customer the invoice goes out as a PDF by email, in their language, as before.
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