General Questions
Q: Is Peppol registration mandatory for my business?
A: Yes, Belgium is making e-invoicing mandatory for B2B and B2G transactions. All businesses operating in Belgium will need to be registered on the Peppol network according to the timeline set by Belgian authorities (1st of January 2026 for Invoice Reception for every Belgium companies).
Q: When does the mandatory e-invoicing requirement start in Belgium?
A: The implementation is being rolled out in phases. Check with Belgian authorities (FPS Finance) for the specific deadline applicable to your business category. For invoice reception, most of belgium entities need to be ready to receive e-invoice on the 1st of January 2026.
Q: Will I still be able to receive paper or PDF invoices?
A: During the transition period, you may continue to receive traditional invoices. However, as the mandate progresses, more suppliers will transition to sending e-invoices through Peppol.
Peppol Registration
Q: How long does Peppol registration take?
A: Once you submit your registration through Spendesk, activation typically takes 2-5 business days, depending on KYC verification requirements.
Q: What is my Peppol Participant ID?
A: Your Peppol Participant ID is typically your Belgian enterprise number prefixed with "BE" (e.g., BE1017430624). This is the identifier suppliers will use to send you e-invoices.
Q: Can I have multiple Peppol registrations for different subsidiaries?
A: Each legal entity with a unique Belgian enterprise number needs its own Peppol registration. Contact your Spendesk Customer Success Manager to set up multiple entities.
Q: I already have a Peppol registration with another provider. What should I do?
A: You'll need to deregister from your current provider before registering with Spendesk. See the "Switching Providers" section above for detailed steps.
Invoice Processing
Q: Will my existing approval workflows still work with Peppol invoices?
A: Yes! Peppol invoices will follow your existing Spendesk approval workflows. The only difference is that the data will be pre-filled automatically from the structured required format (xml).
Q: What happens if a Peppol invoice has errors or incorrect information?
A: You can reject the invoice through Spendesk, just like any other invoice. You’ll need to notify your supplier and ask him to send back a new e-invoice.
Q: Can I still manually upload invoices?
A: Absolutely. Peppol reception is an additional channel for receiving invoices. You can continue to manually upload PDF invoices as needed.
Q: How do I know if an invoice came through Peppol?
A: Invoices received via Peppol will be marked with a Peppol logo 🔷 in Spendesk, making them easy to identify.
Q: Will Peppol invoices automatically match with purchase orders?
A: Yes, if you've created a purchase order in Spendesk , Spendesk will automatically attempt to match them (looking for a PO number entered by the supplier or thanks our intelligent matching algorithm).
Virtual Cards & Payment Matching
Q: What happens when I pay with a virtual card and then receive a Peppol invoice?
A: The first version will let you classify this e-invoice has “marked as Card Payment Receipt”. With the second version, planned in H1 2026, Spendesk will automatically match the Peppol e-invoice to your virtual card transaction based on amount, supplier, and transaction date. Both records will be linked together for complete compliance and audit trail.
Q: Can a Peppol invoice arrive before my virtual card payment is processed?
A: Yes, timing can vary. Set your e-invoice status to “marked as Card Payment Receipt” and attach it to the existing card payment when the card payment appears in Spendesk.
Q: What if the Peppol invoice amount doesn't exactly match my virtual card payment?
A: This can happen due to currency conversion, tips, or additional fees. Spendesk will flag these for manual review, and you can manually link them if they represent the same transaction.
Q: How does this work for recurring subscriptions paid by virtual card?
A: With the first version, it will work the same way the first version handle single-use card payment. With the second version, for recurring B2B payments (like software subscriptions), each monthly charge will be automatically matched to the corresponding monthly Peppol invoice from your supplier. This creates a complete compliance record for each billing period.
Q: Do single-use virtual cards need special configuration for Peppol matching?
A: No configuration needed.
Reimbursements & Out-of-Pocket Expenses
Q: An employee paid for a B2B expense out-of-pocket. How does this work with Peppol?
A: When the supplier sends a Peppol invoice to your company, tihs e-invoice will appear in your inbox and employee will be able to create a reimbursement request link to this e-invoice. Spendesk will link it to the employee's reimbursement request. The employee gets reimbursed, and your company maintains the compliant e-invoice for accounting and tax purposes.
Q: Should employees wait for the Peppol invoice before submitting a reimbursement?
A: No, employees can submit reimbursements immediately with their proof of payment (receipt, bank statement). Spendesk will allow to match the Peppol invoice when it arrives, or admins can manually link them.
Q: What information should employees include when submitting reimbursements for B2B expenses?
A: Employees should include:
Supplier name and VAT number (if available)
Invoice number or reference
Transaction date and amount
Proof of payment (receipt, bank statement)
Any Peppol-related information from the supplier
This helps Spendesk automatically match the reimbursement with the incoming Peppol invoice.
Q: What if an employee is reimbursed before the Peppol invoice arrives?
A: That's fine. The reimbursement can be processed immediately. When the Peppol invoice arrives later, it will be matched to the reimbursement record, ensuring compliance without delaying employee payments.
Q: Can employees see if their reimbursement has been matched to a Peppol invoice?
A: Yes, once matched, the reimbursement will show a Peppol indicator 🔷 and employees can view the linked e-invoice in their transaction details.
Credit Notes & Corrections
Q: How are credit notes handled in Spendesk?
A: Credit notes received via Peppol are processed as Spendesk credit note. They automatically reduce your payables and are linked to the original invoice when applicable.
Q: Can I request a credit note through Spendesk?
A: You can communicate with your supplier about issuing a credit note, but the credit note must be sent by the supplier through the Peppol network to be compliant with Belgian regulations.
Q: How long does it take to receive a credit note via Peppol?
A: Credit notes arrive instantly through the Peppol network, just like regular invoices. Processing time depends on when your supplier issues the credit note.
Q: Will credit notes affect my accounting integration?
A: Yes, credit notes sync to your accounting system through your existing Spendesk integration as negative amounts, properly reducing your accounts payable.
Technical & Integration
Q: Do I need to change my accounting integration?
A: No changes are required. Peppol invoices will sync to your accounting system (Exact Online, Netsuite, etc.) through your existing Spendesk integration.
Q: What invoice formats does Spendesk support?
A: Spendesk supports UBL, Factur-X and CII and Peppol BIS Billing 3.0 formats, which are compliant with Belgian and European e-invoicing standards.
Q: Is my data secure when receiving invoices through Peppol?
A: Yes, the Peppol network uses secure, encrypted channels for invoice transmission. Spendesk maintains SOC 2 Type II and ISO 27001 certifications for data security.
Q: Can I export Peppol invoices in their original format?
A: Yes, the original structured invoice file (UBL/XML) is stored in Spendesk and can be exported for audit or compliance purposes.
Supplier Management
Q: How do my suppliers know my Peppol ID?
A: Share your Peppol Participant ID (your BE enterprise number) with your suppliers. They'll use this to send e-invoices to you through their Peppol-enabled system.
Q: What if my supplier isn't on Peppol yet?
A: During the transition period, you can continue to receive invoices through traditional methods (email, PDF upload). Encourage your suppliers to register on Peppol to benefit from automated processing.
Q: Can I receive invoices from international suppliers via Peppol?
A: Yes! Peppol is a pan-European network. Suppliers from any country with Peppol registration can send you e-invoices.
Compliance & Archiving
Q: How long are Peppol invoices stored in Spendesk?
A: Spendesk stores all invoices in compliance with Belgian legal requirements (minimum 7 years). Both the structured data and original XML files are archived.
Q: Will I be compliant with Belgian e-invoicing regulations if I use Spendesk?
A: Yes, Spendesk's Peppol integration is designed to meet Belgian and European e-invoicing compliance requirements, including proper archiving and audit trails.
Q: Can I get audit reports for Peppol invoices?
A: Yes, all Peppol invoices are included in Spendesk's standard reporting and can be filtered for audit purposes.
Q: Are virtual card transactions with matched Peppol invoices compliant for VAT reporting?
A: Yes, when a virtual card transaction is matched with a Peppol e-invoice, you have both the payment proof and the regulatory-compliant structured invoice, meeting all requirements for VAT reporting and deduction.
Still Have Questions?
If you have additional questions about Belgium e-invoicing or Peppol integration in Spendesk, please contact your Customer Success Manager or reach out to Spendesk support.