Overview
Belgium is implementing mandatory electronic invoicing (e-invoicing) as part of its digital transformation initiative. This regulatory change will impact how businesses send and receive invoices, requiring compliance with specific formats and processes through the Peppol network.
⚠️ We are currently finishing the implementation of this features.
You'll be able to registrer Spendesk as your Peppol Access Point and create your Participant ID soon.
We will open a Beta for every Belgium customers that is asking to join it , starting the 2nd of December 2025. If you want to join the Beta, ask to your Customer Success Manager or your Account Manager to be put on the waiting-list.
Invoice Lifecycle for Belgium E-Invoicing
When you receive an e-invoice through Peppol in Spendesk, it will go through the following statuses:
Received (AB) - The invoice arrives via the Peppol network and is automatically imported into Spendesk
Accepted (AP) - The invoice has been approved and is ready for payment processing
Rejected (RE) - The invoice has been rejected, supplier will need to provide a new e-invoice
Required Formats and Spendesk Support
Formats Required by Belgian Law:
Spendesk is already supporting XML format for e-invoice, you can test it by uploading any XML invoice when creating an Invoice Request, Spendesk will upload, parse and display a PDF format of your invoice.
UBL (Universal Business Language) - XML-based format for structured invoices
CII , FacturX
Peppol BIS Billing 3.0 - The standardized Peppol invoice format based on European Norm (EN) 16931
What This Means in Spendesk:
Structured Data Import - Invoices received via Peppol will automatically populate all relevant fields (supplier information, amounts, VAT, line items) in Spendesk
Automatic Validation - Invoice data will be validated against Belgian regulatory requirements
Digital Archive - All e-invoices will be stored in their original structured format for audit compliance
Peppol Identifier - Invoices received through Peppol will be marked with a Peppol logo for easy identification
Credit Note Support - Credit notes received via Peppol will be processed as Spendesk Credit Note that need to be link to an existing Spendesk Invoice
What Spendesk Will Support:
✓ Receiving UBL,CII or FacturX and Peppol BIS Billing 3.0 format invoices
✓ Automatic data extraction and validation
✓ Integration with your existing approval workflows
✓ Compliant archiving of structured e-invoices and credit notes
✓ Real-time notifications when Peppol invoices are received
Spendesk Payment Methods Impacted
💡 Our approach is to embed e-invoicing in your current Spendesk Product Flows, you'll not need to change your current configuration, once Belgium e-invoicing activated the flow will be ready to capture your e-invoices and update the status with Peppol Network.
The following Spendesk payment methods will be affected by Belgium e-invoicing regulations:
📄 Invoices (Supplier Invoices)
Primary payment method for receiving and processing Peppol e-invoices
Invoices received via Peppol will be automatically created in Spendesk Inbox
All structured data will be pre-filled (thanks to structured regulatory format), reducing manual entry → OCR will be replaced for this format
Paid via wire transfer or direct debit
💳 Virtual Cards - Single-Use (B2B Transactions)
Impact:
When you pay a B2B supplier using a Spendesk single-use virtual card, the supplier may subsequently send a formal e-invoice through Peppol
Spendesk will automatically attempt to match the Peppol e-invoice with the existing virtual card transaction OR you’ll be able to link it to an existing card payment as a card receipt
This creates a complete record linking the payment and the regulatory-compliant invoice
How It Works:
Employee uses a single-use virtual card to pay a supplier
Supplier sends an e-invoice through Peppol (as required by Belgian law)
Spendesk automatically matches the e-invoice to the card transaction based on amount, supplier, and date OR user links it to an existing card payment as a card receipt
The Peppol invoice becomes the official document for accounting and compliance
Both the transaction and structured e-invoice are archived together
Note: Some suppliers may send the Peppol invoice before or after the card payment is processed. Spendesk's matching algorithm will handle both scenarios.
💳 Virtual Cards - Recurring (Subscription Payments for B2B)
Impact:
For recurring B2B subscriptions paid via virtual card (e.g., software subscriptions), suppliers will send e-invoices through Peppol for each billing period
Each Peppol invoice will be automatically matched with the corresponding recurring virtual card charge
How It Works:
Recurring virtual card payment is processed (e.g., monthly SaaS subscription)
Supplier sends monthly e-invoice via Peppol
Spendesk matches the e-invoice to the recurring payment based on subscription details
Each month's payment is linked to its corresponding compliant e-invoice
Complete audit trail maintained for all recurring transactions
Benefits:
Automatic compliance for recurring B2B expenses
No manual intervention needed for monthly/annual subscriptions
Clear linkage between payment and regulatory invoice
💰 Reimbursements / Expense Claims (B2B Invoices Already Paid by Employee)
Impact:
When an employee pays for a B2B expense out-of-pocket and later receives a Peppol e-invoice, Spendesk will link the reimbursement to the structured invoice
This ensures compliance even when employees make advance payments
How It Works:
Scenario 1: Employee Pays First, Invoice Arrives Later
Employee pays a B2B supplier with personal funds (e.g., conference registration, business travel)
Employee submits a reimbursement request in Spendesk with proof of payment
Supplier sends e-invoice through Peppol to your company
Spendesk matches the Peppol invoice to the existing reimbursement request
The reimbursement is linked to the compliant e-invoice for accounting purposes
Employee is reimbursed, and the proper e-invoice is archived
Scenario 2: Invoice Received Before Reimbursement Submitted
Supplier sends e-invoice through Peppol
Invoice appears in Spendesk as pending
Employee submits reimbursement request with proof of payment
Admin or employee links the reimbursement to the existing Peppol invoice
Reimbursement is processed with full compliance
Important Considerations:
Employees should reference the supplier's Peppol ID or invoice number when submitting reimbursements for B2B expenses
For recurring reimbursements (e.g., monthly parking, business travel subscriptions), each Peppol invoice will be matched to the corresponding reimbursement
The Peppol e-invoice serves as the official document for tax and accounting, while the employee's receipt serves as proof of payment
🧾 Credit Notes
Impact:
Credit notes (negative invoices) for refunds, corrections, or cancellations will also be received through Peppol
Spendesk will process credit notes as negative amounts linked to the original invoice
How It Works:
Supplier issues a credit note via Peppol (e.g., for returned goods, pricing corrections, or invoice cancellations)
Credit note arrives in Spendesk with the right e-invoice type
Spendesk automatically links the credit note to the original invoice when applicable
The credit note can be link to an existing invoice and reduces your payables
Both original invoice and credit note are archived for compliance