Sending E-Invoices via Peppol in Equicty: Your Complete 2026 Guide

As we move through 2026, Belgian e-invoicing legislation requires B2B invoices to be sent through the Peppol network. With Equicty’s Peppol integration in Equstable, you can send legally compliant e-invoices directly from your account.

This guide will walk you through everything you need to know about sending Peppol invoices efficiently and correctly.

Why Peppol E-Invoicing Matters

Belgian legislation mandates that B2B invoices must be sent through the Peppol network. Traditional PDF or email invoices no longer meet legal requirements for domestic business transactions.

With Equicty’s Peppol integration, you can:

• Send legally compliant e-invoices
• Ensure secure, structured delivery to your customer’s system
• Reduce manual errors and invoice disputes
• Track invoice delivery and response status directly in Equstable

Once enabled, Peppol becomes a seamless part of your invoicing workflow.

Before You Begin: Enabling Peppol

To send invoices via Peppol, you must first enable Peppol in your Equicty Equstable account. You can send invoices from multiple tools if you wish, but receiving via Peppol can only be configured in one tool at a time.

How to Send an E-Invoice via Peppol

Sending a Peppol invoice in Equstable is straightforward:

1. Go to the main Invoicing module → Invoices section
2. Open the invoice you want to send
3. Make sure the invoice is booked (finalized)
4. Click Send
5. Select Send via Peppol network

Equicty automatically converts your invoice into the required UBL e-invoice format, validates it, and sends it securely through the Peppol network.

Requirements for Sending a Peppol Invoice

Before sending, ensure these conditions are met:

• The invoice belongs to a Belgian company entity in your Equstable account with Peppol enabled
• Your customer must be a Belgian company
• The customer must have a valid VAT or company number on their contact or company page
• The customer must be registered on the Peppol network

If your customer is not yet registered on Peppol, Equstable will automatically search the Peppol database and notify you. You can still send the invoice by email or post instead.

Adding Attachments to Peppol Invoices

When sending an invoice via Peppol, the PDF version of the invoice is attached by default. You can add additional files via Add attachments.

Supported file types and limits:

• Maximum of 4 attachments in total (including the invoice PDF)
• Maximum total file size: 100 MB
• Supported formats: PDF, PNG, JPG, XLSX, CSV

All files are bundled into one UBL file that is sent through Peppol. After sending, you can download the UBL file.

Important Rules to Remember

To avoid issues, keep these key points in mind:

• A Peppol invoice can only be sent once. Resending it would create a duplicate invoice for the customer.
• Need to send a reminder? Send a reminder email mentioning that the original invoice was already sent via Peppol and attach the PDF.
• Made a mistake on the invoice? Create a credit note and send it via Peppol as well.
• Bulk sending via Peppol is currently not yet available in Equstable.

Tracking Your Peppol Invoice Status

After sending, you can track the Peppol status of your invoice in Equstable. If you have also enabled Peppol for receiving e-invoices, you will receive status updates and responses from your customer.

Possible Peppol statuses:

• Sending
• Sent
• Sending failed
• Accepted
• Rejected
• Annotated
• Paid

These statuses are determined by your customer. Note: “Paid” does not mean that Peppol or Equstable has confirmed or verified the payment—it simply means the customer’s system marked the invoice as paid.

You can view the Peppol status via:

• The invoice detail page (showing Peppol status and any customer message)
• The invoice overview table, where you can add the Peppol status column via the settings icon
• The Notes section of your invoice preview page (status changes are logged here)

Understanding Peppol and Accounting Software

Sending an invoice via Peppol means the invoice is officially and digitally delivered to your customer via the Peppol network. However, Peppol does not automatically forward your invoices to your accounting software.

The Peppol network is designed for the secure and legally compliant exchange of e-invoices between sender and receiver, not for processing or recording invoices in your accounting system.

Would you like your accountant to receive invoices automatically?

In Equicty Equstable, you can configure a unique email address provided by your accountant or autoscan service. With each send action, a copy of the invoice will automatically be sent to this address, allowing your accountant to import the invoice directly into their system.

Sending E-Invoices Within Europe

Belgian legislation requires B2B companies to issue invoices through Peppol. But what about other countries?

• B2G invoices (to Belgian public entities) must also be sent through Peppol. This can be done directly within Equstable, without the need for manual uploads to government portals.
• For other countries, invoices can still be sent by email.
• Only Belgian companies are required to send invoices via Peppol to Belgian businesses. Foreign companies (e.g., from the Netherlands, France, Germany) may send invoices to Belgian customers by email.

Troubleshooting: E-Invoice Sent But Not Received

If your customer did not receive the invoice, check the following:

• Is the correct VAT or company number entered?
• Is the customer registered on Peppol?
• Has the invoice been booked and sent correctly?

Final Thoughts

With Peppol e-invoicing now mandatory for Belgian B2B transactions, using it correctly is essential for staying compliant and efficient. Equicty’s integration makes the process straightforward, allowing you to:

• Send compliant Peppol invoices with confidence
• Track delivery and responses in real-time
• Handle corrections properly
• Reduce administrative effort and payment delays

By following this guide, you can make Peppol invoicing a seamless part of your day-to-day operations in Equstable.