Frequently asked questions

Peppol is an international network that businesses use to send each other structured e-invoices, run by the association OpenPeppol. A Peppol invoice is not a PDF but a file that your customer's accounting software reads automatically. In Belgium it has been the standard for invoices between businesses since 2026. Read the plain-language explanation.

An access point is a provider certified by OpenPeppol to send and receive invoices over the network. You need access to one, but you do not have to arrange it yourself: PeppolKit works with the certified access points Recommand and Peppyrus. You and your customer do not have to use the same provider. More about access points.

The Peppol ID is a company's address on the network: a four-digit code followed by a number, such as 0208:0123456789. A Belgian company is almost always listed under 0208 with its enterprise number, a Dutch company under 0106 (KvK number) or 9944 (VAT number). You do not have to look it up: PeppolKit derives the address from the VAT number your customer enters at checkout and checks that it exists on Peppol (a Dutch company listed only under its KvK number is not found this way). Find a Peppol ID explains how to do it by hand.

A PDF is made for people to read. A Peppol e-invoice is a structured UBL file (XML) following Peppol BIS Billing 3.0 and the European standard EN 16931, which reaches your customer's accounting software through an access point without retyping. PeppolKit makes both for every invoice and checks the file beforehand against the official rules.

The network itself is open, but the access point and the software that creates the invoice usually cost money. With PeppolKit, 10 invoices a month are free, with no end date; on the free plan you send over Peppol through your own free Peppyrus account (on Shopify, 5 sends a month are included). Paid plans start at €9 a month. What does Peppol cost for a webshop?

If you are established in Belgium and VAT-registered, since 1 January 2026 you must send a structured e-invoice for sales to other Belgian VAT-registered businesses, in practice over Peppol (Peppol BIS Billing 3.0). If you only sell to consumers, you do not have to send e-invoices. Decision tree: does your webshop have to use Peppol?

No, only to invoices between businesses (B2B). Consumers get an ordinary invoice, as they do now, for example a PDF by email, and it never goes over Peppol. If someone orders as a business and gives a VAT or enterprise number, that is a B2B sale, so ask for that number at checkout.

Exceptions include businesses that only make exempt supplies without a right to deduct VAT and foreign businesses without a fixed establishment in Belgium; bankrupt VAT-registered businesses and those under the flat-rate scheme (article 56 of the VAT Code) are only excused from sending. A sole proprietor is in principle covered, even under the small-business VAT exemption (turnover up to €25,000), and so are farmers under the special agricultural scheme, at least for receiving invoices. The exceptions differ for sending and receiving, so check your situation with the FPS Finance or your accountant. E-invoicing in Belgium

Since 1 April 2026, fines can be imposed on businesses that lack the technical means to send and receive e-invoices: €1,500 for a first finding, €3,000 for a second and €5,000 for each one after that. A further violation only counts if it is found at least three months after the previous one. The tolerance period from January to March 2026, for businesses that could show they were preparing the switch, is over.

Yes. A Belgian VAT-registered business that falls under the obligation must be able to receive e-invoices over Peppol, even if you only sell to consumers and it is your suppliers' invoices that come in. You usually arrange that through your accounting software or with an access point.

No, PeppolKit sends your sales invoices but does not receive purchase invoices for you. The dashboard for Belgian sellers does include a check of whether your Peppol ID can receive e-invoices, with the tip to ask your accountant first and with free options, such as a free Peppyrus account. Sending through PeppolKit and receiving with another provider works fine together; your Peppol ID can only receive at one provider at a time, though.

Yes, you can add a PDF for readability, and PeppolKit emails it to your customer by default. The structured e-invoice over Peppol is the document that counts: a PDF alone is in principle no longer enough for a domestic sale between Belgian VAT-registered businesses.

Then you may deliver the invoice another way; if that is electronic, for example a PDF by email, your customer has to agree to it. For every business order PeppolKit checks whether your customer can be reached on Peppol, and otherwise emails the PDF with the UBL file attached. Also ask your customer for their Peppol ID, because Belgian VAT-registered businesses must be able to receive e-invoices.

In principle no: the Belgian obligation applies to VAT-registered businesses established in Belgium, not to a Dutch webshop without a Belgian establishment. Belgian businesses do have to be able to receive e-invoices themselves, increasingly ask for them and process a Peppol invoice without retyping. If you are unsure, for example because of a warehouse or office in Belgium, talk to your accountant. Dutch webshop with Belgian customers

Not yet. A comparable obligation for business invoices is planned around 2030; the exact details are still to come. If you already work through Peppol, you will be ready. Check the current state with the Dutch tax authority or your accountant.

A Factur-X: an ordinary PDF with the invoice data inside it, which their accounting software reads automatically. In Germany the same format is called ZUGFeRD. Any business there without a Peppol address gets it automatically by email, on every plan and at no extra cost. Factur-X and ZUGFeRD

As far as we know not, as long as you are not established there: the French and German rules apply to businesses established in those countries. In France every VAT-registered business has had to be able to receive e-invoices since 1 September 2026, and SMEs also have to send them from 1 September 2027. In Germany receiving has been mandatory since 1 January 2025 and sending is being phased in, for everyone from 2028, and only if seller and buyer are both established in Germany. If you have an establishment or your own VAT number there, talk to your accountant. Factur-X and ZUGFeRD

PeppolKit is made for sellers in the Netherlands and Belgium; the WooCommerce plugin requires the seller to be established in one of those two countries. Your customers can be anywhere: PeppolKit applies reverse charge for EU businesses, OSS or the €10,000 threshold for consumers in other EU countries, and the export rules outside the EU.

If you sell goods to a business with a valid VAT number in another EU country, that is an intra-Community supply at 0% VAT, provided the goods really go to that country, you can prove it and you report the supply in your EC sales list. A Belgian webshop selling to a Belgian business simply charges Belgian VAT (for example 21%); reverse charge within Belgium applies only in specific cases. Reverse charge VAT for Belgian businesses

For every order, PeppolKit checks a business customer's VAT number live in VIES, the European Commission's VAT database. If the number is not valid, PeppolKit treats the customer as a consumer for VAT and the invoice carries VAT. If VIES is briefly unavailable, PeppolKit tries a few more times; if that fails, the invoice carries VAT and you see a warning.

That depends on the platform. On Shopify you add the PeppolKit block with a VAT number field in the theme editor, WooCommerce gets a VAT field in the classic checkout and the block checkout, in PrestaShop you switch on the VAT number field in the address form, and in Lightspeed you switch on the VAT number field in the checkout. On bol.com, bol itself passes on the VAT or enterprise number of business customers.

Your own VAT number, your customer's, and a note explaining why no VAT is charged, such as ‘Intra-Community supply of goods, exempt under Article 138 of Council Directive 2006/112/EC’ for goods or ‘VAT reverse charged, Article 196 of Council Directive 2006/112/EC’ for services. PeppolKit puts these on the invoice and gives the lines in the Peppol file the right VAT category (K or AE).

If you sell to consumers in other EU countries and go over €10,000 a year (all countries together), you charge the VAT of your customer's country; with OSS you file one return a quarter with your own tax authority for that. PeppolKit puts the right rate on the invoice and warns you when you near or pass the threshold. PeppolKit does not file the OSS return itself: you do that yourself or through your accountant, for example using the monthly ZIP as a basis. OSS for webshops

PeppolKit makes the invoice with reverse-charged VAT, but the amount your customer paid comes from your shop. If your shop charged VAT anyway, PeppolKit warns you on the order, so you can refund the difference or set up a VAT exemption for that customer. On WooCommerce the checkout applies 0% VAT straight away for a valid number from another EU country.

PeppolKit creates an invoice with the right VAT and a continuous number, then checks it against the official EN 16931 and Peppol BIS 3.0 rules. A business customer on Peppol receives it through a certified access point, and your customer gets it as a PDF by email (on bol.com, PeppolKit puts the PDF with the order in bol.com). When you refund, a credit note follows automatically.

WooCommerce and PrestaShop 8 and 9 can be downloaded as a zip from the site now; the WooCommerce plugin has been in the WordPress plugin directory since 7 November, and the PrestaShop module is not in Addons yet. You connect bol.com with API keys. The Shopify app is under review by Shopify and Lightspeed eCom is on a waitlist: leave your email address and you will get one email as soon as you can install it.

Consumers get an ordinary invoice as a PDF by email, which never goes over Peppol and never costs extra. PeppolKit also checks those invoices against the European standard. A customer counts as a business as soon as they give a VAT or enterprise number.

By default PeppolKit chooses per customer: Dutch for the Netherlands and Flanders, French for Wallonia, Brussels and France, and English for everyone else. The invoice and the email are in the same language. Prefer one fixed language? Then set invoices to always go out in Dutch, French or English.

Invoices get a continuous number per year, with no gaps, such as 2026-00001, and you can set a fixed prefix. Credit notes come from the same series and refer to the original invoice. Do not change the prefix in the middle of the year.

If you refund an order (in part), PeppolKit automatically creates a credit note for the refunded part, referring to the original invoice. That applies to a refund in Shopify or WooCommerce, a credit slip in PrestaShop and a return that bol.com refunds. Your customer gets the credit note by email and, if it is a business on Peppol, over the network too. Credit notes over Peppol

Once, yes. You choose how to send: through your own free Peppyrus account, or through PeppolKit itself, within the number of sends in your plan, where an authorised person at your company confirms their identity once with our partner Recommand. After that, every invoice to a business customer on Peppol goes out by itself. Consumers and customers who are not on Peppol get a PDF by email.

If Peppol fails, the invoice still exists and goes to your customer by email. You see the status of each invoice and can resend the email or try Peppol again. If an invoice does not meet the official rules, you see which rule and why, and if a Peppol send or an invoice email fails, our team gets an alert.

Yes. You upload your logo (PNG or JPG, 300 KB at most) and choose a colour; they appear on the PDF invoice and at the top of the email to your customer. A sample invoice shows you the result beforehand.

Yes, up to 10 invoices a month you pay nothing, with no end date and no payment details. VAT rules, credit notes, the PDF and the UBL file are all included. Once you reach your monthly limit, PeppolKit makes no new invoices until next month unless you choose a paid plan; with WooCommerce those orders are kept and you create the invoices afterwards with one click.

Starter has 25 a month, Growth 100 and Pro 300, on every platform. On the free plan you send through your own free Peppyrus account (up to 100 a month; Peppyrus sets its own terms), and on Shopify 5 sends a month are included. Invoices to consumers never count; credit notes to businesses on Peppol do.

Above your plan, an extra send costs €0.30 on WooCommerce, PrestaShop, Lightspeed and bol.com, and $0.35 on Shopify. You set a monthly maximum yourself (on Shopify you approve at most $50 a month); once it is reached, Peppol waits until next month while the invoice and the email go out as usual. You get an email at 80% of your sends and when extra sends begin.

On Shopify you pay in dollars on your Shopify bill ($9, $19 or $49 a month) and can try any paid plan free for 14 days. On WooCommerce, PrestaShop, Lightspeed and bol.com you pay in euros (€9, €19 or €49) monthly through Mollie; there is no trial period there, but you start on the free plan. All prices exclude VAT.

Yes, at any time. In Shopify you remove the app; with WooCommerce, PrestaShop, Lightspeed and bol.com you cancel in your PeppolKit dashboard, after which nothing more is charged and you drop back to the free plan. On the euro platforms the month you already paid is not refunded. Download your invoices first if you want to keep them.

Belgian small businesses and the self-employed can deduct the cost of e-invoicing software at 120% of the amount for tax periods 2024 to 2027; according to the FPS Finance's description, periodic subscription costs like PeppolKit's fall under the measure. Show your accountant the invoices, because the conditions depend on your situation. The measure does not apply to Dutch businesses. 120% cost deduction

On encrypted storage at Hetzner in Germany (EU), with daily encrypted backups in the EU. All connections are encrypted (TLS) and access to the production environment is limited to authorised administrators with two-step verification. PeppolKit does not process payment details such as card numbers. Privacy statement

Only with the parties needed to create and deliver your invoice: Hetzner (hosting), Brevo (the invoice email to your customer), Cloudflare (secure connection), Recommand and Peppyrus (Peppol sending, only if you switch Peppol on and your customer is on Peppol; Peppyrus only through your own account), Mollie (subscriptions outside Shopify), bol.com (only if you connect bol.com) and VIES (only the VAT number). No marketing, no profiling and no selling of data.

For your customers' data, you as the shop owner are the controller and Kadeworks (PeppolKit) is the processor: we process it only on your instructions, to create invoices. Our terms together with the privacy statement serve as the data processing agreement. For your own company details Kadeworks is the controller itself. You remain responsible for the accuracy of your invoices and your VAT return.

No. PeppolKit is the trade name of Kadeworks (KvK 42214201, Bussum) and sends through the certified access points of partners in Belgium, Recommand and Peppyrus; PeppolKit itself is not affiliated with, endorsed by or certified by OpenPeppol. For activation through Recommand we run a one-off identity check of your company. A person answers your questions within one working day at support@peppolkit.com.

Each month you can download a ZIP with all that month's invoices and credit notes as PDF and UBL files, plus an overview (CSV) that opens in Excel. Your accountant then has everything in one go.

PeppolKit produces a standard UBL file (Peppol BIS Billing 3.0), and many accounting packages can import UBL. We have no official integrations, so we cannot promise that your package will read the file; check with your package or accountant that the import works.

PeppolKit can email each document after it is created to an address you enter: one email per invoice or credit note, with the UBL file containing the PDF as the only attachment. You set that address under Bookkeeping in the PeppolKit dashboard (WooCommerce, PrestaShop, Lightspeed and bol.com; not yet in the Shopify app). This has not been tested with real accounting-package inboxes yet, so check with your first invoice that your package reads it as a sales invoice. PeppolKit only sees that the email was sent, not whether your package processed it.

In the Netherlands and Belgium you keep invoices for 7 years, 10 years for sales through OSS. PeppolKit keeps your invoices as long as you use the app: if you remove the app in Shopify, we delete your data 48 hours later, on the other platforms 30 days after you disconnect (reconnect within those 30 days and everything is kept). So export your invoices before you stop. What must be on an invoice