E-Invoicing
As of 1/1/2026 you will have to send e-invoices via Peppol to VAT-liable businesses. In 2024 this already became mandatory for governments. Fuga can send the sales invoices via Peppol. You do not need any extra application for this.
Fuga provides access to the Peppol platform via Flowin from Wolters Kluwer. Please note, you do not need to contact Flowin yourself, everything happens via Fuga.
On this page you will find how to set up and use invoicing via Peppol with Fuga.
You will find a section with common problems and their solutions at the bottom.
Here you will find a page with general questions and answers about Peppol.
Peppol as an assistant (non-admin)
The Practice
Registration of the Practice
In order to be able to send out financial documents for a VAT number, the practice must be registered. This is done with the action Update Peppol practice info in the Accounting section, for which you must therefore be an administrator. We use the term documents when referring to invoices and credit notes.
If you are not yet registered to send documents via Peppol for Fuga, you can click there on 'Register practice on Peppol for Fuga'. If you are already registered, you can also remove your registration on Peppol for Fuga here.
Peppol ID of the practice
Fuga registers you as a supplier under a Peppol ID in the format 0208:12344567890, where 1234567890 is the company number of the practice. Please note, we only register you as a supplier. You cannot receive documents via Peppol through Fuga.
Multiple practices with the same VAT number
You must go through the same procedure within each practice. The different names and IBANs of the practices are all added to the supplier registration at Peppol. To avoid fraud, the name, VAT number and IBAN on the invoice must match the information as registered by Fuga.
Change of Name or IBAN after Registration
If you change the name or the IBAN number after registration, this is automatically updated in your Peppol supplier registration at Peppol for Fuga. Please note: Fuga does not do this for receiving purchase invoices or for any other invoicing programs you use.
Change of VAT number after Registration
After registration it is no longer possible to change the VAT number of the practice. If you wish to use a new VAT number, you must first remove the practice with the current VAT number from Peppol for Fuga, then change the VAT number and then register again. You may only do this AFTER all documents for the old VAT number have been sent.
If you perform the action "Remove practice from Peppol for Fuga", this only removes the ability to send invoices from Fuga. If you still use other applications to send invoices, those are not impacted. You can also continue to receive documents via the package you use to receive documents.
You can carry out these actions in the action Update Peppol practice info (Accounting->actions).
Peppol Status of the Practice
Before your practice may send documents via Peppol, your registration must be approved. It is not the case that you can simply send out documents in the name and with the VAT number of someone else. Sonetas performs an automatic approval where possible. In some cases a manual check by Sonetas must take place before you can send documents.
The Client
Activation of the Client to Receive Peppol Documents
On the client record in Fuga you can indicate that you want to send this client documents via Peppol. There is a setting in the practice settings to have new clients automatically sent documents via Peppol. This setting is on automatically.
Peppol ID of the client
In order to be able to send your client documents, the correct Peppol ID is needed. For your Belgian clients there are 3 possibilities.
- Based on the company number. Such a Peppol ID begins with 0208 and looks like this: 0208:1234567890.
- Based on the VAT number. Such a Peppol ID begins with 9925 and looks like this: 9925:BE1234567890.
- Based on the GLN number (Global Location Number). Such a Peppol ID begins with 0088 and looks like this: 0088:12345678901234
If you tick "Use VAT number in Peppol id", Fuga will look up for you whether a Peppol ID is available for the client, via the company number or the VAT number, that can receive the documents Fuga sends. The Peppol ID found is filled in in the Peppol ID field.
If you wish to use a different Peppol ID, you can enter it manually.
Automatically send Peppol documents for the client
Fuga can send the documents automatically via Peppol after the invoice or credit note is created. You then do not need to take any further action other than following up on any errors. For some clients this may not be desired. For example, the Flemish Government requires an order reference on the invoice and rejects the invoice if an order reference is missing or invalid. When the Flemish Government rejects such an invoice, you must send a credit note and a new invoice. That is a lot of work, so an additional check is useful before the document is forwarded.
Peppol Status of the Client
On the general tab of the client you can see the current Peppol status for the client. The possible values are:
| Value | Meaning |
|---|---|
| Not activated | This client is not yet known in the Peppol directory. You can check with the client what their Peppol ID is |
| Found and supported by Fuga | This client is known and Fuga can create the documents. |
| Found and supported by Fuga (credit notes only) | This client is known but Fuga can only create the format for credit notes |
| Found and supported by Fuga (invoices only) | This client is known but Fuga can only create the format for invoices |
| No UBL formats | This client is registered but has not indicated which type of documents they can receive |
| Found, but not supported by Fuga | This client is registered but the desired type of documents to be received cannot be created by Fuga. |
Ticking "Send documents via Peppol" in Bulk
There is a bulk operation to turn on the "Send documents via Peppol" tick for all Belgian clients with a VAT number. You will find this in all actions under Accounting (Activate Peppol for Belgian clients). Before performing the action you get information about how many companies will be modified.
Following Up Peppol Documents
Sending a Document via Peppol
If you create an invoice or credit note for a client who has the status "Found and supported by Fuga", Fuga will automatically also send the document via Peppol. If you also sent the document via email, the client will still receive an email with the document in PDF.
Status of the sending of a document via Peppol
Invoices
On the financial tab of a consultation and in the report Peppol Invoices (Accounting>reports) you can see the sending status of a Peppol invoice.
Credit notes
In the report Peppol credit notes (Accounting>reports) you can see the sending status of a Peppol credit note.
Possible values for the sending status:
| Value | Meaning |
|---|---|
| Delivered | The document was delivered to the client's Peppol inbox. Please note, this does not necessarily mean in the client's accounting package. The accounting package still has to fetch this invoice from the inbox. |
| Confirmed | Receipt of the document was confirmed by the client's Peppol inbox. Please note, this does not necessarily mean in the client's accounting package. The accounting package still has to fetch this invoice from the inbox. |
| Accepted | The document was accepted by the client's Peppol inbox. Please note, this does not necessarily mean in the client's accounting package. The accounting package still has to fetch this invoice from the inbox. |
| To be sent | The document has to be sent to Peppol. This is a temporary status, Fuga checks every minute whether there are new documents to be sent to Peppol |
| In transit | Fuga has sent the document. This is a temporary status, Fuga checks every minute whether the document was delivered. |
| Invalid document | There is an error in the document that Fuga is trying to forward. Before a document is allowed on the Peppol platform, the information in the document is checked. Possible errors are :
You must correct the errors. You will find information about what is wrong for this document in the Peppol description field |
| Error on delivery | Something went wrong when sending on the Peppol platform. You can try again manually later. |
| Peppol document created | The document to be sent to Peppol has been created. This is a temporary status. Fuga checks every minute whether documents have to be sent to Peppol and will adjust this status. |
| Sending document failed | Fuga tried 5 times to send this document but that did not succeed. You can try again manually later |
| Document rejected | The client rejects the document. You must contact the client. |
| Client not reachable via Peppol | The client is currently no longer reachable via Peppol. You must contact the client. |
Manually sending the invoice
You can send the invoice manually from the report Peppol Invoices via the arrow pointing to the right.
Follow-up of Peppol Documents
Invoices
In Accounting there is a report Peppol Invoices and with which you can find the invoices that are relevant for Peppol.
You can search on invoices with a certain invoice date in a period, invoices that were forwarded in a certain period, or invoices with a certain Peppol processing status.
For the Peppol processing status there are 3 possibilities:
| Value | Meaning |
|---|---|
| To be sent | These invoices still have to be sent |
| Successfully delivered | These invoices have been delivered |
| Delivery failed | These invoices could not be delivered |
In this report you have the possibility to refresh the processing status of the invoice for all invoices via the round arrow icon at the top.
For each invoice you also see the Peppol Status of the document in the results list and, if something goes wrong, additional information such as Fuga receives it from Peppol.
For each row you have the possibility to:
| Icon | Meaning |
|---|---|
 | Modify information on the invoice. Here you can also enter an order reference. This is mandatory for invoicing to the government. |
 | Set the invoice to paid |
 | Print the invoice |
 | Email the invoice |
 | Send the invoice again via Peppol. The information that is sent to Peppol is the current information in Fuga. So if you have made a change to the invoice information, that is taken into account. For example the reference number for the government. |
 | Refresh the Peppol processing status for 1 invoice |
 | Download the Peppol XML |
Credit notes
In Accounting there is a report Peppol credit notes with which you can find the credit notes that are relevant for Peppol. This report works similarly and offers the same possibilities as the report for the invoices.
Follow-up of Invoices that are not sent via Peppol
The report Invoices has an extra parameter 'Including Peppol' to indicate whether you also want to include the Peppol invoices in the report. This can be handy if you only want to print or email the invoices that have not yet been sent via Peppol.
Practice settings
In the practice settings there is a new tab "Peppol" on which you can make the following settings.
| Name | Meaning |
|---|---|
| Send Peppol documents automatically | Fuga tries to send the documents to Peppol automatically (unless that option is specifically off for that client). |
| Send documents via Peppol checkbox on by default for new clients | For new clients who are a company, the "Send documents via Peppol" tick will be automatically ticked. |
Common Problems and their Solution
Invoice does not appear in the Peppol report
| Problem | Cause | Solution |
|---|---|---|
| An invoice is not in the Peppol invoices report, even though the client is set up as a Peppol client | The invoice was created at a time when Peppol was not yet activated for that client. When creating an invoice, Fuga checks whether the client is already set up as a Peppol client at that moment. Invoices that were created before activation are not automatically placed in the Peppol queue — even though the client is now active. |
|
Peppol not delivered: Most frequent messages
| Peppol status | Message + peppol details | solution |
| In transit | Peppol document created | click on the 'round' arrow to fetch the status again. |
| Delivery failed | BR-CO-09]-The Seller VAT identifier (BT-31), the Seller tax representative VAT identifier (BT-63) and the Buyer VAT identifier (BT-48) shall have a prefix in accordance with ISO code ISO 3166-1 alpha-2 by which the country of issue may be identified. Nevertheless, Greece may use the prefix 'EL'. (/Invoice/cac:AccountingCustomerParty/cac:Party/cac:PartyTaxScheme) | 1 First try to offer the invoice to Peppol again via the horizontal arrow, you may have already solved the problem earlier. Not yet sent? 2 The VAT number of your client is probably incomplete. The only correct entry: BE (capitals) + ten digits, including the '0'. If you adjust this you can do the Peppol sending again. |
| Delivery failed | Identifier 'iso6523-actorid-upis::0208:0123456789' is not registered in SML. | This means that the client is not (yet) known on the Peppol network. You can check yourself whether your client is registered on the Peppol network via the Peppol Directory. Try the following formats: - 0208:companynumber (e.g. 0208:0123456789) - 9925:BEcompanynumber (e.g. 9925:BE0123456789) - Only the company number (e.g. 0123456789) If the client is not found, ask the client whether they are already ready to receive digital invoices via Peppol. As soon as the recipient registers with an Access Point, their ID is registered in the SML and the invoice can be sent from Fuga. |
| Delivery failed | Result: Supplier not found: 832e5ea3-fdfc-4c27-a7e7-00c79fe5022d | The system does not manage to link the company number to the correct recipient in the network. Check whether the company number is correct |
| Delivery failed | Name does not match / Supplier data can't be matched | The name of your practice in Fuga no longer matches the name in your Peppol registration (e.g. after a name change). Solution:
|
Rejected Invoices
| Problem | Cause | Solution |
|---|---|---|
| Invoice rejected - missing purchase order number | At government institutions (e.g. Flemish government) a correct purchase order number is mandatory. This is usually an 8-digit number. |
|
| Invoice rejected - wrong Peppol ID | The client has a different Peppol ID than the standard format (9925:BE + VAT number). Some companies use their company number: 0208:1234567890 |
|
| Invoice rejected - client not registered | The client is not yet registered on the Peppol network or their registration is not active. |
|
Setting a default order reference
To avoid invoices being rejected due to a missing purchase order number, you can set a default order reference per client. This is automatically filled in on future invoices.
Where do you find this?
- Open the client record of the client in question
- Click on the pencil (edit) on the general tab
- At the bottom right you will find the field "Default order reference"
- Fill in the reference and save
For a one-off reference on an already created invoice: go to Accounting => Reports => Peppol invoices, click on the pencil next to the invoice and fill in the order reference.
Registration Problems
First check these three common causes before contacting support:
- IBAN is missing — fill it in via Settings => Practice data => Accounting
- Company name is empty — fill it in via Settings => Practice data => General
- VAT number is without the "BE" prefix — the correct format is BE + 10 digits (e.g. BE0123456789)
| Problem | Cause | Solution |
|---|---|---|
| Error message "Supplier not found" or "Supplier data can't be matched" | Something went wrong with your registration at Flowin (our Peppol access point provider). |
|
| Accountant says that Peppol does not work | Confusion about what Fuga does and does not do. Fuga only registers you as a supplier (sending), not for receiving. | Check in Fuga (Accounting > Actions > Update Peppol practice info):
Please note: For receiving Peppol invoices you need a separate registration via your accounting software. |
| Status remains "In progress" | Sonetas carries out a manual check. This can take a few working days. | Wait until the check is completed. In urgent cases: contact support. |
Technical Problems
| Problem | Cause | Solution |
|---|---|---|
| Status "Sending document failed" | Fuga tried 5 times to send the document but this did not succeed (temporary technical problem). |
|
| Status "Invalid document" | There is an error in the invoice data: invalid VAT number, wrong Peppol ID format, missing mandatory fields. |
|
| Status "Client not reachable via Peppol" | The client was registered but is no longer active on Peppol. | Contact the client to check their Peppol status. Send the invoice via email as an alternative. |
Frequently Asked Questions
Q: Can I also send Peppol invoices to the Netherlands or France?
A: Yes, Peppol is a European network. Make sure you use the correct Peppol ID format for the country in question.
Q: My client receives the invoice twice (via Peppol and email). How do I prevent this?
A: If a client is "Found and supported by Fuga", the invoice is automatically sent via Peppol. You can choose not to send the email, or inform the client that they can ignore the email.
Q: Do I have to do anything for the Peppol obligation of 1 January 2026?
A: If you are already registered and your clients have a valid VAT number, Peppol is automatically activated. As of 1/1/2026 "Peppol" is automatically ticked for all Belgian B2B clients.
Q: What if my invoice has the status "Document rejected"?
A: The client has actively rejected the invoice. Contact the client to find out the reason and possibly send a corrected invoice.
VAT calculation
Fuga calculates the VAT per invoice line: per line the net amount is calculated (quantity × price) and the VAT on it is calculated, each time rounded to 2 decimals. This method remains compliant with the Peppol tolerance margin.
Peppol as an assistant (non-admin)
As an assistant you do not have access to the Accounting tab in Fuga, and therefore not to the Peppol invoices report or the Peppol actions either. Nevertheless you can follow up and manage a number of Peppol matters.
What you can do as an assistant:
- View the Peppol status of an invoice — open a consultation and go to the Financial tab. There you see per invoice whether the Peppol delivery succeeded, is still ongoing or failed.
- View the Peppol status of a client — open the client record. In the company data you see whether Peppol is activated for this client and what the Peppol ID is.
- Enable or disable Peppol per client — in the client record (edit mode) you can turn Peppol on or off for an individual client and adjust the Peppol ID.
- View the practice settings for Peppol (read only) — via Settings => Practice preferences => Peppol. Changing is only possible as an admin.
What only the admin can do:
- Consult the Peppol invoices report (Accounting => Reports)
- Register or remove the practice on the Peppol network
- Change the practice settings for Peppol
- Activate Peppol in bulk for Belgian companies
- Send Peppol documents in bulk
For a complete overview of all Peppol invoices (e.g. filtering on "not delivered") you must ask an admin colleague to open the report.