As a business owner, how do you keep disputing electronic invoices from 2026?
April 2025 - From 1 January 2026, e-invoicing via the Peppol network will be mandatory for all Belgian VAT-registered companies. This measure raises questions for many entrepreneurs on how to preserve your rights, such as disputing invoices.
This means you can no longer send your invoices via PDF by e-mail, but only via a structured electronic format. While this significantly speeds up invoice processing, this measure also raises questions about how you as a business owner retain your rights, such as disputing invoices.
What does the Peppol obligation mean for you?
Peppol is a secure network for electronic data exchange. It ensures that invoices are exchanged directly between suppliers‘ and customers’ accounting systems. While this reduces the risk of errors and increases efficiency, it does not change your right to dispute an invoice.
Important to know: the Peppol network itself does not offer a built-in function to dispute invoices. This process remains a legal and administrative responsibility that you as a business owner must take on yourself.
When and why do you dispute an invoice?
You can dispute an invoice if:
the goods or services provided do not match your order
the price or conditions are incorrect
the invoice has been drawn up incorrectly
there is a double invoice
there are errors in the company details or VAT numbers
the payment term is incorrect
Don't object? Then this can be considered tacit acceptance. This means you implicitly agree to the invoice and accept the payment obligation.
How do you dispute an electronic invoice correctly?
To validly dispute an invoice, it is important to respect the following steps:
Respond promptly: submit your protest within a reasonable time, usually within 8 to 15 days of receiving the invoice. Check your contract terms for specific deadlines.
Formulate your protest in writing and give clear reasons. Include the invoice number, the date and a detailed reason for your objection.
Ask for an acknowledgement of receipt of your objection so that you have proof that you protested in a timely and correct manner.
Use software functionalities: many accounting software packages offer a function to approve or reject invoices before they are processed in the accounts. Make use of this for extra assurance.
Contact your supplier and try to resolve the dispute by mutual agreement. Clear communication often prevents legal action.
Agreements with your accountant
Do you work with an external bookkeeper or accountant? Then it is wise to make clear agreements with him or her. Your accountant may not automatically book an invoice without your approval. By agreeing on an approval procedure, you avoid the risk of implicit acceptance.
Also consider setting up a digital approval flow, where you first give your approval before the accountant processes the invoice. This increases transparency and ensures more control over your payments.
Additional tips for successful disputes
Be transparent: communicate immediately with your supplier as soon as you spot a problem.
Collect evidence: keep relevant documents such as order forms, delivery notes and correspondence.
Act with reservations: always state ‘subject to rights’ when disputing to protect your legal position.
Take legal advice: consult a legal advisor if you are in doubt about the correct wording of your dispute.
Keep your accounts in order: structured accounts make it easier to provide evidence in the event of a dispute.
