How do you properly dispute invoices via Peppol?
October 2026 - Receiving an invoice via Peppol does not mean you must automatically accept it. Even with mandatory e-invoicing for businesses, it remains important to dispute errors or incorrect amounts quickly and correctly. As an SME business owner, remember the golden rule: dispute invoices in a timely manner, in writing, and in a verifiable way.
Since January 2026, electronic invoicing between Belgian companies has been conducted via the Peppol network. However, this does not change an important legal principle: anyone who disagrees with a received invoice must dispute it in a timely and clear manner. Otherwise, the invoice may be considered accepted, potentially resulting in an obligation to pay.
A technical status is not a legal objection
Modern accounting software makes it easy to process invoices digitally. For example, you can mark an invoice as rejected, blocked, or pending. However, such a technical status in your software is not automatically the same as a legally valid objection.
Peppol is, first and foremost, a secure network through which invoices are exchanged directly between systems. The network itself does not provide a system that allows you to legally dispute an invoice. An internal status therefore does not necessarily indicate that your supplier is aware of your specific objections.
If you want to effectively dispute an invoice, you must ensure that your objection actually reaches the supplier.
Submit your dispute in writing and be clear
You must dispute an invoice in writing. You can do this via email or, if the situation requires it, by registered mail. A well-reasoned email may suffice, but it’s important that you can later prove that the supplier received your dispute.
Always clearly state which invoice you are referring to. Include at least the invoice number and the invoice date. Then explain specifically what you believe is incorrect.
This could include, for example:
work or services that were not performed
incorrect quantities
a price that deviates from the agreed-upon terms
goods or services that were delivered incompletely or defectively
a duplicate or unjustified invoice
A general statement such as “I do not agree with this invoice” is not very convincing. The more specifically you justify your objection, the stronger your case will be. Where possible, include relevant documents, such as an order form, quote, contract, or proof of delivery.
Don't wait too long
In a B2B context, you must dispute an invoice within a reasonable timeframe. What exactly constitutes “reasonable” depends on the specific circumstances. As a practical guideline, timeframes of 7 to 14 days are often cited, while in some cases a period of up to one month may be justifiable. A safe approach is therefore to respond as soon as you identify an error and not to wait unnecessarily.
Also, always check your terms and conditions and any underlying agreement. These may specify specific deadlines or formalities for disputing invoices. These provisions can be of great importance to your business.
Ensure you have proof of receipt
It’s not just the content of your dispute that matters; proof is also important. Ideally, you should be able to demonstrate that your objection actually reached the supplier.
Therefore, when sending an email, request a receipt or read receipt. A response from the supplier acknowledging your dispute is, of course, also helpful. If you choose to send a certified letter, be sure to carefully keep the proof of mailing and the tracking information.
Another tip: keep all further correspondence. If the supplier responds to your complaint, it’s important not to let the follow-up slip. The correspondence may ultimately play a key role if a legal dispute arises.
Make clear agreements with your accountant
For many SMEs, a good internal invoice workflow is at least as important as the legal protest itself. Discuss with your accountant or bookkeeper how incoming invoices are reviewed and approved. Avoid having invoices processed automatically without anyone verifying their content to ensure they are correct.
A digital approval workflow can help with this. This way, as a business owner, you maintain an overview, and potential errors can be detected more quickly.
