E-invoicing for small businesses: an opportunity, not a burden

The introduction of mandatory e-invoicing starting in 2026 raises questions for many SMEs, sole proprietors, and freelancers. Another new administrative obligation? Do we have to do this already? The good news: e-invoicing is not a bureaucratic burden but rather a simplification. For smaller businesses, it offers unique opportunities to get paid faster, save time, and appear more professional.

In this blog post, we explain why e-invoicing software is also important for small businesses, what the obligation concretely means, and how you as an SME or freelancer can easily get started. With the right approach, the transition is easier than you think.

Why e-invoicing is also important for you as an SME or freelancer

If until recently you created invoices manually in Word or Excel, or through a simple invoicing program, you are certainly not alone. That PDF could then be sent via email to your customer.

This works fine for many, but you may have seen some aspects as a necessary evil. Invoices that got lost in the spam folder or - worse - in the post. Or manually typing account numbers and amounts in your online banking environment.

E-invoicing changes that. Instead of sending a PDF via email, your invoice is automatically sent to your customer in a structured format via a secure network: Peppol.

The big advantage? The invoice lands directly in your customer's accounting and payment program, without manual typing or scanning. This means faster processing and therefore faster payment.

For small businesses that often work with limited cash flow, this can make the difference between being able to pay suppliers on time or not. Moreover, you save time that you can better spend on your core activities. The administrative hassle surrounding invoices is drastically reduced while you simultaneously comply with the new legal requirements.

And let’s be honest: a modern, automated invoicing process exudes professionalism. Even as a small player, you show that you keep up with the times.

The obligation starting in 2026: also for sole proprietors and side jobs?

Yes, the obligation also applies to you. Starting January 1, 2026, all VAT-liable companies in Belgium must exchange electronic invoices for B2B transactions. It doesn't matter how large your company is. Whether you run a sole proprietorship, work as a freelancer, have a side job, or have a small SME with a few employees: if you send invoices to other companies, you fall under the obligation.

The legislation makes no distinction in terms of turnover or number of invoices. Even if you send only ten invoices per year to business customers, you must do this via the Peppol network. The only exemption currently applies to medical professions under Article 44, such as doctors and dentists.

Important to know: the obligation only applies to invoices to other companies (B2B). Invoices to individuals may continue to be issued in the current format. So if you mainly serve individuals as a hairdresser, plumber, or gardener, nothing changes for those invoices. Only the invoices you send to other businesses must be electronic via Peppol.

Just don’t forget that the obligation also applies to all invoices your suppliers send to you. You must also be compliant here.

No official transition period is provided, only a (unofficial?) grace period at most. This means you must be able to send and receive e-invoices by January 1, 2026. Fines can be imposed from day one: €1,500 for the first infraction, increasing to €5,000 for repeated offenses. It is therefore wise to start preparing in good time.

The concrete benefits: getting paid faster and less administration

For many small entrepreneurs, e-invoicing may sound like yet another extra task on an already full to-do list. But practice shows that it actually saves time and improves your business operations.

The main advantage is faster payment. Research shows that e-invoices are paid on average two to three days faster than traditional invoices. This is because the invoice goes directly into your customer's system and can be processed immediately. No more risk of your email getting lost in an overstuffed inbox or the invoice ending up somewhere in a pile. For small businesses with limited financial buffers, this improved cash flow can indeed make a difference.

In addition, you save time and costs. No more buying stamps, addressing envelopes, or hassle with scanning and archiving. Everything is done digitally and automatically. The time you currently spend sending invoices and following up on payments can be invested in your core activities: serving customers, creating products, or delivering services.

The number of errors also drops drastically. Typographical errors in amounts, wrong VAT percentages, or missing information are largely ruled out because the system uses structured data. This prevents disputes and delays in payment.

And there's another advantage: the Belgian government financially encourages the switch. Software and services for e-invoicing are temporarily 120% tax-deductible for small businesses and freelancers. This means that you are not only investing in more efficient business operations but also gaining a tax benefit.

Taking the step: how do you get started (and what does it cost)?

The transition to e-invoicing doesn't have to be complicated or expensive. With the right approach, you can make the switch in a few steps and be ready for 2026.

Start with an inventory of your current situation. How many invoices do you send per month to business customers? What program are you currently using for invoicing? Do you have an accountant who handles your administration, or do you manage this yourself? These questions will help you choose the right solution.

Next, choose an e-invoicing solution that meets your needs. For small businesses, it’s important that the software is user-friendly, remains affordable, and integrates well with any other systems you use. Look for solutions specifically developed for SMEs and freelancers, and not just for large companies with complex IT departments.

You will also need access to the Peppol network. This is arranged through a so-called Access Point Provider — your software package. You then receive a unique Peppol ID that identifies your business on the network, the equivalent of your invoicing email address before.

What does this cost? Costs vary, but there are affordable solutions available from a few euros per month for small businesses. Some providers charge per sent invoice, while others have a fixed monthly fee. Don’t forget that the investment is 120% tax-deductible and that you save time and money by streamlining your processes.

The best time to start is the second half of 2025. This way, you have enough time to test the software, send your first e-invoices, and resolve any early issues before the obligation begins. Start by sending e-invoices to a few customers to familiarize yourself with the process and gradually expand.

Cashfeed: e-invoicing made easy for the small entrepreneur

Cashfeed has been specifically developed to make e-invoicing accessible and simple for SMEs, freelancers, and small businesses. While many solutions are complex and overwhelming, Cashfeed chooses ease of use and speed.

The software is operational in less than two minutes, without requiring a credit card to get started. You can immediately start sending your first e-invoices via the Peppol network. No complicated installations, no technical knowledge required.

What sets Cashfeed apart is the complete automation of your invoicing workflow. Incoming invoices are automatically retrieved from your inbox, processed, and prepared for payment. Whether they arrive in XML format via Peppol or as traditional PDFs: Cashfeed automatically converts everything to the correct format. Thanks to advanced OCR technology, even scanned paper invoices are processed flawlessly.

For small entrepreneurs, it is especially important that everything happens quickly. Cashfeed ensures that you can make payments with one click and that transactions are directly reconciled with your bank account. Time savings can amount to five to ten times faster, depending on how many invoices you process. Time that you can spend on things that truly matter for your business.

The integration with your current accounting software is seamless, and if you work with an external accountant, they can also access the system directly. This way, everyone remains on the same page, and you don't have to do double work.

Cashfeed is fully Peppol certified and complies with all Belgian legislation regarding e-invoicing. You can therefore be assured that you are ready for 2026, while you are already benefiting from faster payments and less administrative hassle.

Frequently Asked Questions

I only send a few invoices per year, is this mandatory?

Yes, even if you send few invoices, you fall under the obligation as soon as it concerns B2B invoices and you are VAT-liable. The legislation makes no distinction in volume. Whether you send five or five hundred invoices per year to business customers: starting in 2026, this must be done via Peppol. Also count the invoices you receive from your suppliers. The good news is that solutions like Cashfeed are also affordable for small volumes, and the 120% cost deduction makes the investment more attractive.

What if my customers are mainly individuals?

Then for the most part, nothing changes in your invoicing. The obligation only applies to invoices to other companies (B2B). Invoices to individuals can remain as they are: as PDFs via email, as tickets, or even on paper. Only for the invoices you send to other businesses do you need to switch to e-invoicing via Peppol. So if you mainly serve individuals as a restaurant but also do catering jobs for businesses, only the latter fall under the obligation. Again: your incoming invoices from VAT-liable companies also fall under the obligation.

Is there a free way from the government to send e-invoices?

The Belgian government has not developed a free platform for sending e-invoices between companies. You need to use a recognized Access Point Provider that gives you access to the Peppol network. There are affordable commercial solutions available, and don’t forget that the costs are 120% tax-deductible. It’s an investment that pays for itself, especially considering the time savings and faster payments.

Is special software really necessary or can it be done differently?

Technically, you indeed need specialized software to send e-invoices via Peppol. These are structured XML files that must meet specific standards and that are exchanged via a secure network. This is not something you can do manually or with standard office programs. The software ensures that your invoices are correctly formatted, securely sent, and reach the right recipient. Fortunately, there are user-friendly and affordable solutions like Cashfeed that fully automate this process.

My accountant handles my invoices, what should I do?

Discuss the transition to e-invoicing with your accountant. Many accountants are already preparing for it and can advise you on the best approach. In some cases, your accountant can manage e-invoicing for you through their own software. In other cases, it may be more convenient for you to implement a solution that links to your accountant’s system. Cashfeed offers this option, allowing both you and your accountant to access the same system. This way, everyone stays informed, and collaboration runs smoothly.

Can I as a small business also benefit from the 120% cost deduction?

Absolutely. The 120% cost deduction for e-invoicing software specifically applies to small businesses and freelancers to make the transition more attractive. This means that if you invest, for example, €500 in e-invoicing software, you can deduct €600 from your taxable income. This measure has been temporarily introduced to stimulate the transition to e-invoicing. So it’s an ideal time to take the step and benefit from this tax advantage while also making your business operations more efficient and getting paid faster.