Invoicing software Belgium: quotes, VAT invoices and Peppol

What invoicing software really has to handle in Belgium

Most invoicing tools on the market were designed for an American or a British business. They produce good looking invoices, and then they leave you alone in front of a box on the Belgian VAT return, a construction client under the reverse charge to the contracting party, or an invoice that has to travel over Peppol. That is where the choice is decided, not on the number of layout templates.

Software that fits the Belgian ground does four things well. It produces an invoice carrying every legal mention and the right VAT rate. It sends that invoice in a structured electronic format, not merely as a PDF. It shows you at any moment where you stand on this quarter's VAT. And it gives your accountant their own access, so the email attachment ping pong stops.

Novadesko was written in Liege for Belgian companies. VAT, prepayments, credit notes, intra community invoices and the reverse charge in construction are not exotic extras bolted on afterwards: they are the daily reality of our users.

• Quotes, invoices, credit notes, recurring invoices and prepayments
• Belgian rates of 21 %, 12 %, 6 % and 0 %, with the special schemes
• Peppol sending included, with no separate provider
• Automatic reminders and follow up on outstanding amounts
• Free access for your accountant, on the same file

From accepted quote to sent invoice, with no retyping

Plenty of freelancers lose time in exactly the same place: the quote lives in a word processor, and it then has to be typed again as an invoice. In Novadesko the quote and the invoice are the same document at two stages. The client accepts online, you click, and the invoice is ready with the same lines, the same prices and the same client.

Your products and services live in a catalogue with their price and their VAT rate. You type three letters and the line fills itself in. For fixed fee work or subscriptions, a recurring invoice goes out on its own at the chosen date and you simply get the confirmation that it left.

Numbering runs on automatically, which avoids the gap in the sequence that your accountant would eventually flag at year end. Prepayments are deducted from the final invoice without manual arithmetic, and a credit note is created from the original invoice while keeping the link between the two documents.

Invoices that match Belgian VAT rules, without thinking about it

A Belgian invoice has to carry a set of mandatory details: your own details and company number, those of the client, the issue date, a sequential number, the description of the goods or services, the taxable base per rate, the VAT amount and the due date. Novadesko assembles all of that for you and refuses to validate an invoice with a missing piece of the puzzle.

The right rate follows from what you sell: 21 % in the general case, 6 % for certain renovation work or food, 12 % for a handful of situations such as takeaway hospitality under specific conditions. You set the rate once on the item and it follows on its own after that.

The schemes that make everyone hesitate are handled from day one. A VAT registered client in another member state triggers the intra community reverse charge with the proper wording. A site for a Belgian VAT registered client triggers the reverse charge to the contracting party. A private client stays on the normal scheme. And the total you owe the tax office grows along with your invoices instead of appearing the day before the deadline.

Peppol: what changed on 1 January 2026

Since 1 January 2026, invoices between VAT registered companies established in Belgium have to be issued and received in a structured electronic form. In practice, a PDF attached to an email no longer does the job for those exchanges. A network has to be involved, and in Belgium that network is called Peppol.

Novadesko is a certified Peppol access point. There is no separate contract to sign with a provider and no monthly surcharge to plan for: sending and receiving happen on the same screen as the rest of your invoicing. Your Peppol identifier builds on your company number, and registration happens when you switch it on.

On the receiving side, supplier invoices land straight in your file, already readable by the machine. No more cropping a photo of an invoice, no more retyping amounts. That is by far the time saving our users mention most often after a few weeks.

Your private customers keep receiving a classic PDF by email. The obligation only covers exchanges between VAT registered companies, and the software picks the right channel based on the client record.

Getting paid faster, without chasing people yourself

An invoice that has been sent is not an invoice that has been paid. Late payment remains the first cash problem of small Belgian businesses, often simply because nobody feels like chasing a good client over twenty days of delay.

Novadesko sends the reminders for you, at the rhythm you decide: a polite note on the due date, a second one a week later, a firmer third one after that. You keep control of the tone and you can always pull a client out of a running sequence.

Every invoice carries a structured communication, and the reconciliation with your bank movements marks the invoice as paid as soon as the money arrives. The dashboard permanently shows what is outstanding, what is overdue and what should come in within thirty days.

• Scheduled reminders with an editable email template
• Structured communication on every invoice
• Automatic matching of incoming payments
• Cash view of the payments you expect

What your accountant receives at the end of the quarter

The real test of invoicing software comes at return time. If your accountant has to retype your sales, you have only moved the work around, and you are paying for it twice.

Your accountant opens your file with their own access, free and unlimited, and finds the sales, the purchases, the supporting documents and the breakdown per VAT rate. They export what they need into their usual environment, without waiting for you to answer their Friday evening email.

If you keep the books yourself, the same figures feed the preparation of your periodic return directly, with the detail per box. You see the amount to set aside coming instead of discovering it on the 20th of the month.

What invoicing costs at Novadesko

The subscription starts at 19 euros excluding VAT per month, with no minimum term. Peppol invoicing is part of it, and so are the CRM, the cash follow up and your accountant's access. There are no setup fees, because there is nothing to install.

The classic trap on this market is the low entry price to which the e invoicing module, the invoice count, the user count and support are added later. We would rather announce an amount that does not move as your business grows.

Start this afternoon, first invoice included

The trial runs for 14 days and asks for no bank card. You create your account, you enter your company number, and the software pulls your public data from the Crossroads Bank for Enterprises to prefill your letterhead.

Count on a quarter of an hour for your first invoice: your logo, your payment terms, one client, two service lines. Switching Peppol on takes a few minutes more and happens from the same screen.

If you are coming from another tool, your clients and items import from a file, and your old invoices can stay with your previous supplier until you have retrieved your archive. Nobody is asking you to move everything on the same day.

Frequently asked questions