A Belgian B2B customer cannot require a PDF copy instead of the structured Peppol invoice

A procurement contact may still ask every supplier to attach a PDF. For Belgian B2B transactions within the 2026 structured-invoice obligation, that preference does not turn the PDF into the required invoice. Sending two independently edited versions also creates an avoidable risk of different totals, references or wording.

Start with the current source and the right identity

The Belgian authority's B2B e-invoicing FAQ states that a recipient cannot refuse a covered structured invoice because a PDF is not attached. A voluntary readable copy may still be sent, but the structured invoice remains the legally relevant document for the covered transaction.

Turn the source into one bounded decision

Decide whether the transaction is in the Belgian B2B scope before choosing the channel. If it is, validate the structured data and Peppol recipient first. Generate any PDF from the same approved invoice record and label it as a readable copy, not a second original with its own financial values.

Keep evidence without automating the next step

Keep one invoice identifier, one approval trail and one delivery record. When the customer asks for a PDF, record the request as a presentation preference rather than a delivery failure. Resolve a Peppol rejection through the network workflow; an emailed PDF does not prove that the structured obligation has been met.

Test exceptions before making the workflow routine

Test at least a missing company number, an ambiguous party, a duplicate and a temporarily unavailable source. The workflow should stop with a focused question and name an owner. Keep the source, review date, input, outcome and confirmation without copying more personal data than needed. Escalate tax, legal, labour or safety uncertainty to the competent person.

Repeat the check when the amount, party, invoice action, site, schedule or official instruction changes. An earlier result is useful context, not automatic permission. Define who can correct an error, who informs affected people and when the exception is genuinely closed.

Make the status readable to a colleague who did not prepare the file. They should see what was checked, what remains uncertain and which next action is allowed or blocked. Use stable fields for identity, date, source and decision; a free-text note can explain the evidence but should not be the only evidence.

Connect the record to controlled execution

Enfin can connect the customer, supplier, quote, project, task, document and invoice in one record. Alfie can prepare information and propose an action within available permissions; an authorised user confirms consequential actions. Explore Enfin, compare pricing or discuss your workflow.