NetSuite E-Invoicing for Belgium: Complete Webinar Recap, Solutions & Implementation Guide

On January 1st, 2026, Belgium's mandatory e-invoicing requirement took effect, fundamentally transforming how businesses exchange invoices. For NetSuite customers, this deadline presents both a compliance obligation and a strategic opportunity to modernize order-to-cash and procure-to-pay processes.

In our recent webinar, Novutech's technical team presented comprehensive guidance on Belgium's e-invoicing mandate, demonstrated live NetSuite integrations, and compared available solution options. This article captures those insights, providing a complete roadmap for NetSuite customers preparing for Belgium e-invoicing compliance.

What you'll discover:

• Belgium e-invoicing mandate requirements and timeline
• Native NetSuite solution (Avalara + Oracle Business Network) overview
• Alternative e-invoicing providers integrated with NetSuite
• Deep dive into Invopop-NetSuite integration (live demo insights)
• Practical implementation timeline and technical considerations
• Answers to common customer questions

Whether you're just beginning your e-invoicing journey or evaluating solution providers, this guide delivers the technical depth and strategic clarity you need to make informed decisions.

Understand European e-invoicing mandates across all countries

Understanding Belgium's E-Invoicing Mandate 2026

What Changed on January 1st, 2026

Belgium's e-invoicing framework mandates that all VAT-registered businesses conducting B2B transactions must send and receive electronic invoices through the Peppol network. This represents a fundamental shift from traditional PDF or paper invoicing to structured, machine-readable data exchange.

Key mandate characteristics:

Mandatory for B2B transactions: All business-to-business invoices must be exchanged electronically via Peppol. Business-to-consumer (B2C) transactions remain excluded from the mandate.

Peppol network required: Belgium opted for the decentralized Peppol (Pan-European Public Procurement OnLine) network rather than a centralized government clearance platform. This provides flexibility and leverages existing international infrastructure.

UBL 2.1 format: Invoices must use the standardized UBL (Universal Business Language) 2.1 XML format, specifically the Peppol BIS Billing 3.0 specification.

Peppol ID requirement: Every business needs a Peppol participant ID to send and receive e-invoices. For Belgian companies, this typically uses the Belgian Enterprise Number (format: 0208:[company number]).

Important Grace Period for Q1 2026

Recent communications from Belgian authorities confirm a grace period during Q1 2026 for businesses actively implementing e-invoicing solutions. This means:

• Businesses demonstrating implementation progress won't face immediate penalties
• You should start your implementation now to benefit from this grace period
• The grace period applies specifically to businesses "in transition" to e-invoicing
• After March 31st, 2026, full compliance is expected

Bottom line: You're not too late to start, but urgency remains high. Implementation typically requires 4-8 weeks, meaning immediate action is essential.

Compliance Requirements & Exclusions

Who must comply:

• All VAT-registered Belgian businesses
• Companies conducting B2B transactions in Belgium
• Both Belgian and foreign companies with Belgian VAT registration

Important exclusions:

• Intercompany invoices between entities of the same group (under certain conditions)
• Non-established entities without permanent Belgian establishment
• Export transactions outside Belgium
• VAT-exempt businesses under Belgian VAT law
• B2C transactions (business to consumer)

Penalty framework:

While Belgian authorities emphasize education over punishment during the transition period, non-compliance after the grace period can result in:

• Administrative fines
• VAT compliance issues
• Audit triggers
• Operational disruptions (inability to transact with compliant partners)

NetSuite E-Invoicing Solutions Landscape

NetSuite customers have multiple pathways to Belgium e-invoicing compliance. Understanding the options and their trade-offs ensures you select the solution best aligned with your business needs.

Native NetSuite Solution: Avalara + Oracle Business Network

NetSuite's official e-invoicing solution combines the Electronic Invoicing SuiteApp with Oracle Business Network (OBN) and Avalara as the compliance engine.

How it works:

1. Electronic Invoicing SuiteApp: Pre-installed framework enabling document generation and transmission
2. Country localization packages: Belgium-specific SuiteApp containing UBL templates and Peppol configurations
3. Oracle Business Network: Document delivery platform connecting to Avalara
4. Avalara: Tax compliance engine handling Peppol transmission, government connections, and validation

Key features:

Pre-built templates: Belgium UBL 2.1 invoice templates ready for use with minimal configuration. Templates include all mandatory fields required by Belgian authorities.

Native integration: Deep integration with NetSuite transaction records (invoices, credit memos, vendor bills). No middleware or external platforms for document management.

Multi-country support: Currently supports Belgium, Spain, and Germany with additional countries planned. Single platform for multi-country e-invoicing needs.

Oracle ecosystem: Leverages Oracle infrastructure and support. Enterprise-grade security and compliance certifications.

Pricing model:

Avalara's NetSuite e-invoicing pricing includes:

• Country-specific packages (per country mandate)
• Volume-based transaction fees (per invoice sent/received)
• Implementation and setup costs
• Ongoing platform fees

Limitations to consider:

OneWorld + Legacy tax only: Currently requires NetSuite OneWorld with legacy tax accounts. Not compatible with SuiteTax (NetSuite's modern tax engine).

Avalara dependency: All e-invoicing flows through Avalara and Oracle Business Network. No alternative routing options.

Limited customization: Pre-built templates and workflows may require workarounds for unique business processes.

Oracle Business Network approach: OBN functions primarily as document transport—no advanced vendor/customer management features.

Alternative Solutions: Custom Integrations

Recognizing that NetSuite's native solution may not fit every business need, Novutech partners with multiple e-invoicing providers offering NetSuite integrations:

Invopop

• GOBL open-source format enabling multi-country support through single integration
• 25+ countries covered with ambitious EU expansion roadmap
• Flexible customization via FreeMarker templates and custom field mapping
• Competitive pricing particularly attractive for high-volume scenarios
• Native NetSuite bundle developed by Novutech

BanQup

• Global coverage claims extending beyond Europe
• Additional capabilities including bank statement integration (CODA, MT940)
• Payment processing integration options
• White label partnership model available

4CEE

• High configurability enabling extensive customization
• TradeInterop or Pagero backend options
• Sophisticated AP automation beyond basic e-invoicing
• Strong European presence with established customer base

Zone & Co (ZoneCapture)

• Fully native SuiteApp embedded experience
• GenAI capabilities for e-invoice data interaction
• Basware or Storecove connection options
• Strong in Nordic markets with expanding coverage

Novutech's Multi-Provider Approach

Unlike partners locked to single vendors, Novutech maintains expertise across multiple e-invoicing platforms. This provider-agnostic approach ensures:

Objective recommendations: Solution selection based on your specific requirements, not vendor partnerships.

Best-fit matching: Different businesses have different needs—we match you with the optimal provider.

Implementation expertise: Deep NetSuite knowledge combined with platform-specific experience.

Future flexibility: Not locked into a single vendor if business needs evolve.

Deep Dive: Invopop NetSuite Integration

Our webinar featured a live demonstration of the Invopop-NetSuite integration developed by Novutech. Here's what makes this solution particularly compelling for Belgium e-invoicing.

The GOBL Advantage

Invopop's architecture centers on GOBL (Global Open Business Language), an open-source JSON-based intermediate format.

Why this matters:

Instead of building separate integrations for each country's format (UBL for Belgium, FatturaPA for Italy, FA(3) for Poland, etc.), you integrate NetSuite once with GOBL. Invopop's platform then converts GOBL to the required destination format.

Benefits:

• Single integration supports 25+ countries
• Future-proof: New countries require only Invopop platform updates, not NetSuite changes
• Open-source transparency: Examine conversion logic, contribute improvements
• Modern developer experience: JSON format easier than complex XML schemas

Customer Setup & Peppol ID Automation

The demo showcased sophisticated automated Peppol ID lookup functionality eliminating manual data entry.

"Get Peppol Info" script:

This custom NetSuite script automatically queries the Peppol directory to find and populate customer Peppol IDs.

How it works:

1. Script extracts customer VAT number from NetSuite record
2. Queries Peppol Service Metadata Locator (SML) for that VAT number
3. Retrieves registered Peppol participant IDs for that company
4. Populates NetSuite custom fields with Peppol information
5. Assigns trust level based on match confidence

Trust levels explained:

High trust: VAT number directly matches primary Peppol ID (scheme 0208: Belgian Enterprise Number). Script automatically checks "Use E-Invoicing" for these customers.

Medium trust: Multiple participant IDs found, script identifies most likely match but flags for manual review. Requires admin verification before enabling e-invoicing.

Low trust: No clear match or ambiguous results. Manual research required to determine correct Peppol ID.

Automation schedule:

• Initial setup: Manual trigger or automatic on customer save (when last check date empty)
• Ongoing validation: Scheduled script runs every 30 days checking Peppol directory
• Batch processing: Processes customers in batches to avoid NetSuite governance limits

Business value: This automation dramatically reduces implementation time and ongoing maintenance. Instead of manually researching hundreds of customer Peppol IDs, the script handles 70-80% automatically with high confidence.

Outbound AR Flow: Sending E-Invoices

Step 1: Invoice creation (unchanged)

Your existing NetSuite invoice creation process remains unchanged. Finance teams create invoices exactly as before—no new data entry requirements beyond ensuring Peppol IDs are populated.

Step 2: E-invoice generation

Upon invoice save, a User Event script automatically triggers:

1. Extracts invoice data (header, line items, taxes, customer info, custom fields)
2. Transforms NetSuite data into GOBL JSON format
3. Creates E-Invoice sub-record linked to the invoice transaction
4. Stores GOBL document in NetSuite file cabinet

Tax code mapping (critical):

NetSuite tax codes must map to Peppol-compliant tax categories:

• NetSuite "BE-VAT-21" → Peppol category "S" (Standard) at 21%
• NetSuite "EU-IC-GOODS" → Peppol category "K" (Intra-Community) at 0%
• NetSuite "EXPORT-EU" → Peppol category "G" (Export) at 0%

This mapping is configured during implementation and ensures VAT treatment compliance.

Step 3: Transmission to Invopop

"Send E-Invoice" button (or automatic workflow) transmits GOBL document to Invopop platform via secure REST API.

Invopop receives GOBL, converts to UBL 2.1 (Belgium requirement), and transmits to customer's Peppol Access Point via Peppol network.

Step 4: Status tracking

NetSuite receives real-time status updates:

• Pending: E-invoice generated, awaiting transmission
• Sent: Successfully transmitted to Peppol network
• Delivered: Customer's Access Point confirmed receipt
• Error: Transmission failed with specific error details

PDF embedding (optional but recommended):

Configuration option embeds human-readable PDF inside e-invoice. While not mandatory, PDFs help during transition period when recipients may not have sophisticated e-invoice processing.

Inbound AP Flow: Receiving E-Invoices

The accounts payable flow demonstrated in the webinar showcases sophisticated automation reducing manual data entry.

Step 1: Incoming e-invoice receipt

Supplier sends e-invoice to your Peppol ID. Invopop (acting as your Peppol Access Point) receives UBL document, converts to GOBL, and immediately transmits to NetSuite via Restlet (real-time API).

Step 2: E-Invoice record creation

NetSuite automatically creates Incoming E-Invoice record containing:

• GOBL document (original supplier data)
• Supplier information extracted from e-invoice
• Invoice amounts, line items, taxes
• Status: "Pending Processing"

Homepage reminder:

Users see "Invopop Incoming Inbox" reminder on NetSuite homepage showing unprocessed e-invoices requiring attention.

Step 3: Draft Bill generation

Scheduled script (typically every 30 minutes) processes pending e-invoices:

1. Matches supplier to existing NetSuite vendor (or flags for manual vendor creation)
2. Creates Draft Bill record (intermediate, non-posting transaction)
3. Populates line items based on e-invoice data
4. Assigns expense accounts based on vendor default or system default

Why Draft Bill?

The webinar emphasized this architectural decision's importance:

Data quality reality: E-invoicing is new to everyone. Supplier data may be inconsistent, incomplete, or incorrectly formatted in early stages.

No accounting impact: Draft Bills don't post to GL, preventing incorrect entries while reviewing/correcting data.

Human review opportunity: Accountants validate and correct before creating actual vendor bill.

Discrepancy detection: System flags differences between draft bill and final vendor bill for audit purposes.

Step 4: Split-screen review

Custom NetSuite page displays:

Left pane: E-invoice rendering (official source of truth for audit purposes)

• Shows e-invoice as received (HTML rendering or embedded PDF)
• Represents legal document for compliance

Right pane: Draft Bill (NetSuite transaction)

• Editable NetSuite record
• Accountant can modify expense accounts, allocations, dimensions
• Compare side-by-side with e-invoice to validate accuracy

Step 5: Vendor Bill creation

Once validated, "Process to Vendor Bill" button creates actual NetSuite vendor bill:

1. Copies Draft Bill data to new Vendor Bill record
2. Applies NetSuite tax logic (based on vendor, expense account, etc.)
3. Sets status "Pending Approval"
4. Triggers existing approval workflows
5. Maintains link to original e-invoice and draft bill

Discrepancy flags:

Custom fields show amounts from both draft bill (DB) and vendor bill (VB), automatically flagging variances requiring explanation.

Tax code handling:

Webinar noted intentional decision NOT to automatically apply supplier's tax codes. Why?

• Determining correct NetSuite tax code from e-invoice data extremely complex
• Data consistency issues during transition period
• NetSuite's existing tax logic (based on vendor + expense account) more reliable
• Allows NetSuite's tax engine to determine correct treatment

Three-way matching support:

Solution supports matching to purchase orders:

• System attempts to match e-invoice to open PO based on reference numbers
• Links vendor bill to PO for three-way matching workflow
• Follows NetSuite's standard PO-receipt-bill matching process

Technical Architecture Highlights

Minimal NetSuite changes: Solution leverages NetSuite's extensibility without heavy customization. Standard transactions (invoices, vendor bills) remain unchanged.

Script-based automation: User Event, Scheduled, and Restlet scripts handle e-invoice processing. No server-side infrastructure required.

File cabinet storage: E-invoice documents stored in organized folder structure for audit trail and compliance documentation.

Custom records: E-Invoice records (inbound/outbound) maintain relationships without modifying core NetSuite schema.

Restlet for real-time: Incoming e-invoices trigger immediate Restlet execution, ensuring near-real-time processing.

Implementation Timeline & Process

Novutech E-Invoicing Enablement Pack

Based on dozens of implementations, Novutech developed a structured E-Invoicing Enablement Pack streamlining the journey from assessment to go-live.

What's included:

Compliance assessment: Document all countries where you operate and their specific mandate requirements.

Solution selection: Evaluate providers based on your requirements, recommend optimal fit.

Data quality audit: Identify gaps in customer/vendor master data, prioritize remediation.

Implementation services: Configure chosen solution, develop customizations, execute testing.

Training & change management: Prepare finance and operations teams for new workflows.

Go-live support: Intensive support during transition period, issue resolution.

Typical Implementation Timeline

The webinar outlined a 6-8 week implementation timeline for most organizations:

Weeks 1-2: Core Setup

• Install NetSuite bundle (Invopop or chosen provider)
• Configure Invopop platform and Peppol registration
• Tax code mapping (NetSuite → Peppol categories)
• Script deployment and parameter configuration
• File cabinet folder structure setup

Weeks 3-4: Testing & Validation

• Test invoice generation and e-invoice creation
• Validate Peppol ID lookup automation
• Test transmission to test Peppol endpoints
• Inbound e-invoice receipt testing
• Draft bill and vendor bill generation validation
• Error handling and edge case testing

Week 5: Training

• Finance team training on outbound process
• Accounts payable training on inbound processing
• Administrator training on monitoring and troubleshooting
• Documentation and quick reference guides

Week 6+: Customizations & Go-Live

• Implement business-specific customizations
• Customer communication and Peppol ID collection
• Phased go-live (pilot customers first)
• Production monitoring and optimization
• Post-go-live support

Can you still make the January 1st deadline?

With the Q1 2026 grace period, starting now provides adequate time for implementation before penalties apply. However, immediate action is essential—delays significantly increase risk.

Pre-Implementation Requirements

Data preparation:

Customer master data: Complete addresses, VAT numbers, contact information. Plan 2-4 weeks for comprehensive data cleanup.

Vendor master data: Valid VAT numbers for Peppol ID matching (inbound flow). Expense account defaults configured.

Tax code audit: Document all tax codes used in invoices, prepare mapping to Peppol categories.

Technical prerequisites:

NetSuite administrator access: Required for bundle installation and configuration.

Sandbox environment: Essential for testing before production deployment.

SuiteScript experience: Helpful for customizations, though Novutech provides development support.

API access enabled: Required for platform integrations (Invopop, etc.).

Key Technical Considerations

Multiple Peppol Participant IDs

The webinar emphasized that companies can register multiple Peppol IDs for different purposes:

Separate AR/AP inboxes: One participant ID for sending invoices (AR), another for receiving (AP). Enables separate routing and processing.

Published vs. private: Publish your AP inbox to Peppol directory (suppliers can find you), keep AR inbox private (you initiate all communications).

Department/division separation: Large organizations might use separate Peppol IDs for different divisions or legal entities.

Belgium scheme 0208: Most common, uses Belgian Enterprise Number (VAT number without "BE" prefix). Other schemes exist for specific scenarios (GLN, IBAN-based).

PDF Embedding Strategy

Current recommendation: Enable PDF embedding during transition period (Q1-Q2 2026).

Rationale: E-invoicing adoption varies across suppliers and customers. Many will lack sophisticated e-invoice processing initially. PDF provides fallback for human review.

Trade-offs: Increases file size and transmission time. Not mandatory, purely optional convenience.

Long-term: As e-invoicing matures, PDF embedding becomes less necessary. Consider disabling after widespread adoption.

Error Handling & Validation

Pre-transmission validation:

Script validates invoices before sending:

• All mandatory fields populated
• Customer has valid Peppol ID
• Tax codes properly mapped
• VAT calculations correct

Transmission errors:

Common errors include:

• Peppol ID not found in directory
• Customer Access Point unavailable
• Data format validation failures

Error resolution:

E-Invoice record stores error messages. Users correct underlying issues (update Peppol ID, fix data) and retry transmission.

Monitoring dashboard:

Custom saved searches show:

• Pending e-invoices awaiting transmission
• Failed transmissions requiring attention
• Successful transmissions with timestamps
• Inbound e-invoices pending processing

Future Enhancements Roadmap

Novutech continues evolving the Invopop-NetSuite solution:

Expense automation: Machine learning identifying expense accounts based on historical patterns. After processing vendor bills, system suggests: "Use this expense account for future invoices from this vendor?"

Advanced matching: Enhanced PO matching logic using AI to identify relationships even with inconsistent reference numbers.

Self-service vendor portal: Suppliers access portal to verify Peppol IDs, view invoice status, resolve discrepancies.

Multi-country expansion: As additional countries mandate e-invoicing, solution expands seamlessly leveraging GOBL's multi-format conversion.

Common Questions from the Webinar

Q: Does NetSuite already have customers live with Belgium e-invoicing?

A: Yes, the NetSuite native solution (Avalara + OBN) has been available since October/November 2025. Multiple customers are live. Alternative solutions like Invopop also have production deployments.

Q: Must we provide PDF versions of e-invoices?

A: No, PDF is not mandatory. The electronic invoice (UBL XML) is the legal source of truth. However, embedding PDFs is recommended during transition period for recipients without sophisticated e-invoice processing.

Q: How does purchase order matching work?

A: The solution matches e-invoices to NetSuite purchase orders based on reference numbers in the e-invoice. When matched, the vendor bill links to the PO, enabling standard NetSuite three-way matching workflows.

Q: Is the Peppol ID functionality native NetSuite or Novutech custom?

A: The automated Peppol ID lookup showcased in the demo is Novutech custom development. Native NetSuite solution requires manual Peppol ID entry. Novutech built this automation as an accelerator reducing implementation time and ongoing maintenance.

Q: What's the key difference between native NetSuite and custom solutions?

A: Native NetSuite integrates Avalara's compliance engine with Oracle Business Network for document transport. Custom solutions (Invopop, BanQup, etc.) offer alternative architectures, potentially lower costs at high volumes, different customization capabilities, and multi-provider optionality. Choice depends on specific business requirements.

Next Steps: Getting Ready for Belgium E-Invoicing

Free E-Invoicing Readiness Assessment

Novutech offers complimentary readiness assessments for NetSuite customers:

What we assess:

• Current invoice volumes and transaction complexity
• Customer/vendor master data quality
• NetSuite configuration (OneWorld, SuiteTax, customizations)
• Timeline to compliance (January 1st deadline consideration)
• Budget and resource availability

What you receive:

• Gap analysis documenting readiness
• Solution recommendation (native vs. alternative providers)
• Implementation timeline proposal
• Budget estimate for implementation services
• Risk assessment and mitigation strategies

Request your free e-invoicing readiness assessment →

Implementation Options

Option 1: Full Novutech Implementation

• Complete end-to-end implementation
• Solution provider selection, configuration, testing, training
• Customization development as needed
• Go-live support and post-deployment optimization

Option 2: Guided Implementation

• Novutech provides guidance and expertise
• Your internal team executes technical work
• Periodic checkpoints and reviews
• Go-live assistance and knowledge transfer

Option 3: Specific Services

• Data quality remediation only
• Custom development for unique requirements
• Training and change management services
• Post-implementation optimization

Multi-Country Strategy

If you operate in multiple European countries, consider comprehensive e-invoicing strategy:

Immediate: Belgium (January 1st, 2026 deadline with Q1 grace period)

Near-term: France (September 2026 receiving requirement, phased sending by company size), Spain (delayed to 2027 for most businesses), Germany (January 2027 for larger companies, January 2028 for all)

Strategic approach: Select solution provider with strong multi-country roadmap. Implement Belgium first, leverage learnings for subsequent countries.

Conclusion

Belgium's January 1st, 2026 e-invoicing mandate represents both compliance imperative and operational opportunity. NetSuite customers have multiple pathways to compliance, from native Avalara-based solutions to custom integrations with providers like Invopop, BanQup, 4CEE, and Zone.

The webinar demonstrated that successful e-invoicing implementation extends beyond technology—it requires data quality preparation, process redesign, and change management. However, with structured approach and expert guidance, the 6-8 week implementation timeline remains achievable.

Novutech's provider-agnostic expertise ensures you select and implement the optimal solution for your specific requirements. Whether you choose NetSuite's native offering or alternative integrations, our team brings deep NetSuite knowledge and e-invoicing implementation experience across multiple platforms.

The Q1 2026 grace period provides breathing room—but not unlimited time. Organizations starting now can implement confidently. Delays increase risk significantly.

Ready to start your Belgium e-invoicing journey? Schedule your free readiness assessment today

Contact Novutech for NetSuite E-Invoicing Implementation

📧 Contact us
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🌐 More e-invoicing resources

Related resources:

• European E-Invoicing Mandates 2025-2027 Complete Guide
• Watch the webinar recap vidéo

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