What data must be on a structured invoice
Plain checklist of the fields Belgian B2B invoices need so software can book them. Focus on data that must be correct before you send.
Updated
What this checklist is for
A structured invoice is a data file your customer's software can read without retyping. For in-scope Belgian B2B, that file usually travels on Peppol. Standards names (EN 16931, UBL, Peppol BIS) matter to software vendors. You need the business facts filled in correctly.
Use this page as a pre-send checklist, not as a standards course.
Field checklist (Belgian B2B)
| Area | What must be right |
|---|---|
| Seller identity | Legal name, address, enterprise number / VAT as your tool expects |
| Buyer identity | Same for the customer; wrong number is the classic reject |
| Invoice number and issue date | Unique number in your sequence; real issue date |
| Currency | Usually EUR for domestic Belgian B2B |
| Lines | Description, quantity, unit price, line net amount |
| VAT | Rate or regime per line or group; taxable base and VAT amount that match the lines |
| Totals | Net, VAT, and gross that reconcile with lines |
| Payment | IBAN (and structured payment communication when you use one) |
| References (when the buyer needs them) | Order or contract number so their AP can match |
Often useful as well: delivery date, buyer cost centre or reference, and a contact for disputes.
Before you hit Send
- Fill every mandatory field your invoicing tool highlights for that customer.
- Double-check the buyer enterprise number (ten digits, including leading zeros).
- Confirm VAT math: line nets + VAT equal the header totals.
- Run validate-before-send if your product offers it.
- Archive the structured original, not only the PDF view.
Structured file vs PDF
| File | Role |
|---|---|
| Structured invoice | Source of truth for compliance and booking |
| Human-readable copy generated from the same data |
Fixing the PDF while the structured file still has wrong VAT does not help. Details: PDF vs structured invoice.
Common mistakes
- Wrong or incomplete buyer number
- Totals that do not match lines
- VAT treatment that does not match the supply (for example missing reverse-charge wording when required)
- Archiving PDF only
- Assuming "delivered on Peppol" means the data was correct
Related reading
- Who must comply: Belgian e-invoicing obligation
- Channel choice: PDF vs structured invoice
- Mentions your invoice must show: Belgian invoice legal mentions