Buyer accepted, rejected, or still processing: what you do next

Delivered is not the same as accepted

Delivery status answers one question: did the structured invoice reach the buyer’s Access Point? A later buyer response answers another: will they process or pay this invoice as submitted?

Belgium’s B2B mandate is about sending and receiving structured invoices. Buyer responses are common with larger customers and automated AP, but not every SME pair uses them every time. When you do see one, treat it as an operational signal, not as proof of payment.

A response also does not replace booking, bank payment, or a credit note.

Accepted: what you do next

Meaning: the buyer cleared the invoice for further accounts-payable processing. They are not disputing the document as submitted.

Your next steps (supplier):

1. Keep the invoice in normal receivables follow-up against the due date.
2. Do not start a correction workflow.
3. Still wait for actual payment; “accepted” is not “paid”.

If you are the buyer sending this status, send it only when your process truly clears the invoice, not merely when the XML arrived.

Rejected: what you do next

Meaning: the buyer will not pay this invoice as submitted. Something is wrong commercially or in the data (price, quantity, reference, delivery, VAT, wrong entity).

Your next steps (supplier):

1. Stop waiting for payment on that open item as if nothing happened.
2. Read the reason text your tool shows. Call or email the buyer only to clarify, not to “push through” the same file.
3. Fix the root cause, then correct with a controlled process: usually a credit note and, if needed, a new invoice. Full playbook: fix a rejected Peppol invoice.

Do not resend the same invoice number hoping the reject disappears. That creates duplicates and numbering headaches.

Still processing: what you do next

Meaning: the buyer has the invoice and is still reviewing it. No final yes or no yet. Related labels in some tools include “under query” or “conditionally accepted”: questions or conditions are open before a clean accept.

Your next steps (supplier):

1. Do not treat this as acceptance.
2. Answer any questions the same day or next business day (PO number, delivery note, line mismatch).
3. Avoid aggressive payment reminders until the status moves to accepted or rejected.
4. Watch for a later accept or reject; that is the decision that changes your AR action.

If you are the buyer

1. Match and check the invoice first, then send a response.
2. Reject or raise questions early so the supplier does not assume payment.
3. Accept only when your AP process really clears the document.

Common mistakes

• Celebrating “delivered” as if the customer already approved payment.
• Ignoring a reject and chasing cash on the original amount.
• Fixing a reject only by informal email while the structured invoice stays wrong on both sides.
• Auto-accepting every inbound invoice on receipt (confuses network arrival with business approval).

Buyer invoice response

A structured Peppol message from the buyer that states whether a delivered invoice is accepted, rejected, or still being processed.