As an event professional, you are responsible for your event from A to Z. You are a planner, concept developer, and sometimes even a financial administrator. You have probably seen terms like e-invoicing and Peppol pass by before. But what do these terms really mean, and why is this important for your event administration?
In this article, we take you into the world of digital administration. We explain exactly what e-invoicing and Peppol entail, which European directives form the basis for this, and how legislation differs per country. This way, you know exactly how things stand and can set up your processes exactly how you want.
What is e-invoicing?
E-invoicing is more than just sending a PDF via email. It is a fully digital process in which invoices are sent as structured data (such as XML) directly from one software to another. No manual entry, no errors, and perhaps most importantly: direct insight into your cash flow.
Why is e-invoicing urgent now?
The foundation for the current changes lies with the European Union. With Directive 2014/55/EU, the EU established a common standard for electronic invoicing. The goal? One clear standard (EN 16931) so that invoices can cross borders effortlessly and securely, without you as an event professional, or your finance department, having to worry about different formats or technical barriers. Please note: this is a directive, not strict legislation.
Is Peppol mandatory in the Netherlands, Belgium, and Germany?
Although the basis for e-invoicing is European, each country has been given the space to translate this directive themselves. This explains why you see different approaches in the market that also vary in how quickly they are implemented. To understand this properly, we usually distinguish between two streams: B2G (when you invoice the government) and B2B (invoicing between companies).
The Netherlands:
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Since 2019, e-invoicing has been mandatory for all suppliers of the Central Government (B2G). The government uses the Peppol network for this.
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For the B2B market, there is currently no legal obligation for invoicing between companies, but businesses can of course adopt this voluntarily because it offers efficiency benefits.
Belgium:
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In Belgium, e-invoicing has long been the standard for public procurement (B2G).
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It is also being adopted by the business community: starting January 2026, e-invoicing via the Peppol network is mandatory for all B2B transactions. The aim is to reduce the administrative burden for companies and automate tax control.
Germany
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With the new Wachstumschancengesetz (Growth Opportunities Act), the transition in Germany is being handled in phases. As of January 1, 2025, being able to receive e-invoices is mandatory for almost all German companies (B2B).
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The obligation to also send these invoices follows later, starting in 2027 or 2028, depending on the size of the company.
What is ViDA: the next layer
On top of these existing directives, ViDA (VAT in the Digital Age) is coming soon. This is a package of measures from the European Commission that makes e-invoicing the standard for all cross-border trade within the EU. This is especially relevant for international events. Suppose: an employee of a Dutch company buys a ticket for a conference or course in Germany. Then, starting July 1, 2030, a structured e-invoice must be provided within 10 days. Those invoice details must be reported to the tax authorities immediately, or at least within two days. A PDF or paper invoice will no longer exist then.
ViDA ensures 'real-time reporting', which simply means the tax authorities see what is happening immediately. For you as an organizer, this means your software must not only work now but also be ready for this digital future. This way, you maintain control over your administration while the technology does the work in the background.
What is the Peppol network and how does it work?
Peppol is a European standard for the secure and fast exchange of electronic invoices and orders. You can see it as a secure, digital highway that connects different software systems directly with each other. Whereas with a traditional invoice you send a PDF or paper version that must be processed manually, systems talk directly to each other via Peppol.
The network rests on two important pillars:
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A unique identification number: To participate in the network, you join with a unique number, such as a Chamber of Commerce number or VAT number. This works the same as an email address: as long as you have the recipient's correct number, the invoice arrives. Because this is a public network, you can always look up whether a customer or supplier is already connected.
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A standard XML format: The invoice is sent in a specific digital format (XML). In this format, it has been precisely agreed upon internationally which 'field' contains which information (such as the VAT amount or the invoice number). This allows the receiving software to understand the invoice immediately and without errors.
We often find email to be a good comparison: just as you need an email address to reach someone, you need a Peppol ID to send an e-invoice. Does the number not exist or is the format incorrect? Then the sender receives an error message. This gives you the certainty that invoices arrive safely and in the right place, without human actions or error-prone checks being involved.
How does Peppol work within our software?
We are fully connected to the Peppol network. With our Ticketing & Payments software add-on (which works through Delft Congress Support), you easily automate this process. This works both ways: you can send e-invoices to your participants, and you can receive invoices from us as an e-invoice.
E-invoicing for your participants
You stay in control: on our platform, you set whether you want to offer e-invoicing to your event participants.
The process for the participant is very simple after that:
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Choice in the form: During registration, the participant indicates that they want to receive an e-invoice.
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Filling in data: Participants directly enter their Chamber of Commerce or government number, along with the organization name and a project or PO number.
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Automatic dispatch: Our software then immediately sends two things: a PDF to the participant for their own archive, and the official e-invoice directly to the financial administration of their organization.
The PO number essentially acts as a password here; it ensures that the participant's organization immediately recognizes the invoice as legitimate. While e-invoices are not necessarily paid faster, it makes financial administration on both sides much easier and less error-prone.
E-invoicing from us to you
Does your organization also want fewer manual tasks? In your billing settings, you can simply indicate that you want to receive invoices from aanmelder.nl as an e-invoice. After you have filled in your details (such as your Chamber of Commerce number), we verify whether the number exists. This way, you can be sure that the connection works and your administration runs flawlessly.
Useful to know: because aanmelder.nl itself is connected to the Peppol network, our software already checks data more easily at the front end. This allows us to see more quickly whether a participant has filled in their details correctly.
Hoe Event Management je hierbij kan helen.
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