Free Freelance Invoice Template for Belgium (2026) — With PEPPOL
A Belgian freelance invoice needs more than just your logo and a price. It must include specific legal fields required by Belgian tax law — and since January 2026, it must also be sent via PEPPOL for B2B transactions. Here's exactly what your invoice needs to contain and how to get it right every time.
Required Fields on Every Belgian Invoice
Belgian law (BTW-wetboek / Code TVA) requires the following on every invoice:
- Invoice date — the date the invoice is issued
- Sequential invoice number — unique and unbroken (e.g. 2026-001, 2026-002)
- Your full name or company name and address
- Your Belgian VAT number (BE + 10 digits)
- Your KBO/BCE enterprise number
- Client name and address
- Client VAT number (for B2B invoices)
- Description of goods or services — specific enough to identify the work
- Quantity and unit price
- VAT rate and VAT amount per line
- Total excl. VAT, VAT amount, total incl. VAT
- Payment terms (e.g. "Payment within 30 days")
- Your IBAN and structured payment reference
Belgian VAT Rates — Which One to Use?
- 21% — standard rate for most professional services (consulting, design, IT, marketing, legal, accounting)
- 12% — certain restaurant services, social housing
- 6% — food, books, medicine, renovation works on residential buildings older than 10 years
- 0% — intra-EU B2B supplies to VAT-registered EU clients (must state "Intracommunautaire levering — BTW verlegd")
Structured Payment Reference
Belgian bank transfers use a structured communication (gestructureerde mededeling) in the format +++XXX/XXXX/XXXXX+++. This links the payment automatically to the correct invoice. Eurobillr generates this for every invoice automatically — no manual calculation needed.
PEPPOL: Required for B2B Since 2026
If your client is a VAT-registered Belgian company, you must send the invoice via the PEPPOL network — not as a PDF by email. The invoice content is the same; only the delivery method changes. With Eurobillr, clicking "Send via PEPPOL" handles the entire transmission.
Invoice Numbering Rules
Your invoice numbers must be:
- Sequential — no gaps, no reuse
- Unique per year — you can reset the counter each January (e.g. 2026-001)
- Consistent format — whatever format you choose, stick to it
Eurobillr maintains your invoice numbering automatically and warns you of any gaps.
How Long to Keep Invoices
Belgian law requires you to keep all invoices — both outgoing and incoming — for 7 years. Eurobillr stores everything in the cloud, fully searchable and downloadable at any time.
Free Invoice Template vs. Invoicing Software
A Word or Excel template can work for very occasional invoicing, but it creates manual errors: wrong VAT calculations, missing fields, duplicate numbers, and no PEPPOL delivery. Eurobillr generates legally compliant invoices automatically — correct VAT, structured reference, PEPPOL delivery, and automatic payment reminders — in the same time it takes to fill in a template.