HOWTO: Receiving e-invoices via Peppol in Equicty Equstable

In the coming years, sending and receiving e-invoices via Peppol will gradually become mandatory across Europe for B2B transactions. For Belgian and Luxembourgish companies, this obligation will take effect on January 1, 2026.

With Equicty Equstable, you can receive e-invoices from your suppliers directly via the Peppol network, fully secure and compliant with European and Belgian regulations. This article explains how to receive e-invoices, what needs to be activated, how to recognize incoming invoices, and what actions you can take with them.

Table of Contents

• Enabling Peppol
• Receiving e-invoices via Peppol
• Automatically created suppliers
• Invoice preview
• Approving invoices
• How to recognize received invoices or credit notes
• Frequently asked questions about incoming invoices

Enabling Peppol

Even if you don’t send e-invoices yourself or only work with private clients (B2C), you still need to enable Peppol if your company falls under the Belgian B2B e-invoicing requirement. This is necessary to receive e-invoices from your suppliers via the Peppol network.

Note: Invoices sent to private customers (B2C) do not need to go through Peppol. You can continue sending them by email or post.

To use Peppol in Equicty Equstable, it must first be activated in your account. Follow the steps in:
[HOWTO Enable Peppol in Equicty Equstable]

Important note: You can send invoices through multiple tools, but receiving via Peppol can only be set up in one software tool at a time. For more information about sending, see:
[HOWTO Sending e-invoices via Peppol in Equicty Equstable]

Receiving e-invoices via Peppol

In Equicty Equstable, go to the module Invoicing → Section Incoming invoices.
Here you’ll find all your received invoices and supplier documents. Incoming e-invoices received via Peppol are automatically recognized as Incoming invoices and labeled with Source: Peppol.

Placeholder product screenshot: Overview of Incoming invoices — column “Source (Peppol)”.

Automatically created suppliers

When you receive an e-invoice from a supplier who does not yet exist in your Equstable Contacts (e.g. Owners) Profiles, Equstable automatically creates a new Supplier-type Profile based on the invoice data. This ensures all documents are properly linked, keeping your supplier overview complete and accurate.

Invoice preview

Click on an incoming invoice to open the preview. In most cases, a Peppol e-invoice includes a PDF layout, allowing you to view the invoice exactly as the supplier issued it. If no PDF is included, Equstable automatically displays the information extracted from the UBL file in a readable table under the Details tab.

Placeholder product screenshot: Example invoice preview — tab “Details (UBL data)”.

Approving invoices

Once you’ve verified an incoming invoice, you can approve it using the buttons at the top right of the invoice detail page. After approval, the invoice can be downloaded using the Download button.

Tip: If your accountant uses an automatic scanning service, you can set up a unique email address for them in Equicty Equstable. Every time a new invoice is received, a copy will automatically be sent to that address.

Read more here: [HOWTO Set up an accounting email integration in Equicty Equstable]

How to recognize received invoices or credit notes

All invoices and credit notes received via Peppol appear in the module Invoicing → Section Incoming invoices. 

The main administrator of the account receives:

• a notification in Equstable via the bell icon, and

• an email alert about the new incoming invoice or credit note.

Placeholder product screenshot: Notification panel + email example “New incoming invoice via Peppol”.

Frequently asked questions about incoming invoices

Can I automatically send incoming invoices to my accounting software?

At this time, incoming invoices are not automatically synchronized with accounting tools.
You can, however, manually forward them to your accountant or scanning service.

See: [HOWTO Forward e-invoices to your accountant via email].

Can I pay incoming invoices directly from Equstable?

Not yet — but this feature is on the product roadmap. Until then, you can track payments through your bank and mark invoices as paid in Equstable manually.

Have you read this article but still have questions?
Check out: [FAQ Peppol in Equicty Equstable]