Electronic invoicing: obligations for our suppliers
SNCB prioritises structured electronic invoicing and has been using the Peppol network since 9 March 2022 for sending and receiving invoices compliant with the European standard EN16931. This method ensures faster and more reliable invoice processing.
We strongly encourage all our suppliers to adopt structured electronic invoicing to guarantee optimal processing of their documents.
Belgian suppliers subject to VAT
Since 1 January 2026, all invoices/credit notes between Belgian VAT liable companies in a B2B context (with certain exceptions) must be sent exclusively in structured electronic form via the Peppol network.
- PDF files sent by email are no longer accepted.
- The only compliant invoice is the structured electronic invoice “PEPPOL BIS Billing” in XML format, in accordance with the European standard EN16931.
Suppliers may also opt for a connection via Ariba Network, which allows invoices to be issued in a format meeting legal requirement. If you are interested in this service, please contact our Supplier Contact Center.
Other Belgian suppliers & foreign suppliers (outside Belgium)
Suppliers established outside Belgium and Belgian suppliers not required to use Peppol (specific exceptions) benefit from additional flexibility.
They may either:
- send their invoice/credit note PDF by e mail to [email protected] or
- use the Peppol network, if available to them (UBL/XML format)
Purchase Order Invoice Requirements
To ensure accurate an efficient invoice processing, please adhere to the guidelines below:
1. Format and Submission
Submit Invoices in a structured electronic format (PEPPOL BIS Billing), unless an exception applies, using the available electronic invoicing solution.
Send invoices exclusively via the agreed channel: ARIBA netwerk, PEPPOL Acces Point, OCR (PDF invoice e-mail), etc.
2. Purchase Order Reference
Each invoice must reference a single valid purchase order number, without any additional characters or symbols. SNCB-NMBS purchase orders consist of 10 digits and start with 44,45 or 55. Ensure that:
- The billed quantity and unit of measure (UoM) match those specified in the purchase order
- The invoice unit rate matches the purchase order unit rate exactly
- Aclear description of the material, delivery or service is included
3. Delivery and Payment Information
Indicate the item number (consecutive), the delivery date or period and the applicable delivery terms in accordance with Return. Ensure that the payment terms comply with the purchase order or the purchase contract.
Documents substantiating the invoice such as a signed delivery note, shipping document or PDF invoice should be embedded in the structured electronic invoice.
4. Buyer and Seller Information
The invoice must include the following details for both the buyer and the seller:
- Full company name, address and VAT identification number or other local identification for tax purposes
- Alternatively, a reference that enables the buyer/seller to state their registered tax status
- The seller's email address
5. Payment Details
Provide the IBAN and/or bank account, BIC details, and the account holder's name.
Intrastat Purchase Order Requirements
Please provide or indicate the following information:
Contact us
Would you like more information about electronic invoicing?
Please fill in the Supplier Contact Center form
