How to invoice

E‑invoicing has been mandatory for invoicing public authorities and local governments since 2023 (Royal Decree “E‑invoicing” of 9 March 2022). Since 2026, the obligation also applies between Belgian companies.

This applies to all invoices sent to all entities of Groep Gent (City of Ghent, OCMW Ghent, AG Kunsten en Erfgoed, Police Zone Ghent, Emergency Response Zone Ghent, and District09).
If an invoice is sent on paper or as a PDF via e‑mail, we are required to refuse it.

Why e-invoicing?

E‑invoicing has several advantages: 

• Faster and easier processing → time savings
• Faster payment for you as a supplier
• More secure: fewer errors, less risk of fraud, no lost documents
• No costs for paper, envelopes or postage
• Environmentally friendly

This obligation is also a valuable opportunity for your company to fully digitise your invoicing process.

What is an E-invoice?

An e‑invoice is an invoice that is created and sent electronically via Peppol, an international network for safe and reliable exchange of business documents. Anyone with an enterprise number can use Peppol.

More information: efactuur.belgium.be 

How to submit an e-incoive

There are solutions suited to every type of supplier. Do you use an ERP system? Accounting or invoicing software? Or are you currently making invoices in Word or Excel?

• Follow the step‑by‑step guide on efactuur.belgium.be. It directs you to the most suitable solution for your situation. You will also find a list of compatible software and apps — some paid, others free.
• Do you send very few invoices? Then you can use the Mercurius portal.
• Are you incurring costs to set up e‑invoicing? You may be eligible for a 120% increased tax deduction. Check the conditions on the VLAIO website.

Requirements for your e‑invoice

Formal requirements (VAT legislation)

If you have a VAT number, the following must be included:

• Correct VAT rate (e.g. reverse charge, small business scheme, exemption art. 44)
• VAT number of the supplier
• VAT or enterprise number of the relevant Groep Gent entity
• IBAN of the supplier
• Purchase order number (via orderreference)
• Clear description + date of the delivered goods or services
• It is recommended to add a 'readable' PDF attachment of the invoice

Send one separate invoice per purchase order.

Business rules and technical requirements

Consult our business rules for the main guidelines on required invoice fields.
This helps you avoid errors or recurring issues.

Technical support

Always contact the helpdesk of the tool or software you are using (for error messages, coupling issues, delivery status, etc.). We can only verify whether an e‑invoice was received or not.

Invoicing by e-mail

You may only invoice by e-mail in the following exceptional cases:

• You invoice from a legal entity without an enterprise number
  (Note: an enterprise number ≠ a VAT number.)
• You invoice outside a public procurement contract, such as rent, taxes or levies.
• You are a non‑EU supplier who cannot use Peppol.

If you qualify:

Send your request and the e‑mail address from which you will invoice to factuurinfo@stad.gent. Once approved, you may send invoices as PDF via e‑mail.

Expense notes

Only for suppliers without an enterprise number (natural persons). Include at least the following information:

• Name
• Address
• IBAN
• Date of issue
• Description + date of the service or delivery
• Delivery address or the commissioning department
• Amount

Send your expense note directly to the department or contact person who issued the assignment.

Purchase orders

An agreement with the City of Ghent is only valid once you have received
a purchase order, closing letter, or signed contract.

1. Send your enterprise number and e‑mail address to cel.derden@stad.gent
2. After approval, you will receive the purchase order digitally
3. Always wait for the purchase order before delivering goods, performing services, or starting work

Data protection (GDPR)

Group Gent processes your data in accordance with GDPR legislation.
You have the right to access and correct your data via cel.derden@stad.gent.

General invoicing data of our entities