Why e-invoicing will become mandatory: what self-employed professionals need to know for 2025–2026
E-invoicing is no longer a futuristic idea: it is rapidly becoming a reality for European businesses, especially for freelancers and small companies. By 2025–2026, several countries (including Belgium) will require the issuance and receipt of structured electronic invoices, most commonly in the UBL/XML format.But why this major shift? And more importantly: what does it mean for a self-employed professional who wants to keep working efficiently without completely changing their daily habits?
This article provides a clear and practical overview.
1. Why are governments making e-invoicing mandatory?
The transition to electronic invoicing serves several key objectives:-
Combating VAT fraud
UBL/XML invoices allow automated and secure transmission of VAT data. The result: fewer errors, fewer omissions, and greater transparency between businesses and tax authorities. -
European standardisation
The UBL format simplifies cross-border exchanges, benefiting companies operating in Belgium, Luxembourg, the Netherlands and Scandinavia. -
Automation of accounting processes
With a structured format, accounting software can automatically read invoice data.
This boosts productivity for accountants and businesses alike. -
Reduction of administrative costs
Less paper, fewer scans, fewer manual mistakes — a direct saving of time and money.
2. Key deadlines in Belgium, Luxembourg and the Netherlands
The timeline varies by country, but the trend is the same: e-invoicing is gradually becoming mandatory.Belgium
- Already mandatory for public procurement.
- General obligation starting in 2026 for all VAT-liable businesses (sending and receiving UBL/XML).
- Mandatory for invoices sent to public administrations.
- Progressive extension to companies, according to the European roadmap (final dates pending confirmation).
- Mandatory for B2G invoicing for several years.
- Strong push for B2B, with a transition to mandatory use aligned with the European schedule (2025–2026).
3. What does this change for self-employed professionals?
Here are the concrete day-to-day impacts:You will receive more and more UBL/XML invoices
Even if you work alone, you are affected. Suppliers are switching to the structured format.
Your accountant will expect you to be able to view these documents
Accountants prefer clients to check their invoices before they are imported into the accounting system.
You must keep invoices in electronic form
A printed PDF does not always replace the original UBL file.
You do not need heavy or complex software to read them
This is a common concern, but completely unfounded.
4. What tools do you really need?
Good news: no major technological overhaul is required.A self-employed professional mainly needs:
- a tool to create their own invoices (depending on their business),
- a simple viewer to read and verify received UBL/XML files.
UBL Invoice Viewer
- Instantly opens UBL/XML files
- Displays invoices in a clear and readable layout
- Allows printing or exporting to PDF
- Works offline (no data leaves your device)
- Available on Mac, iPhone and iPad
- No subscription, no advertising
5. How to prepare today
We recommend 3 practical steps for freelancers:1. Identify the suppliers who are switching to UBL
Many of them already are.
2. Check that you can open electronic invoices
A quick test with UBL Invoice Viewer is enough.
3. Inform your accountant that you are ready
They will appreciate it: it simplifies their work and reduces errors.
Conclusion
E-invoicing is not a disruptive change — it is a logical and beneficial evolution. For freelancers, the key is being able to view, understand and archive these structured files.With the right tools, the transition happens naturally.
And you?
Are you ready for e-invoicing in 2025–2026?
Try it now
Launch price: €4,99 (instead of €19,99)