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With this step-by-step plan you can safely migrate to Peppol invoicing via Peppol Commerce

ByNico Claes

When switching to Peppol invoicing with Peppol Commerce, you usually replace an existing invoicing plugin and change part of your financial workflow. In this article, we’ll walk you through a practical migration approach for WooCommerce webshops in Belgium, where Peppol invoicing has been mandatory for B2B transactions since 2026.

Why migrating to Peppol Commerce?

Since 2026, Belgian VAT-registered businesses must be able to send and receive structured electronic invoices via Peppol (Peppol BIS 3.0). Many online stores still use traditional PDF invoicing plugins that don’t comply with these new requirements.

Peppol Commerce offers a solution by converting WooCommerce orders directly into structured e-invoices and automatically sending them via Peppol. Because the plugin supports both B2B and B2C invoicing in a single flow, a separate invoicing plugin is no longer necessary.

However, as with any migration, you, as the administrator, should check a few things to ensure a smooth transition to Peppol Commerce. Here are some steps you can follow:

Step 1: Inventory of current billing plugins

Before installing or removing anything, first take inventory of everything related to billing today. Consider:

  • Plugins that generate invoices or credit notes, e.g. PDF Invoices & Packing Slips, specific Peppol integrations, invoicing add-ons for your accounting package.
  • Plugins that forward order data to external Peppol or e-invoicing platforms via an API.
  • Add-ons that add extra invoice fields (VAT number, separate billing email address, PO number, reference, etc.).

Note down exactly what each plugin does, and whether that functionality can be included in Peppol Commerce later. This way, you avoid duplicate invoices, duplicate emails, or confusion in your accounting.

Step 2: Map existing invoicing workflows

Invoicing plugins rarely do just one thing. They often trigger multiple workflows when an order is created or completed. Key questions:

  • How and when is the invoice created (upon order, upon payment, upon shipment)?
  • Is a copy of the invoice sent to your accounting package or an external platform (via UBL, API, email)?
  • What emails or notifications are sent to the customer or administrator upon billing or failed shipment?
  • Is there a Peppol status or invoice status displayed anywhere in the WooCommerce order overview?

Write these steps out as a simple flow: “Order paid → invoice generated → UBL to accounting → email to customer.” This way, you can clearly see where Peppol Commerce will replace it and where other steps should remain.

Step 3: Determine which plugins can be disabled

If Peppol Commerce takes over all invoicing, you’ll want to disable the old invoicing functionality as soon as the new flow is active. It’s best to keep the following in mind:

  • Invoice generation plugins: If Peppol Commerce itself provides invoices (PDF/UBL), a separate PDF invoicing plugin is no longer required.
  • Peppol‑koppelingen die enkel dienen om orders naar een externe Peppol‑dienst te sturen: die worden overbodig als Peppol Commerce rechtstreeks over Peppol verzendt.
  • Duplicate triggers: two plugins that both create an invoice or send a UBL on “order completed” cause duplicate invoices and confusion.

Plan the shutdown in phases: first on a test or staging environment, then perhaps just for one type of order (e.g. only new B2B orders), and only at the end completely for all orders.

Example: what stays and what can go?

Type pluginExample scenarioAction after migration to Peppol Commerce
PDF invoice pluginGenerates only PDF, no PeppolDisable once Peppol Commerce is active
External Peppol‑connectorSends orders to external platform via APIDisable once Peppol Commerce is active
Accounting linkSends booking data to accountingMostly keep, but review flow
Additional checkout fields for invoicingAdd VAT numberReplaced by Peppol Commerce fields

Step 4: Review checkout process and VAT fields

Peppol Commerce provides specific fields important for B2B invoicing, such as a field for the VAT number and, if applicable, Peppol-related identification. Therefore, please check:

  • Whether the standard Peppol Commerce VAT field is visible to business customers and saved correctly in the order.
  • Whether your existing checkout field plugins (Custom Checkout Fields, B2B plugins, etc.) conflict with these fields (duplicate labels, different validation, wrong mapping).
  • Whether the VAT calculation logic works correctly per customer type (B2C vs B2B, intra-Community, export, etc.).

A good test is a full round of tests with at least three scenarios: a private customer in Belgium, a Belgian VAT customer, and a foreign B2B customer. For each scenario, check the order, invoice, and e-invoice.

Step 5: Historical invoices and archives

Before you disable or delete your old invoicing plugin, you need to decide what to do with historical invoices. In Belgium, invoices must be retained for several years, so you don’t want to lose anything.

Check per plugin:

  • Where are PDFs and UBLs stored (media library, custom tab, external storage)?
  • Can you easily export invoices or UBL files for archiving in your DMS or accounting package?
  • Should historical invoices still be accessible to customers via the webshop, or is an internal archive sufficient?

Often the best approach is to export all existing invoices and store them securely in your accounting or DMS, and then use Peppol Commerce for all new orders from a clear cut-off date.

Step 6: Compatibility with subscriptions and other plugins

If you work with subscriptions (WooCommerce Subscriptions or an alternative), this deserves extra attention. Subscriptions often generate invoices automatically at each renewal, and multiple plugins can connect to this simultaneously.

Please note the following points:

  • Welke plugin genereert vandaag de factuur bij een subscription‑verlenging, en wanneer gebeurt dat (bij succesvolle betaling, bij aanmaak van de renewal‑order)?
  • Should Peppol Commerce also create e-invoices for existing subscriptions, or do you only start for new subscriptions from date X?
  • How do your payment gateways handle recurring payments and invoice numbers (certainly relevant for VAT audit and reconciliation)?

Sometimes a gradual migration is recommended: old subscriptions continue to follow their existing billing flow, while new subscriptions run entirely through Peppol Commerce.

Step 7: Review WooCommerce configuration and VAT rules

Correct Peppol invoicing starts with a correct WooCommerce configuration. Therefore, check your basic settings:

  • VAT zones, rates and round settings: Make sure all VAT rules match your accounting (including VAT on shipping costs and surcharges).
  • Display of prices (incl./excl. VAT) by customer type and by country.
  • The order status settings that can trigger an invoice (e.g. “processed” vs “completed”).

Peppol invoices are structured and contain detailed information about lines, VAT rates, and amounts, revealing any inconsistencies in your webshop settings. A quick audit of your VAT configuration prevents many subsequent support questions.

Conclusion

With these steps, you’ll make switching to Peppol Commerce not a purely technical undertaking, but a well-thought-out migration of your entire invoicing process. This way, you’ll be ready for the Belgian Peppol requirement and create a single, consistent flow for B2C and B2B invoicing in WooCommerce.

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