PDF invoice requirements
Make sure your PDF invoices include the right information so we can process them smoothly and send them via Peppol without delays.
Quick checklist - must have on every invoice
Unique number for each invoice
Amount before VAT, VAT amount, total with VAT
Name, VAT number or registration number
VAT rate (25%, 0%, etc.) for each line item
Description, quantity, unit price, amount
Required invoice information
Basic invoice details
| Field | What it means | Example |
|---|---|---|
| Invoice numberREQUIRED | Unique identifier for this invoice. No two invoices should have the same number. | INV-2025-001 |
| Invoice typeREQUIRED | DEB for regular invoices, CRE for credit notes (refunds) | DEB |
| Invoice dateREQUIRED | When the invoice was issued. | 2025-10-06 |
| Due date | When payment is expected. | 2025-11-06 |
| CurrencyREQUIRED | Three-letter currency code. Use one currency per invoice. | EUR |
Customer (buyer) information
| Field | What it means | Example |
|---|---|---|
| Company nameREQUIRED | Your customer's full legal business name | Example Corp AS |
| VAT number OR registration numberREQUIRED | Either the VAT registration number or company registration number. At least one must be provided. | BE123456789 |
| Country | Customer's country code (2 letters) | BE |
Important: VAT or registration number
Your customer must have either a VAT number OR a company registration number clearly shown on the invoice. Without at least one of these, we cannot deliver the e-invoice via Peppol.
Amount totals
| Field | What it means | Example |
|---|---|---|
| Amount before VATREQUIRED | Total invoice amount without VAT. Max 2 decimals. | 1000.00 |
| VAT amountREQUIRED | Total VAT charged. Max 2 decimals. | 250.00 |
| Total amount with VATREQUIRED | Final amount including VAT. Max 2 decimals. | 1250.00 |
| Payable amountREQUIRED | Amount customer needs to pay. Usually same as total with VAT. | 1250.00 |
Rounding rules
Peppol only accepts amounts with maximum 2 decimal places. We recommend you round amounts yourself before sending.
Why? If you send 1250.5678, we'll round it to 1250.57 automatically - but it's better if you do the rounding yourself so you know exactly what amount gets sent to your customer.
VAT breakdown
For each different VAT rate you use (25%, 0%, exempt), you need to show the breakdown:
| Field | What it means | Example |
|---|---|---|
| VAT categoryREQUIRED | S = Standard rate (taxable), Z = Zero rated, E = Exempt from tax | S |
| VAT rateREQUIRED | Percentage rate (e.g., 25 for 25% VAT). Required unless exempt. | 25 |
| Taxable amountREQUIRED | Sum of all amounts subject to this VAT rate. Max 2 decimals. | 1000.00 |
| VAT amountREQUIRED | Total VAT for this category. Max 2 decimals. | 250.00 |
| Exemption reason | Required ONLY if VAT category is "E" (exempt). Explain why no VAT charged. | Export outside EU |
Line items (products/services)
Each product or service on your invoice needs:
| Field | What it means | Example |
|---|---|---|
| DescriptionREQUIRED | Clear name or description of the product/service | Consulting services |
| QuantityREQUIRED | How many units | 40 |
| UnitREQUIRED | Unit of measure: H87 (piece), LH (labour hour), MTR (meter), etc. | LH |
| Unit priceREQUIRED | Price per unit, without VAT. Max 2 decimals. | 25.00 |
| Line totalREQUIRED | Total for this line (Quantity × Unit Price). Max 2 decimals. | 1000.00 |
| VAT rateREQUIRED | VAT percentage for this item | 25 |
Common unit codes
Recommended: use standard codes
H87 = Piece (for items, products)
LH = Labour hour (for services, consulting)
MTR = Meter
KGM = Kilogram
DAY = Day
Alternative: plain words
You can also use plain language like "hour", "piece", or "meter" and we'll convert them to standard codes.
Fallback option:
ZZ = Mutually defined (use this if you don't have a specific unit)
The "ZZ" code means "a unit of measure as agreed between two or more parties" - it's a flexible option when standard codes don't fit.
Tips for creating perfect PDF invoices
- Round all amounts to 2 decimals yourself before sending (avoid automatic rounding)
- Make sure VAT calculations are correct (our system will check!)
- Include either VAT number OR registration number for your customer
- Keep invoice numbers unique - never reuse a number
What happens when you email your invoice
Our system checks:
1. Required fields - Are all mandatory fields present?
3. Calculations - Do the VAT amounts match the rates? Do totals add up correctly?
4. Customer info - Can we identify and reach your customer?
5. Peppol compliance - Does everything meet Peppol network standards?
If something's wrong
You'll see a clear error message in the Fitek platform explaining exactly what needs to be fixed. Common issues:
• Missing customer VAT or registration number
• VAT calculations don't match
• Missing unit codes on line items
Just fix the issue and send again - it's that simple!
Ready to send your first invoice?
Make sure your PDF follows these guidelines, then email it to your Fitek mailbox.
Go to Fitek platformPDF invoice requirements
Make sure your PDF invoices include the right information so we can process them smoothly and send them via Peppol without delays.
Quick checklist - must have on every invoice
Unique number for each invoice
Amount before VAT, VAT amount, total with VAT
Name, VAT number or registration number
VAT rate (25%, 0%, etc.) for each line item
Description, quantity, unit price, amount
Required invoice information
Basic invoice details
| Field | What it means | Example |
|---|---|---|
| Invoice numberREQUIRED | Unique identifier for this invoice. No two invoices should have the same number. | INV-2025-001 |
| Invoice typeREQUIRED | DEB for regular invoices, CRE for credit notes (refunds) | DEB |
| Invoice dateREQUIRED | When the invoice was issued. | 2025-10-06 |
| Due date | When payment is expected. | 2025-11-06 |
| CurrencyREQUIRED | Three-letter currency code. Use one currency per invoice. | EUR |
Customer (buyer) information
| Field | What it means | Example |
|---|---|---|
| Company nameREQUIRED | Your customer's full legal business name | Example Corp AS |
| VAT number OR registration numberREQUIRED | Either the VAT registration number or company registration number. At least one must be provided. | BE123456789 |
| Country | Customer's country code (2 letters) | BE |
Important: VAT or registration number
Your customer must have either a VAT number OR a company registration number clearly shown on the invoice. Without at least one of these, we cannot deliver the e-invoice via Peppol.
Amount totals
| Field | What it means | Example |
|---|---|---|
| Amount before VATREQUIRED | Total invoice amount without VAT. Max 2 decimals. | 1000.00 |
| VAT amountREQUIRED | Total VAT charged. Max 2 decimals. | 250.00 |
| Total amount with VATREQUIRED | Final amount including VAT. Max 2 decimals. | 1250.00 |
| Payable amountREQUIRED | Amount customer needs to pay. Usually same as total with VAT. | 1250.00 |
Rounding rules
Peppol only accepts amounts with maximum 2 decimal places. We recommend you round amounts yourself before sending.
Why? If you send 1250.5678, we'll round it to 1250.57 automatically - but it's better if you do the rounding yourself so you know exactly what amount gets sent to your customer.
VAT breakdown
For each different VAT rate you use (25%, 0%, exempt), you need to show the breakdown:
| Field | What it means | Example |
|---|---|---|
| VAT categoryREQUIRED | S = Standard rate (taxable), Z = Zero rated, E = Exempt from tax | S |
| VAT rateREQUIRED | Percentage rate (e.g., 25 for 25% VAT). Required unless exempt. | 25 |
| Taxable amountREQUIRED | Sum of all amounts subject to this VAT rate. Max 2 decimals. | 1000.00 |
| VAT amountREQUIRED | Total VAT for this category. Max 2 decimals. | 250.00 |
| Exemption reason | Required ONLY if VAT category is "E" (exempt). Explain why no VAT charged. | Export outside EU |
Line items (products/services)
Each product or service on your invoice needs:
| Field | What it means | Example |
|---|---|---|
| DescriptionREQUIRED | Clear name or description of the product/service | Consulting services |
| QuantityREQUIRED | How many units | 40 |
| UnitREQUIRED | Unit of measure: H87 (piece), LH (labour hour), MTR (meter), etc. | LH |
| Unit priceREQUIRED | Price per unit, without VAT. Max 2 decimals. | 25.00 |
| Line totalREQUIRED | Total for this line (Quantity × Unit Price). Max 2 decimals. | 1000.00 |
| VAT rateREQUIRED | VAT percentage for this item | 25 |
Common unit codes
Recommended: use standard codes
H87 = Piece (for items, products)
LH = Labour hour (for services, consulting)
MTR = Meter
KGM = Kilogram
DAY = Day
Alternative: plain words
You can also use plain language like "hour", "piece", or "meter" and we'll convert them to standard codes.
Fallback option:
ZZ = Mutually defined (use this if you don't have a specific unit)
The "ZZ" code means "a unit of measure as agreed between two or more parties" - it's a flexible option when standard codes don't fit.
Tips for creating perfect PDF invoices
- Round all amounts to 2 decimals yourself before sending (avoid automatic rounding)
- Make sure VAT calculations are correct (our system will check!)
- Include either VAT number OR registration number for your customer
- Keep invoice numbers unique - never reuse a number
What happens when you email your invoice
Our system checks:
1. Required fields - Are all mandatory fields present?
3. Calculations - Do the VAT amounts match the rates? Do totals add up correctly?
4. Customer info - Can we identify and reach your customer?
5. Peppol compliance - Does everything meet Peppol network standards?
If something's wrong
You'll see a clear error message in the Fitek platform explaining exactly what needs to be fixed. Common issues:
• Missing customer VAT or registration number
• VAT calculations don't match
• Missing unit codes on line items
Just fix the issue and send again - it's that simple!
Ready to send your first invoice?
Make sure your PDF follows these guidelines, then email it to your Fitek mailbox.
Go to Fitek platform