What's new at Company Belgium: purchase invoice upload, VAT declaration pre-calculation

In brief

Company Belgium launches two major features in May 2026: bulk upload of purchase invoice PDFs with automatic extraction of accounting data, and VAT declaration pre-calculation with pre-filling of Intervat boxes. These tools allow a Belgian SME to close a fiscal quarter in minutes instead of half a day.

May 2026 — less typing, more control

This month we're targeting the two most time-consuming tasks in any practice or SME: purchase invoice entry and VAT declaration preparation. Two complementary features: one fills your purchases journal automatically, the other turns that journal into a declaration ready to submit. For the legal framework, see our guide on VAT in Belgium for businesses.

Bulk purchase invoice upload

No more opening, typing, closing each PDF one at a time. The new Invoicing → Purchases → Upload screen accepts one or several PDFs via drag-and-drop. For each invoice, the system automatically extracts:

• The supplier — record created if new, identified by BCE/VAT number if already known

• The invoice number, issue date, due date

• Amounts: net, VAT, total, plus the currency

• The recipient's IBAN and the structured payment reference

• A suggested expense category based on the description

Then comes the centrepiece: a line-by-line review dialog. You see the original PDF next to the extracted fields, correct if needed, validate. No blind entries — human control stays where it matters.

On validation, each invoice lands in the purchases journal with its original PDF archived. Invoices are ready to be matched against bank payments from your statement and — to the next point — aggregated into the next VAT declaration.

For a practice processing 50 to 100 supplier invoices per month via manual entry, the time saving is around 80 to 90 %. This flow integrates seamlessly with Peppol e-invoicing via Dokapi for inbound invoices arriving from the Peppol network. Not a dubious shortcut: an alignment between what the machine can do (read a PDF) and what the human must do (validate, categorise, doubt).

VAT declaration pre-calculation

The Invoicing → VAT Declaration screen automatically aggregates your sales and purchase invoices over the chosen period (monthly or quarterly, depending on your regime) and pre-fills the Intervat boxes:

• Boxes 00 to 09 — turnover by rate (0%, 6%, 12%, 21%, exempt, exports)

• Boxes 44 to 48 — intra-Community operations and reverse charge

• Boxes 54 to 59 — deductible VAT, domestic and intra-Community purchases

• Boxes 71 and 72 — VAT to pay or recover

Before finalising, you see the detail of entries feeding each box. An anomaly is flagged in red with a direct link to the relevant invoice:

• An intra-Community supplier without a valid VAT number

• An EU customer with reverse charge but no VAT number recorded

• A sales invoice without an applicable rate

No surprises when you submit.

On finalisation, the module generates the XML file conforming to the Intervat format, ready to upload to the SPF Finances portal. Past declarations are kept with their full snapshot — amounts per box, list of included invoices, XML file — useful in case of a later audit.

In passing: AML / KYC module

For company service providers (domiciliation, fiduciaries, accountants subject to the Belgian Act of 18/09/2017), we also shipped full compliance with the SPF Economie framework: 3-step UBO cascade, training register, domiciliation contracts, goAML export. See our article on the AML/KYC module for SPF Economie compliance for the details, and the guide on Peppol mandatory e-invoicing for Belgian SMEs.

How to enjoy it

No action required for existing users — both screens are available from your Invoicing workspace. If you're starting fresh:

Enable the Invoicing module from the "Modules" tab

Go to Invoicing → Purchases → Upload for your first supplier invoices

At the end of your fiscal period, open Invoicing → VAT Declaration

Everything is designed so a fiscal quarter wraps up in a few minutes instead of half a day — without compromising on traceability or human control. Also see our guide on legal invoice archiving obligations in Belgium.