Algemene voorwaarden

1. INTRODUCTION

These Terms and Conditions ("Terms") govern your use of the e-invoice.be platform and services ("Platform") operated by E-invoice BV ("Company", "we", "us", or "our"), a company established under Belgian law.

By accessing or using the Platform, you agree to be bound by these Terms. If you disagree with any part of the Terms, you may not access the Platform.

2. DEFINITIONS

In these Terms:

• "Platform" refers to the e-invoice.be website, applications, and services.
• "User" or "you" refers to any individual or entity that accesses or uses the Platform.
• "Services" refers to the e-invoicing services provided through the Platform, including but not limited to the Peppol mailbox service, business directory, virtual Peppol address creation, invoice analysis, and document conversion services.
• "Peppol" refers to the Pan-European Public Procurement Online network.
• "E-invoice" refers to an electronic invoice that meets the standards required by Belgian law and Peppol specifications.
• "Subscription" refers to the paid access to the Platform and Services.

3. ACCOUNT REGISTRATION AND SECURITY

3.1 Account Creation

To use our Services, you must register for an account on our Platform. You agree to provide accurate, current, and complete information during the registration process and to update such information to keep it accurate, current, and complete.

3.2 Account Security

You are responsible for safeguarding your account. You agree not to disclose your password to any third party and to take sole responsibility for any activities or actions under your account, whether or not you have authorized such activities or actions.

3.3 Business Verification

To ensure the security and integrity of our Platform, we may verify your business information through various means, including but not limited to checking your VAT number, company registration, and bank account details. You consent to these verification procedures as part of your use of our Services.

4. SERVICES

4.1 Peppol Mailbox

We provide a Peppol mailbox service that allows you to send and receive electronic invoices through the Peppol network. E-invoice BV acts as your certified Peppol Access Point. You acknowledge that the Peppol network is a third-party infrastructure and we are not responsible for its performance, availability, or any delays, delivery failures, or data corruption that occurs within the network itself. Our responsibility is limited to the successful transmission of documents from our Platform to the Peppol network and the processing of documents we receive from the network.

4.2 Business Directory

Our Platform includes a business directory with verified information about Belgian companies. This directory is provided as a convenience tool only to facilitate the e-invoicing process. While information is updated regularly, we make no warranties or guarantees regarding its completeness, accuracy, or timeliness. You are solely responsible for verifying any information from the directory before relying on it for any purpose, and we disclaim all liability for any loss or damage arising from your use of or reliance on this directory.

4.3 Invoice Analysis

Our Platform includes AI-powered tools that analyze incoming invoices. These analyses are provided as informational tools only and do not constitute financial, legal, or accounting advice. They are automated and may contain errors or omissions. The Company disclaims any and all liability for actions or decisions you take based on this analysis. The ultimate responsibility for verifying the legitimacy, accuracy, and financial implications of any invoice rests entirely with you.

4.4 Document Conversion

We offer services to convert traditional invoice formats into Peppol-compliant e-invoices. While we strive for accuracy in this conversion process, you are responsible for reviewing all converted documents before sending.

4.5 Service Level and Availability

We strive to maintain 99.9% uptime for our Platform, but this is a goal, not a guarantee. We do not guarantee uninterrupted or error-free operation. We may perform scheduled maintenance, and we will make reasonable efforts to notify users in advance. We also reserve the right to perform unscheduled emergency maintenance at any time. In no event shall E-invoice BV be liable for any damages, lost profits, or business interruption resulting from the Platform being unavailable, whether for scheduled or unscheduled maintenance or for any other reason.

4.6 Technical Standards Compliance

We design our services to be compliant with prevailing technical standards, such as the European Norm for e-invoicing (EN-16931). We will use commercially reasonable efforts to update our systems to maintain compliance with evolving standards and regulations. However, we do not guarantee immediate compliance with all newly introduced standards at all times.

4.7 Peppol Network Registration

By submitting to our Services, you authorize E-invoice BV to register your business entity on the Peppol network as an end user and to obtain a Peppol Participant ID on your behalf. This registration is necessary to enable you to send and receive documents through the Peppol e-Delivery Network.

Furthermore, by creating an account and providing your business details, you expressly authorize E-invoice BV to automatically claim the Peppol Participant ID associated with your business entity (e.g., your VAT/enterprise number) if it is found to be unclaimed or is registered on a default governmental platform, such as the Belgian government's Hermes system. This action is necessary to seamlessly integrate your business into our Peppol Access Point and Service Metadata Publisher (SMP) and to enable the full functionality of our Services. Upon successful claim, your Peppol ID will be managed by E-invoice BV, allowing you to send and receive e-invoices through our Platform.

If your business is already registered on the Peppol network with another Access Point Provider, you authorize us to initiate the Peppol Participant transfer process to migrate your Peppol Participant ID to our Service Metadata Publisher (SMP). This transfer enables us to list your entity in our Peppol Directory and manage your document exchange capabilities.

You can request the cancellation of your Peppol registration or the transfer of your Peppol Participant ID to another provider at any time by contacting our support team. Please note that such actions may affect your ability to use our Services. To cover the administrative work involved, a one-time fee of maximum €100.00 (excluding VAT) will be charged for processing the release and transfer of your Peppol Participant ID from our Service Metadata Publisher (SMP). This administrative fee must be paid in full before the transfer process is initiated by us.

5. USER OBLIGATIONS

5.1 Lawful Use

You agree to use the Platform only for lawful purposes and in accordance with these Terms. You will not use the Platform:

• In any way that violates any applicable national or international law or regulation.
• To send, knowingly receive, upload, download, use, or reuse any material that does not comply with these Terms.
• To transmit any material that is unlawful, threatening, abusive, libelous, defamatory, obscene, or otherwise objectionable.
• For the purpose of sending unsolicited invoices, promotional materials, or any other form of "spam".
• To probe, scan, or test the vulnerability of the Platform or any network connected to the Platform, nor breach the security or authentication measures on the Platform without our express prior written consent.
• To transmit any data, send or upload any material that contains viruses, Trojan horses, worms, time-bombs, keystroke loggers, spyware, adware or any other harmful programs or similar computer code designed to adversely affect the operation of any computer software or hardware.

5.2 Accurate Information

You are responsible for ensuring that all information provided through the Platform, including invoice details, is accurate, complete, and complies with all applicable laws and regulations.

5.3 System Integrity

You agree not to:

• Use the Platform in any manner that could disable, overburden, damage, or impair the site or interfere with any other party's use of the Platform.
• Attempt to gain unauthorized access to any part of the Platform, other accounts, or any systems or networks connected to the Platform.
• Use any robot, spider, or other automatic device, process, or means to access the Platform for any purpose.

5.4 Audit Rights

Upon reasonable notice, we reserve the right to audit your use of the Platform to ensure compliance with these Terms. In the case of a Reseller, this audit may extend to records necessary to verify the number of end-users and the volume of credits consumed. Any such audit will be conducted during normal business hours and in a manner that does not unreasonably interfere with your operations. If an audit reveals that you have underpaid fees, you shall promptly pay the amount of the underpayment, and if the underpayment is more than 5% of the fees paid during the audited period, you shall also reimburse us for the reasonable costs of the audit.

6. INTELLECTUAL PROPERTY

6.1 Our Intellectual Property

The Platform, including its content, features, and functionality, is owned by the Company and is protected by Belgian and international copyright, trademark, patent, trade secret, and other intellectual property or proprietary rights laws.

6.2 Limited License

Subject to these Terms, we grant you a limited, non-exclusive, non-transferable, and revocable license to access and use the Platform for your internal business purposes.

6.3 Restrictions

You may not:

• Modify, distribute, prepare derivative works of, reverse engineer, reverse assemble, disassemble, decompile, or otherwise attempt to derive the source code of the Platform or any part thereof.
• Reproduce, duplicate, copy, sell, resell, or exploit any portion of the Platform without our express written permission.

6.4 User Feedback

You acknowledge and agree that any feedback, comments, ideas, improvements, or suggestions ("Feedback") you provide to the Company regarding the Platform or Services is entirely voluntary. You hereby grant to the Company a worldwide, royalty-free, irrevocable, perpetual, non-exclusive, transferable, and sublicensable license to use, copy, modify, create derivative works of, distribute, and otherwise exploit such Feedback for any purpose, without any credit, compensation, or obligation to you.

7. DATA PROTECTION AND PRIVACY

7.1 Data Processing

We process personal data in accordance with our Privacy Policy, which is incorporated by reference into these Terms. By using our Platform, you consent to such processing and you warrant that all data provided by you is accurate.

7.2 Data Security

We implement appropriate technical and organizational measures to protect the security of your personal data. However, you acknowledge that no method of transmission over the Internet or method of electronic storage is 100% secure.

7.3 User Data

You retain all ownership rights to your data. However, you grant E-invoice BV a perpetual, irrevocable, worldwide, royalty-free, and sublicensable license to use, copy, process, and create derivative works of your data in an anonymized and aggregated form. You agree that we may use this anonymized data for purposes including, but not limited to:

• Training our machine learning and artificial intelligence algorithms to improve the accuracy of our invoice analysis, fraud detection, and other services.
• Developing new features, products, and services.
• Generating and publishing industry-wide statistics, benchmarks, and analytical reports (e.g., "average payment times in the Belgian construction sector").
• Creating and commercializing new data products or services based on aggregated market trends.

For the avoidance of doubt, we will never publicly disclose any anonymized data in a way that could be used to identify you or any individual company.

7.4 GDPR Compliance

We comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws. For the purposes of the GDPR, you are the "Data Controller" and we are the "Data Processor" of the personal data you upload to the Platform. The terms of the Data Processing Agreement, which is available at Appendix 2, are hereby incorporated by reference into these Terms. The DPA governs our processing of personal data on your behalf and details our respective obligations.

7.5 Sub-processors

You acknowledge and agree that the Company may use third-party service providers ("Sub-processors") to support the provision of the Services, which may involve the processing of your data. We will maintain a list of our current Sub-processors, which will be made available to you upon request or via a link in our DPA. We will provide you with prior written notice of any new Sub-processor, giving you an opportunity to object. Your continued use of the Platform after such notice constitutes your consent to the new Sub-processor.

7.6 Data Retention

We will retain your data in our live systems for as long as your account is active or as needed to provide you with our Services. Notwithstanding the termination of your account, you acknowledge and agree that we will retain your data as necessary to comply with our legal obligations (such as accounting and tax regulations), resolve disputes, and enforce our agreements. Furthermore, we may retain copies of your data in our non-production backup and archival systems for a commercially reasonable time for disaster recovery, audit, and compliance purposes.

7.7 Data Sovereignty

As a company established in Belgium, we are fundamentally committed to the high standards of European data protection law, including the GDPR. Our primary production data centers for the Platform are located within the European Economic Area (EEA). However, in order to provide our Services, we may need to process or store data in other locations or use Sub-processors (as defined in Section 7.5) located outside the EEA. Where we transfer personal data outside the EEA, we will ensure that such transfers are conducted in compliance with applicable data protection laws by implementing appropriate safeguards, such as the European Commission's Standard Contractual Clauses.

8. PAYMENT TERMS

8.1 Credit System

Our Platform operates on a credit-based payment system. You must purchase credits in advance to use our Services. Key actions on the Platform consume credits. These actions include, but are not limited to, sending an e-invoice, receiving an e-invoice, and converting a document (e.g., from PDF to a Peppol-compliant format). The number of credits consumed per action is detailed on our website.

8.2 Credit Pricing

Credit pricing is displayed on our website. E-invoice BV reserves the right to update credit pricing at its discretion. We will provide you with at least thirty (30) days' notice of any price changes, either by posting the new prices on our website or by sending a notification to the email address associated with your account. All prices are exclusive of applicable taxes unless otherwise stated.

8.3 Credit Validity

Credits purchased are valid for a period of five (5) years from the date of purchase. Unused credits will expire after this period.

8.4 Non-Refundable

All purchased credits are non-refundable. We do not provide refunds for unused credits, even in the event of account termination.

8.5 Credit Transactions

Credits are automatically deducted from your account upon the execution of a credit-consuming action, including but not limited to sending an invoice, receiving an invoice, or converting a document. You are responsible for maintaining a sufficient credit balance. Failure to maintain a positive credit balance will result in the suspension of your ability to use the Services until additional credits are purchased.

8.6 Promotional Offers

Any promotional offer is subject to the conditions outlined in the specific offer. Promotional credits may have different validity periods than standard purchased credits.

8.7 Taxes

All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities. You are responsible for all applicable taxes, other than taxes based on our income.

8.8 Right to Introduce New Services and Pricing Models

We reserve the right to offer new services, features, or products and to introduce different pricing models at our discretion. This may include, but is not limited to, subscription-based plans (SaaS), fees based on API call volume, or charges for premium features. The introduction of any new pricing model will not retroactively affect credits already purchased but may apply to your future use of the Platform.

9. TERM AND TERMINATION

9.1 Term

These Terms shall remain in full force and effect while you use the Platform or maintain an account with us.

9.2 Termination by You

You may initiate the termination of your account at any time. Any such termination is subject to the one-month notice period as detailed in Section 13.1 of these Terms.

9.3 Termination by Us

We may terminate or suspend your account and access to the Platform immediately, without prior notice or liability, for any breach of these Terms or for any other reason at our sole discretion.

9.4 Effect of Termination

Upon termination of your account, your right to use the Platform will immediately cease. All provisions of these Terms which by their nature should survive termination shall survive, including ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

10. LIMITATION OF LIABILITY

10.1 Disclaimer of Warranties

THE PLATFORM AND ITS SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT.

10.2 Specific Service Disclaimers

Without limiting the generality of Section 10.1, you expressly acknowledge and agree that E-invoice BV shall not be liable for any loss or damages arising from:

• Your reliance on the AI-powered invoice analysis. This feature is provided for informational purposes only and does not constitute financial, legal, or accounting advice. The ultimate responsibility for verifying the legitimacy and content of any invoice rests with you.
• Any inaccuracies, errors, or omissions in the Business Directory. While we strive to maintain accurate information, we do not guarantee the completeness or correctness of the directory data at all times.
• Errors or discrepancies resulting from the document conversion service. You are solely responsible for reviewing and validating the accuracy and completeness of all converted documents before they are sent through the Peppol network.
• Any business decisions made by you based on data or analysis provided by the Platform.

10.3 Limitation of Liability

TO THE FULLEST EXTENT PERMITTED BY LAW, IN NO EVENT SHALL THE COMPANY, ITS AFFILIATES, OR THEIR LICENSORS, SERVICE PROVIDERS, EMPLOYEES, AGENTS, OFFICERS, OR DIRECTORS BE LIABLE FOR DAMAGES OF ANY KIND, UNDER ANY LEGAL THEORY, ARISING OUT OF OR IN CONNECTION WITH YOUR USE OF THE PLATFORM, INCLUDING ANY DIRECT, INDIRECT, SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES.

10.4 Maximum Liability

NOTWITHSTANDING ANYTHING TO THE CONTRARY, OUR MAXIMUM AGGREGATE LIABILITY TO YOU FOR ANY CAUSES WHATSOEVER, AND REGARDLESS OF THE FORM OF ACTION, WILL AT ALL TIMES BE LIMITED TO THE GREATER OF (I) THE AMOUNT PAID, IF ANY, BY YOU TO US IN THE 12 MONTHS PRIOR TO THE ACTION GIVING RISE TO LIABILITY, OR (II) €100.

10.5 E-Invoice Compliance Responsibility

While our Platform is designed to facilitate compliance with e-invoicing regulations, you remain ultimately responsible for ensuring that your business complies with all applicable laws and regulations. We do not guarantee that the use of our Platform alone will ensure full compliance with all legal requirements, including the Belgian e-invoicing mandate effective January 1, 2026, or any other applicable laws.

10.6 Third-Party Services and Integrations

The Platform may permit you to integrate with or enable optional third-party applications, services, or products (e.g., payment gateways, financing providers). Your use of such third-party services is solely between you and the third-party provider and is governed by their terms and privacy policies. We do not endorse, are not responsible for, and make no representations as to any aspect of such third-party services. You agree that E-invoice BV is not liable for any damage or loss caused or alleged to be caused by or in connection with your use of or reliance on any such third-party services.

11. OWNERSHIP OF DATA

11.1 User Data Ownership

You remain the owner of all data that you process using the e-invoice.be Platform and Services. E-invoice BV does not acquire any exclusive rights to the data which you process with its Services or Platform.

11.2 Data Export

E-invoice BV saves and stores your data in a standard format. You can print out or download this information through your account at any time.

11.3 Data Export Services

At your request, e-invoice BV can export your data and make it available in a standard digital format. Additional costs may be charged for this service:

• The time spent will be invoiced at an hourly rate of €100.00 (excluding VAT).
• A fixed fee of €100.00 (excluding VAT) will be incurred for the export of PDFs of the sales and purchase invoices.

11.4 Data After Termination

Upon termination of your account, your data will remain available for you to export from the Platform for a period of one month. After this one-month period, we reserve the right to permanently delete your data from our live production systems, and you will no longer have access to it. This process does not affect our data retention rights for other purposes as outlined in Section 7.5.

12. ACCOUNT INACTIVITY AND SUSPENSION

12.1 Account Inactivity

E-invoice BV reserves the right to automatically suspend User Accounts if they are not used and there has been no activity for an uninterrupted period of 30 calendar days. You are personally responsible for the continuity of use of the e-invoice.be Services.

12.2 Suspension Rights

E-invoice BV reserves the right to suspend access to its Services, in whole or in part, to temporarily deactivate your User Account, or to deny you access to some or all of our Services in the following circumstances:

• If you violate these Terms;
• If there are serious indications that your User Account is being used for illicit purposes;
• If E-invoice BV receives a formal request to do so in the context of a legal investigation; or
• In case of non-payment or late payment of amounts due.

12.3 Notification of Suspension

E-invoice BV will notify you of any suspension using the email address associated with your account. You will have 30 days to object to the suspension by contacting us at legal@e-invoice.be. If your objections cannot be accepted, E-invoice BV is entitled to terminate your account.

13. TERMINATION

13.1 Termination by User

You are entitled to terminate your account at any time. You must inform E-invoice BV of the termination by email to support@e-invoice.be.

13.2 Termination for Breach

Each Party shall have the right to terminate the Agreement if the other Party fails to comply with its contractual obligations (e.g., in the case of unpaid invoices). In that case, the Agreement will be automatically terminated without a prior court decision.

13.3 Consequences of Termination

When the Agreement is terminated:

• E-invoice BV will immediately stop the use of your User Account;
• You will no longer have access to the e-invoice.be Services and Platform;
• E-invoice BV shall store your data for one month after termination as described in section 11.4;
• E-invoice BV shall not be obliged to provide any reimbursement (pro rata or otherwise).

14. BACKUP RESPONSIBILITY

14.1 User Backup Responsibility

While E-invoice BV implements security measures to protect your data, security incidents cannot be completely ruled out. You are responsible for maintaining backup copies of your data. E-invoice BV shall not be liable for any data loss that could have been prevented by proper user backups.

14.2 Disaster Recovery

E-invoice BV implements disaster recovery procedures for the Platform's infrastructure. However, these measures are designed to protect the overall system and may not recover individual user data in all circumstances.

15. COMPLAINTS AND DISPUTE RESOLUTION

15.1 Invoice Disputes

Invoices must be contested within 10 working days or 14 calendar days of receipt. After that time, the invoice is deemed to have been irrevocably accepted and must be paid.

15.2 Service Complaints

Other complaints regarding the e-invoice.be Services must be sent to support@e-invoice.be. E-invoice BV will make reasonable efforts to address these complaints but emphasizes that it offers its services "as is."

15.3 Dispute Resolution

In the event of disputes, the Parties shall make every effort to reach an amicable solution. If this proves impossible, the courts of Brussels, Belgium shall have exclusive jurisdiction to hear the dispute.

16. INDEMNIFICATION

You agree to defend, indemnify, and hold harmless the Company, its affiliates, licensors, and service providers, and its and their respective officers, directors, employees, contractors, agents, licensors, suppliers, successors, and assigns from and against any claims, liabilities, damages, judgments, awards, losses, costs, expenses, or fees (including reasonable attorneys' fees) arising out of or relating to your violation of these Terms or your use of the Platform.

17. MODIFICATIONS TO THE PLATFORM AND TERMS

17.1 Modifications to the Platform, Services, and API

We reserve the right, at our sole discretion, to modify, enhance, or discontinue any part of the Platform or Services at any time, with or without notice. This includes the right to add new features, change or remove existing features, introduce new service tiers, and modify or deprecate our Application Programming Interfaces (APIs). We will make commercially reasonable efforts to provide advance notice of any material changes or deprecation of a core service or API, but we shall not be liable to you or any third party for any such modification or discontinuance. You acknowledge that your continued use of the Platform is not contingent on the delivery of any future functionality or features.

17.2 Modifications to Terms

We reserve the right to change these Terms at any time. We will provide reasonable notice of any material changes by posting the updated Terms on the Platform and/or by sending an email to the address associated with your account. Your continued use of the Platform after such changes constitutes your acceptance of the new Terms.

18. GENERAL PROVISIONS

18.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of Belgium, without regard to its conflict of law provisions.

18.2 Dispute Resolution

Any dispute arising from or relating to these Terms or your use of the Platform shall be subject to the exclusive jurisdiction of the courts of Brussels, Belgium.

18.3 Entire Agreement

These Terms constitute the entire agreement between you and the Company regarding your use of the Platform and supersede all prior and contemporaneous written or oral agreements between you and the Company.

18.4 Severability

If any provision of these Terms is held to be invalid or unenforceable, such provision shall be struck and the remaining provisions shall be enforced to the fullest extent under law.

18.5 No Waiver

Our failure to enforce any right or provision of these Terms will not be considered a waiver of such right or provision.

18.6 Assignment

You may not assign or transfer these Terms, by operation of law or otherwise, without our prior written consent. Any attempt by you to assign or transfer these Terms without such consent will be null and of no effect. We may assign or transfer these Terms, at our sole discretion, without restriction.

18.7 Force Majeure

We will not be liable for any failure or delay in the performance of our obligations under these Terms that is due to any cause beyond our reasonable control, including acts of God, war, terrorism, riots, embargoes, acts of civil or military authorities, fire, floods, accidents, strikes, widespread epidemics or pandemics, significant cyber-attacks (such as distributed denial-of-service attacks), or catastrophic failure of core third-party infrastructure (such as major cloud service providers, internet backbone, or power grids), or shortages of transportation facilities, fuel, energy, labor, or materials.

18.8 Changes to the Peppol Network and Regulatory Environment

The Peppol network and e-invoicing regulatory requirements may change over time. We reserve the right to modify our Services to adapt to changes in the Peppol network, its standards, or relevant regulations. While we will make reasonable efforts to notify users of significant changes, you acknowledge that we may need to make urgent modifications to maintain compliance with evolving standards and regulations.

18.9 Language

These Terms are provided in English. Translations into other languages may be available for convenience, but the English version shall prevail in case of any inconsistency.

18.10 Marketing and Publicity

You hereby grant E-invoice BV a non-exclusive, worldwide, royalty-free license to use your company's name, logo, and trademarks to identify you as a customer on our website, in case studies, and in other marketing materials. If you do not wish to grant this permission, you may opt out at any time by sending a clear written request to legal@e-invoice.be. We will cease any new use of your name or logo promptly after receiving such a request.

18.11 Notices

Any notices or other communications required or permitted under these Terms will be in writing and given by us via email to the address associated with your account or by posting on the Platform. You are responsible for keeping your email address current. For notices made by email, the date of receipt will be deemed the date on which such notice is transmitted.

© E-invoice BV 2025: deze versie werd voor het laatst bijgewerkt op 05.09.2025.