Quoting and invoicing software for Belgian builders (2026)

Published on 04/08/2026 · Updated on 16/09/2026 · By Daniel Wojtkielewicz, Eazyclick. Rules checked in September 2026 on the FPS Finance, efacture.belgium.be and Wikifin websites and in the Belgian Official Gazette. Confirm specific cases with your accountant.

Roofers, joiners and renovation businesses spend evenings preparing quotes, then chasing deposits. Since 2026, invoices to your business customers must also be sent in Peppol electronic format. This guide explains what quoting and invoicing software must do for building businesses in Belgium, the rules to follow and how to make the right choice.

What should quoting software do for builders?

It should save you time at three stages: the quote, prepared from templates and signed online by the customer; the deposit, invoiced and collected when they sign; the final invoice, sent in the right format, at the right VAT rate, with reminders if it remains unpaid. Add an export for your accountant and, for business customers, sending via Peppol.

• Quote templates by project type, so you do not start from scratch.
• VAT rates per line (6 % or 21 %) and the reverse charge statement where applicable.
• An online, timestamped quote signature, followed by the deposit invoice.
• One-click conversion from quote to invoice, with gap-free numbering.
• Business invoices sent through Peppol and reminders for unpaid invoices.
• A monthly export for your accountant.

What invoicing rules apply to building contractors?

You must issue an invoice for work on immovable property, even when your customer is a private individual; this is one of the cases where FPS Finance requires an invoice. It must be sent no later than the 15th day of the month following the month in which VAT becomes chargeable, and kept for ten years (FPS Finance, accounting and invoicing).

For a Belgian VAT-registered business customer (developer, general contractor, shop), invoices must be electronic and structured since 1 January 2026: a PDF sent by email is no longer enough, and the Peppol network is the default channel (efacture.belgium.be, B2B requirement). Nothing changes for private individuals: PDF invoices remain possible. Everything is explained in our guide to Peppol in Belgium.

6 % or 21 % VAT: which rate belongs on the quote?

The reduced 6 % rate applies to renovating a home at least ten years old, used exclusively or mainly as a private dwelling, whether your customer owns or rents it (Wikifin, FSMA, updated on 2/6/2026). Other work generally follows the standard 21 % rate.

Wikifin specifies that materials bought directly by the customer remain at 21 % and that landscaping, swimming pools and ponds are excluded. Your quote must therefore separate the items and, for 6 %, state the required conditions: have your accountant validate your quote template.

Reverse charge: what statement goes on the invoice?

When you work for another taxable person who submits periodic VAT returns (a general contractor subcontracting a project to you, for example), they pay the VAT: this is the co-contractor scheme, or reverse charge. Your invoice then states neither a VAT rate nor a VAT amount and, since 1 January 2023, carries the following wording, unless your customer has told you they are not required to submit periodic returns, in which case reverse charge does not apply (Royal Decree No. 1, Article 20, § 1, paragraph 2, and § 3):

“Reverse charge: In the absence of a written objection within one month of receiving the invoice, the customer is presumed to acknowledge that they are a taxable person required to submit periodic returns. If this condition is not met, the customer shall, in relation to this condition, bear responsibility for payment of the tax, interest and fines due.”

Source: Royal Decree of 26 October 2022, Belgian Official Gazette of 10 November 2022, Chapter 2, effective on 1 January 2023.

When should you issue a deposit invoice?

As soon as you receive a deposit, VAT on that amount becomes chargeable: you issue a deposit invoice, then the final invoice deducts what has already been invoiced. For an example, rules and deadlines, read our deposit invoice guide. And if an item is removed from the project after invoicing, you need a credit note, not an amended invoice.

Excel, Word or software: which should you choose?

An Excel or Word template is enough for a few quotes a month, but it cannot send through Peppol, collect online signatures or send reminders. Invoicing software does all this and keeps each customer's history. Choose according to your customers: if you work for businesses, Peppol settles the question.

Is free invoicing software available?

Yes, some solutions offer a free plan, and the official e-invoicing website states that a solution can cost nothing; however, there is no public solution provided by the state (efacture.belgium.be). Compare the limits of the free version: number of invoices, Peppol, signatures, reminders.

Eazyclick's Quotes & invoices for builders

Quotes & invoices is Eazyclick's quoting and invoicing module, connected to your website and each customer record. It suits building businesses that receive enquiries through their website or by phone and want to go from quote to paid invoice without entering data twice.

• Price: €190 setup fee, then €44/month over 12 months or €35/month over 24 months excl. VAT.
• The quote: templates, your customer's drawn and timestamped signature, a deposit paid on signing with its deposit invoice, then the balance invoice.
• The invoice: one-click conversion from the quote, gap-free numbering, VAT rates per line and reverse charge wording, credit notes, a Mollie payment link with no Eazyclick commission (Mollie transaction fees extra), unpaid invoice reminders.
• Peppol: invoices to business customers are sent in Peppol format, with no other tool needed.
• Your accountant: a monthly export, sales journal and invoices, ready to send.
• Your website: quote requests from your website arrive as drafts in the customer record; photos sent by WhatsApp are stored there with WhatsApp messaging. To track hours per project, add Projects & time tracking.
• What we do not cover: quantity surveys, unit price schedules and construction progress statements. If you mainly issue progress invoices, specialist construction software will serve you better.

Are you a building tradesperson, roofer or renovation business? See what your website can do for your quote requests, and explore the wider architecture, construction and renovation sector.