Before you can register clients for e-invoicing on Peppol via Banqup, you need written permission from them. This permission comes in the form of a signed mandate document. Belgian law requires this step to protect both you and your clients.
Why you need mandates
Protects you legally: A signed mandate proves your client gave you permission to register them to Peppol.
Shows client agrees: The mandate makes sure your client understands what e-invoicing means and agrees to it.
Follows the law: Belgian rules require proper permission before registering businesses for electronic invoicing.
Makes things clear: The mandate explains exactly what you're allowed to do for your client.
What's in a mandate
A typical e-invoicing mandate includes:
Client company name and VAT number.
Name of the accountant or accounting firm.
What you're allowed to do: register the client for e-invoicing on Peppol through Banqup.
Start date: when the permission begins.
Client signature: signed by a legal representative of the company.
End date (optional): when the permission expires.
Important note: Make sure the mandate explicitly states that your client allows you to publish them on Peppol.
How to get a mandate
Step 1: Prepare a mandate document
Work with your legal counsel to create a mandate that includes client authorization for e-invoicing registration, service scope, duration, and compliance with Belgian regulations.
Step 2: Talk with your client
Explain to your clients what e-invoicing means and why they need to register. This is a good time to explain the benefits of e-invoicing and address their concerns. Obviously, your client is free to choose another access point, but you can explain to them that you work with Banqup by default for practical reasons.
Step 3: Get signatures
Get your clients’ signatures (needs to happen outside of Banqup).
Your client must sign and date the document.
You sign as the accountant.
Keep the original signed document.
Give your client a copy. They can store a digital copy in their Other Documents.
Step 4: Confirm in Banqup
When adding clients in Banqup, you'll be asked if you have a signed mandate. Only say yes if you actually have a properly signed document.
Important things to remember
Only confirm having a signed mandate if you do really have it. This confirmation matters legally.
Keep good records. Store signed mandates safely like any other important client document.
FAQ
Do I need a mandate for every client?
Yes, you need a signed mandate from each client you want to register for e-invoicing.
What if my client won't sign?
They can register themselves from their Banqup Business Space by following these steps: Connecting to Peppol.
Next steps