ClearTax E-Invoice is an integration that automatically submits RMS tax invoices to the Peppol network via ClearTax, meeting Belgium's mandatory B2B e-invoicing requirement.

Overview

Belgium's mandatory Business-to-Business (B2B) e-invoicing regime came into effect on 1 January 2026, following a royal decree issued in July 2025. All Belgian-resident businesses must issue structured e-invoices for domestic B2B transactions using the Peppol network, in Peppol BIS 3.0 format, which adheres to the EN 16931 European standard.

RMS supports this obligation through its ClearTax E-Invoice integration. When the integration is active on a Property, RMS transmits tax invoices to ClearTax, which validates and routes them to the recipient via the Peppol network. The integration is triggered automatically at the point a tax invoice is created in RMS - no extra steps are required from the user during daily operations.

This integration applies only to Properties with Country set to Belgium. It does not affect invoices issued by Properties in other countries.

Prerequisites

• The Property is registered in Belgium and the Country field in Property Information is set to Belgium.
• The business holds a valid Belgian VAT number.
• The business is registered on the Peppol network and has a Peppol ID and a Party Identification Number, obtained through a registered Peppol Access Point provider.
• A ClearTax account with an active Access Token, provisioned directly with ClearTax.
• The E-Invoice module is activated on the Property via the Module Market. Only a System Administrator or the Manager Profile has access to the Module Market.
• Administrative access in RMS to edit Property Options and module configuration settings.

Information

How the integration works

When a tax invoice is created in RMS for a Belgian Property, RMS evaluates the Bill To party and decides whether to submit the invoice to ClearTax.

When submission is required, RMS sends the invoice payload to ClearTax. ClearTax validates the invoice and delivers it to the recipient via the Peppol network using the Peppol BIS 3.0 format.

If ClearTax rejects the payload, the API error is shown to the user at the point of invoice creation. A notification email is also sent to the address configured against the integration. The invoice is not flagged as e-invoiced in this case, and the user can correct the underlying data and reprint to retry.

Activation conditions

The integration is active for an invoice when all three conditions are true:

• The Property Country is set to Belgium.
• The E-Invoice module is enabled on the Property.
• ClearTax is selected as the e-invoicing partner on the Property.

Key terms

• Peppol (Pan-European Public Procurement Online) - the Europe-wide network used to transmit e-invoices between businesses and government entities. Belgium mandates Peppol as the transmission platform for B2B e-invoices.
• Peppol ID - the network identifier that uniquely identifies the invoice recipient on the Peppol network. Required on each Company or Travel Agent account that will receive e-invoices. Format: Scheme:Identifier (for example, 0190:BE0123456789).
• Peppol BIS 3.0 - the invoice format Belgium requires, based on the EN 16931 European standard.
• VAT Number - the Belgian VAT identification number. Stored in the ABN/GST field on Guest, Company, and Travel Agent profiles in RMS.
• Party Identification Number - an additional identifier required by ClearTax for the Property's configuration. Obtained from ClearTax at account setup.
• Scheme 0088 - the GLN (Global Location Number) Peppol scheme. Invoices where the recipient's Peppol ID uses scheme 0088 are always submitted to ClearTax, even when no VAT number is recorded. This covers B2G (Business-to-Government) recipients such as European institutions, which are contractually required to receive invoices via Peppol regardless of VAT status.

Setup

Step 1 - Activate

1. Confirm the Property Country is set to Belgium.
2. Activate the ClearTaxE-Invoice module for the Property via the Module Market.
3. Select ClearTax as the e-invoicing partner and record the ClearTax API credentials and the error notification email address.

Step 2 - Enter credentials

Once the module is activated, open the module configuration and enter the following credentials provided by ClearTax.

Step 3 - Record Peppol IDs and VAT numbers on Company and Travel Agent accounts

The integration uses the Peppol ID and VAT number recorded on the Bill To party to decide whether and how to submit an invoice. Record these values on every Company and Travel Agent account that may be billed for Belgian tax invoices:

For Company, the mapping is - ABN/GST = ABN/GST

ACN =  Peppol ID

For Travel Agent, the mapping is - ABN/GST = ABN/GST

To setup the Peppol ID field, go to -

Setup Property Options > Labels > Travel Agent tab > Spare Field 4 = Peppol ID > Save/Exit.

Step 4 - Test

1. Create a test reservation in the Training Database and post charges across at least two charge types.
2. Settle the reservation and issue a tax invoice with the Bill To set to a Company account that has a valid Peppol ID and VAT number recorded.
3. Confirm the invoice is submitted to ClearTax and that no rejection errors are displayed.
4. Repeat the test with the Bill To set to a Company account that has a Peppol ID using scheme 0088 and no VAT number, and confirm the invoice is also submitted.

Daily Use

Issuing a tax invoice

When a tax invoice is created in RMS, the integration automatically decides whether to submit it to ClearTax based on the Bill To party's Peppol ID, VAT number, and Peppol scheme. No extra steps are required from the user - the invoice is raised as normal and the submission happens in the background.

If ClearTax rejects the submission, the API error is shown to the user at the point of invoice creation, and a notification email is sent to the address configured against the integration.

Decision logic on invoice creation

Error handling

If ClearTax rejects the submission, the API error is shown to the user at the point of invoice creation and an email is sent to the configured notification address. The invoice is not flagged as e-invoiced. After correcting the underlying issue - typically an incorrect Peppol ID, missing VAT number, or invalid credential - the user can reprint the invoice to retry the submission.

Reporting

After saving your credentials, verify the integration is working by reviewing transmitted invoices in the ClearTax Tax Invoice Export report.

In the side menu of RMS, go to Reports > Accounting > ClearTax Tax Invoice Export.

1. Set the date range to cover a period where invoices have been generated.
2. Select Belgium from the Country filter.
3. Run the report.
   Each row represents one invoice that has been transmitted to ClearTax.
   Check the Invoice Status column. Invoices showing as Reported have been successfully transmitted.
   Any showing as Not Reported or Failed indicate a transmission issue - review your credentials and contact ClearTax support if the problem persists.

Common Setup Issues

• Issue: Invoice is not submitted to ClearTax for a Company account. Fix: Confirm that a valid Peppol ID is recorded on the Company profile and that the ABN/GST field contains a VAT number (not "-") unless the Peppol ID uses scheme 0088.
• Issue: ClearTax rejects the invoice payload. Fix: Check the notification email for the specific error. Common causes are an incorrect Access Token, a mistyped Peppol ID, or a VAT number format error. Correct the credential or account data and reprint to retry.
• Issue: Invoice for a European institution (such as the European Parliament) is not being sent to ClearTax. Fix: Confirm the recipient's Peppol ID uses scheme 0088. If it does, the invoice should be submitted regardless of VAT number. Check that the Peppol ID is correctly entered on the Company or Travel Agent profile.
• Issue: The E-Invoice module does not appear for activation. Fix: Confirm the Property Country is set to Belgium. The module is only available for activation on Properties with Country = Belgium when using the ClearTax partner.

FAQs

Does ClearTax cost extra?

ClearTax is a separately contracted service. The Property must hold its own ClearTax account and API credentials. RMS does not bill for ClearTax usage.

What is the difference between the Peppol ID and the Party Identification Number?

The Peppol ID identifies your Property as the sender on the Peppol network. The Party Identification Number is an additional identifier required by ClearTax's platform. Both are provided to you during ClearTax account setup - if you are unsure which value to enter where, contact ClearTax support.

What if the Property is part of a multi-property group with properties in different countries?

Activation is per Property. Only Properties with Country set to Belgium and the E-Invoice module enabled use the Belgium configuration. Properties in other countries use their own country-specific configuration if e-invoicing is enabled, or are unaffected if it is not.

What is the e-reporting mandate planned for 2028?

From 1 January 2028, Belgian businesses will also be required to submit digital transaction data directly to the tax authority (separate from the Peppol e-invoice obligation). This is a future requirement - RMS will communicate any changes needed to support it when the regulation is finalised.

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