In the ever-digitising world, efficiency in business operations is becoming increasingly important. One of the biggest steps in this is switching from traditional invoices to UBL.
But what exactly is UBL? And how can you easily convert existing invoices to this format?
What is UBL?
UBL stands for Universal Business Language. It is an international standard for electronic business documents such as invoices, packing slips and quotations. A UBL invoice is basically a structured XML file containing all invoice data.
This allows software programmes to read, process and book invoices automatically, without human intervention.
Why convert invoices to UBL?
- Saving time: UBL invoices can be processed automatically, eliminating manual retyping.
- Fewer errors: automated processing drastically reduces human errors, such as incorrect amounts or booking codes.
- Faster payments: Customers can process and pay UBL invoices faster as they can be read directly into their accounting software.
- Legal obligations: In the Netherlands, governments and an increasing number of large companies are required to accept and send e-invoices in UBL format.
- Cost savings: Less processing time and fewer errors ultimately lead to lower administrative costs.
How can you convert invoices to UBL?
There are several ways to convert your existing invoices to UBL:
1. Manual conversion (not recommended)
Technically, you can create your own XML file in UBL format by correctly structuring the necessary tags and data. However, this is complex, error-prone and time-consuming – especially if you have no experience with XML.
2. Using conversion tools
There are several online tools and software programmes that can convert PDF or paper invoices to UBL. These tools read the data from the invoice (sometimes using OCR technology) and generate a correct UBL file.
Examples:
- PDF2UBL
- eConnect
- Storecove
- Simac
Note: Conversion quality depends heavily on how standardised your invoices are prepared.
3. Invoicing or accounting software
Most modern invoicing and accounting programmes (such as Exact, Twinfield, Visma, Moneybird) can automatically export invoices in UBL format. You can often choose a UBL export directly when creating an invoice, in addition to the usual PDF version.
4. API integration
For larger organisations or IT-driven companies, it may be interesting to build or deploy an API integration that automatically converts and sends invoices in UBL format.
Conversion concerns
- Data quality: Ensure that all relevant data (such as VAT numbers, IBAN, payment terms) are properly and completely included on the original invoice.
- UBL specifications: There are several UBL variants (such as SI-UBL for the Netherlands). Check which standard your customers or suppliers require.
- Validation: After conversion, it is important to validate the UBL invoices, e.g. with online validation tools or by trial entry in accounting software.
Conclusion
Converting invoices to UBL offers significant benefits for both small business owners and large companies. By using the right tools and practices, you can modernise your administrative processes, reduce errors and get paid faster. The future of invoicing is digital – and UBL is an important building block in it.
