In the world of digital administration, it is all about efficiency, accuracy and compliance. One of the big challenges for companies is processing incoming invoices that often come in PDF format.
While PDFs are easy for humans to read, they are difficult for software to process. That’s where pdf2ubl comes in.
What is pdf2ubl?
pdf2ubl is a technology or software solution that converts a PDF invoice into a UBL (Universal Business Language) file. UBL is an international standard for electronic business documents, such as invoices, purchase orders and delivery messages.
Unlike a simple image or plain text (such as a PDF), a UBL file contains structured data that can be directly read and processed by accounting software, ERP systems and other business applications.
In a nutshell, pdf2ubl converts unstructured invoices into structured data.
Why is pdf2ubl relevant?
- Efficiency: Manually retyping data from PDFs is time-consuming and error-prone. With UBL, data can be read and booked automatically.
- Error reduction: Automation greatly reduces human error in data entry.
- Compliance: In more and more countries (such as the Netherlands and Belgium), electronic invoicing in UBL format is encouraged or even mandatory for transactions with the government.
- Cost savings: Less manual labour means less cost per processed invoice.
- Faster processing: Invoices can be approved and paid faster, improving cash flow.
How does pdf2ubl work?
The typical workflow of a pdf2ubl solution looks as follows:
- Upload or receive a PDF invoice.
- Extraction of relevant data such as invoice number, date, supplier, VAT number, amounts, and lines.
- Mapping this data to the appropriate UBL structure.
- Generation of a UBL file, which can be imported into financial records.
- Checking and validation to ensure all fields are filled in correctly and completely.
Some advanced pdf2ubl tools use techniques such as machine learning and OCR (Optical Character Recognition) to extract reliable data even from less structured PDFs (e.g. scans).
Who is pdf2ubl of interest to?
- SMEs and large enterprises: Anyone processing large numbers of invoices can benefit from pdf2ubl.
- Accounting firms: Faster processing of client invoices means more time for advice and service.
- Governments: Many public institutions require UBL invoices as part of transparency and automation.
- Software vendors: ERP and accounting packages are increasingly integrating pdf2ubl functionality to offer customers better service.
Challenges in using pdf2ubl
While the benefits are great, there are also some challenges:
- PDF quality: Not all PDFs are well structured. Invoices scanned in as images are more difficult to process automatically.
- Complexity of invoices: Some suppliers use complex layouts that are not easy to parse.
- Initial set-up: Good mapping between fields sometimes requires initial manual configuration.
However, with smart software and experience, these obstacles can be easily overcome.
pdf2ubl is an essential step towards fully digital and automated invoice processing. It saves time, reduces errors, and helps companies better meet compliance requirements.
In a world where speed, efficiency and accuracy are increasingly important, pdf2ubl can make the difference between being left behind and ahead.
Want to learn more about how pdf2ubl can help your organisation? Then consider a demo of a pdf2ubl solution – you’ll be amazed at how much time and money can be saved!
