What is a UBL invoice

A UBL invoice is an electronic invoice designed specifically to be processed automatically by accounting software. UBL stands for Universal Business Language and is an international file format in which invoice data is recorded digitally. The invoice is stored as an XML file, which your accounting software can read effortlessly.

PDF and XML: a common combination

Many companies send their invoices directly from their accounting package. In that case you often receive two attachments in one email:

• a PDF invoice for the recipient (readable by people),
• and an XML file with the UBL invoice (readable by the accounting software).

That XML file contains all the important data from the invoice, such as amounts, VAT, customer details and payment terms, in a structured format. This allows your own accounting software to read this data automatically from your email and make a booking suggestion, without you having to enter anything manually.

More and more organisations and governments use UBL invoices. For example, as a supplier to the central government (Rijksoverheid) you are even required to send electronic invoices. See also our article on The digital invoice or electronic invoice

In that article you can read exactly what the difference is between a scanned invoice, a digital PDF invoice and a genuine e-invoice (UBL).