In today’s digital world, the way companies exchange invoices is changing dramatically. Paper invoices and even traditional PDF invoices are increasingly giving way to electronic invoices. Two key terms in this context are UBL invoices and PEPPOL invoices. But what exactly do these terms mean, and why are they relevant for your organisation? In this blog, we explain.
What is a UBL invoice?
UBL stands for Universal Business Language. This is a standardised format for electronic invoices that is used worldwide. An UBL invoice is not just a digital file, but a structured XML file that represents data such as invoice numbers, amounts, and supplier information in a uniform way. This allows systems to read and process information from the invoice automatically, without human intervention.
Benefits of UBL invoices:
Automation: No manual input of invoice data required.
Reliability: Less chance of errors as information is delivered in a consistent and structured manner.
Efficiency: Faster processing and payment of invoices.
What is PEPPOL?
PEPPOL stands for Pan-European Public Procurement Online. This is a network that enables companies and public authorities to exchange electronic documents, such as invoices, in a secure and standardised way. The PEPPOL network uses specific technical standards, including UBL, to ensure interoperability between different software platforms.
How do PEPPOL invoices work?
A PEPPOL invoice is essentially a UBL invoice sent over the PEPPOL network. To participate in this network, your organisation must join an authorised PEPPOL Access Point provider. This provider ensures that your invoices are sent and received according to the correct standards.
Benefits of PEPPOL invoices:
Uniformity: An international standard recognised in many countries.
Security: Invoices are sent over a secure network.
Compliance: PEPPOL meets legal requirements in many European countries, making it especially attractive for public procurement.
Why switch to UBL and PEPPOL invoices?
Switching to electronic invoices via UBL and PEPPOL not only offers practical benefits to companies, but is also increasingly becoming a requirement. For example, governments in many European countries are making electronic invoicing via PEPPOL mandatory for tenders. Moreover, processing paper or unstructured digital invoices is becoming increasingly expensive and time-consuming.
How do you start?
Choose the right software: Make sure your invoicing software is UBL- and PEPPOL-compatible.
Join an Access Point provider: This will give you access to the PEPPOL network.
Train your team: Make sure your employees understand how the new processes work.
Test the system: Send and receive some test invoices to resolve any issues before switching completely.
TriFact365 and electronic invoices
It is important to note that while TriFact365 cannot yet process PEPPOL invoices, it can process UBL invoices. This makes TriFact365 an excellent choice for companies that want to use the benefits of UBL invoices without joining the PEPPOL network.
UBL and PEPPOL invoices are the future of business communication and offer numerous benefits in terms of automation, reliability and compliance. By making the switch now, you can prepare your business for a more efficient and streamlined future. Don’t hesitate to seek advice on implementing these technologies so that you can enjoy the benefits hassle-free.
