UBL (Universal Business Language) is a standard for the electronic exchange of business documents, such as invoices, orders and shipping notices, in a structured, digital format. The aim of UBL is to make business transactions more efficient and automated between companies, without the need for manual input.
What makes UBL important?
UBL was developed by OASIS (Organisation for the Advancement of Structured Information Standards) and is widely used within e-invoicing. By using UBL, companies can speed up their administrative processes, reduce the risk of errors and more easily comply with tax requirements. It standardises how data such as customer data, amounts, and product information are formatted, allowing software from different companies to communicate with each other smoothly.
Example: Invoices in UBL format
A UBL invoice contains the same data as a traditional paper invoice, such as:
- Name and address of seller and buyer
- Invoice number and date
- Description of the products or services provided
- The total amount and VAT specifications
The difference is that in a UBL invoice, this data is structured in XML code, allowing computers to automatically read and process the information.
Benefits of UBL
- Automation: Incoming UBL invoices can be processed automatically by accounting software, saving time and costs.
- Fewer errors: Automatic processing reduces the likelihood of human errors that can occur with manual input.
- International standard: UBL is widely accepted, making it easy to do business with foreign partners.
In short, UBL helps companies make their administrative processes more efficient and accurate by providing a universal language for business documents.
Processing UBLs (Universal Business Language documents) is essential for companies looking to automate and streamline their invoicing and administration. Here is an overview of how to apply and process UBL files:
Processing incoming UBL documents automatically
Instead of manually entering data from an invoice, you can have UBL files processed automatically by accounting software. This software reads the data from the UBL invoice (in XML format) and places it directly in the right places in your accounting system.
Processing steps:
- Receipt: You will receive UBL documents via e-mail or an online portal.
- Import into the software: Your accounting or ERP system automatically imports the UBL file.
- Data processing: the software extracts information such as invoice numbers, customer details, amounts and VAT rates from the file and processes them without human intervention.
- Verification and validation: The software performs checks to detect errors, such as checking whether the VAT is correct or whether the total amount matches the specifications.
If you want to send UBL files yourself, you can also export your invoices in UBL format. Most modern accounting programmes offer this functionality. This allows your customers to read the invoices directly into their systems, speeding up processing.
Integration into ERP or accounting systems
To get the most out of UBL files, you can set up integration with your existing systems. This ensures that incoming and outgoing documents are processed automatically, without the need for manual data entry.
Examples of applications:
- Invoice automation: By integrating UBLs, incoming invoices can be automatically linked to purchase orders or payment orders.
- Cost analysis: UBL files can help to easily categorise and analyse expenses, e.g. by project or department.
- Reporting: Because all data is captured automatically and accurately, you can produce financial reports faster.
If your current ERP or accounting software does not fully support UBL, you might consider using additional software or middleware. These tools can convert UBL files to formats that your system does recognise, or offer additional features such as advanced validations.
By eliminating manual steps, you not only save time but also minimise the risk of errors, improving the overall efficiency of your processes. Automatic processing ensures that data is always transferred correctly, contributing to higher accuracy in your records. Moreover, using UBLs helps to easily meet legal requirements, such as tax retention obligations, ensuring your compliance. In addition, the reduction of manual input and checking leads to lower operational costs, which is a significant cost saving for your organisation.
Applying UBL within a workflow
For example, set up a workflow where incoming UBL invoices are automatically uploaded into your records, checked for accuracy and then approved for payment. You can set rules for automatic payments or mark exceptions for manual review.
TriFact365’s role in processing
TriFact365 uses advanced OCR technology and offers full support for processing UBL documents. Incoming invoices are immediately recognised and, after verification, posted to your accounting system. The system recognises essential data from the documents, such as amounts, VAT rates and supplier information.
A major advantage of TriFact365 is its seamless integration with commonly used accounting systems, such as Exact Online, Twinfield and SnelStart. Through these integrations, documents are automatically synchronised between TriFact365 and your accounting software, minimising the risk of errors and double entry. This allows you to fully automate your administration and save valuable time.
In addition, TriFact365 offers the ability to set up approval workflows. Once a invoice has been processed, it can be presented directly to the appropriate person within the organisation for approval. This makes it easier to maintain control over expenses without losing efficiency. The approver receives notifications and can easily view and approve invoices via the dashboard or even mobile, significantly reducing processing time.
Although TriFact365 is specifically optimised for processing UBLs, it also supports paper documents. These documents are converted to digital, searchable formats using OCR technology. This allows you to efficiently manage both your digital and paper records in one system.
Finally, TriFact365 ensures that all data is stored securely and backed up regularly. This means you can safely digitise and archive your records. As a result, you are always prepared for any audits and can automate your business processes with peace of mind.
