How does electronic invoicing work in Payt?

UBL, PEPPOL and E-invoicing

What is a UBL invoice and what can I do with it?

A UBL-invoice is a digital invoice in an XML-file format. The advantage of this is that these files can be processed directly in the customer's accounting package.

In the debtor management-system from Payt there are two options to send UBL-invoices.

1. Option 1: When sending an invoice to a customer, we send a UBL invoice as an attachment. The condition is that a UBL invoice is presented from your accounting software. This function can be enabled by a Payt employee and then applies to the entire administration.
   A disadvantage of this method may be that the debtor's automatic processing software cannot properly handle processing invoices with multiple attachments.
2. Option 2: Use e-invoicing, where the UBL invoice is offered through the PEPPOL network. In this case, a UBL invoice is sent to the PEPPOL network and an email of the invoice is sent to the customer's email address.

What is the PEPPOL network?

PEPPOL is a network of collaborating software and e-invoicing service providers that enables the direct exchange of e-invoices between ERP software and e-invoicing services. For more information, visit https://econnect.eu/en/peppol

Using e-invoicing, a UBL invoice is delivered via the secure PEPPOL network to the customer's accounting package, who then receives a notification of it. After, the invoice can be processed directly in the accounting system.

How do I enable e-invoicing?

When deciding on your invoicing process when e-invoicing, you can choose whether invoices should be sent only via the PEPPOL network, or they should simultaneously be sent by e-mail to your customer.

Setting up a PEPPOL ID

From your accounts, a UBL file needs to be submitted to Payt. E-invoicing can be applied to the administration by a Payt employee. This includes the creation of a PEPPOL identification number. This requires a valid CoC number or OIN number.

Customer settings

The function 'Offer UBL when sending invoice' can be enabled for each customer, provided that a CoC number, OIN number or VAT number of the customer is known. This information should be supplied to Payt from the accounting package.

An invoice sent via e-invoicing can be recognized on the timeline by 'UBL to PEPPOL identifier 1234:123456' .