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      E-invoicing and UBL

      UBL, PEPPOL and E-invoicing

      Last updated: October 27, 2023

      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.

        Note: There are costs associated with using e-invoicing through Payt, please refer to the agreement you have entered into with Payt.

      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?

      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' .


      Note: when a sent UBL invoice via the PEPPOL network does not arrive correctly at a customer, this is currently only shown in the invoice file on the right on the timeline. There is no filtering on this at this time and no icon is available on the dashboard at this time.