Everything you need to know about e-Invoicing, UBL Invoicing and Peppol

Electronic invoicing is rapidly gaining ground, and e-Invoicing is playing a key role in the business world. But what does this really mean? How do UBL invoices work and what is Peppol?

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In this blog, we dive into the world of electronic invoicing, with practical tips and examples to help you get started.

E-invoicing: what is it?

A digital invoice is similar to a traditional invoice, but it also contains structured data that is specifically designed for automated processing. This type of invoice can be read directly by software, minimizing manual work. A PDF document is not considered a digital invoice.
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The use of digital invoices has the following benefits:
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• Faster billing: The process is faster than sending a PDF via email.
• Reliability: Digital invoices are more reliable to use.
• Easier management: The billing process is considerably simplified.
• Efficient administration: They contribute to a better organized administration.
• Faster payments: Due to efficiency, payments are processed faster.

Is e-Invoicing mandatory in the Netherlands?

In many countries, specific e-invoicing rules have been introduced. here you can read the latest changes to this legislation in these different countries. These rules accelerate the adoption of e-invoicing and stimulate the switch to digital solutions.

E-invoicing is not yet mandatory for all companies in the Netherlands. Electronic invoicing is mandatory for transactions with the government. This is called B2G (Business-to-Government) e-invoicing.

What are UBL invoices?

UBL, or Universal Business Language, is a standardized format that allows invoices to be exchanged digitally. This makes the entire process more efficient and error-free. Instead of manually retyping data, systems with a UBL invoice read and process the information directly.

Why switch to UBL invoices?

The big advantage of UBL invoices is that they simply save time and money. Imagine: when a supplier sends a UBL invoice, your software automatically reads it in and all data is processed directly into your accounting system. Many e-invoicing software offers standard options for generating a UBL invoice.
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💡 Want to see a UBL invoice example? Then you can create a test invoice in your software to see what it looks like.

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How to create a UBL invoice

With e-invoicing software such as SAP Peppol, you can automate the billing process and effortlessly comply with standards. In addition to the standard PDF, the software automatically generates a UBL invoice as an additional attachment, ideal for automated processing.

Please note that this UBL invoice format does not replace the PDF invoice, but serves as an additional attachment.
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💡 Timechimp users can convert time entries directly into UBL invoices via the Financial module. This saves time and prevents errors.

What is Peppol and why is it important?

Peppol is simply a standardized system for exchanging electronic documents. Peppol stands for Pan-European Public Procurement On-Line and is becoming increasingly important in the world of e-invoicing.

How does the Peppol network work?

The Peppol network ensures that organizations can easily and securely exchange electronic documents, such as invoices. A Peppol invoice complies with international standards, which means you can work with companies in other countries without any problems. Using peppol invoices is particularly useful for companies that operate internationally.

The best thing about Peppol is that it's reliable. With Peppol e-invoicing, you can be sure that your invoice arrives at the right recipient. By using unique identifiers, miscommunications and errors are prevented. In short, the Peppol network makes electronic invoicing more efficient and secure.

Why switch to Peppol e-invoicing?

Although e-invoicing is not yet mandatory for all companies in the Netherlands, adoption is increasing rapidly. This is especially noticeable when dealing with the government.

With Peppol, you are well prepared for future developments. The benefits of Peppol include:

• Safe shipping: Invoices are sent via a standardized and secure network.
• International standards: Invoices comply with established international standards and can be processed easily.
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Whether you use a SAP Peppol e-invoicing solution or other e-invoicing software, both systems ensure compliance with these standards.

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SAP Peppol e-invoicing also offers unique benefits:

• Integration: Seamless connection with existing business processes thanks to SAP functionalities.
• Efficiency: The combination of Peppol and SAP software optimizes the billing process.

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Example: let's say you send an e-invoice to an international business customer. Thanks to the standards within the Peppol network, the customer can easily process the invoice regardless of the accounting system that is used. This makes collaboration more efficient and minimizes errors, saving time and money.

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What are the differences between Peppol and UBL invoices?

This table provides an overview of the main differences between UBL and Peppol, two essential elements in electronic invoicing. While UBL acts as the data format in which invoices are structured, Peppol plays the role of the network that sends these invoices securely and efficiently. Together, they ensure a reliable and streamlined exchange of invoices, both nationally and internationally.

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Legislation concerning Peppol in Belgium

In Belgium, electronic invoicing is strongly encouraged, with the Peppol network playing a central role.

Public procurement obligations

• Since January 1, 2022 it is mandatory to submit invoices electronically via Peppol for public procurement.
• Companies that do business with the government must align their systems with Peppol e-invoicing standards.

B2B sector obligations

• From January 1, 2026 the use of Peppol is mandatory for all transactions between companies.
• For companies that work exclusively for private customers:
  • No obligation for outgoing invoices.
  • However, it is mandatory to be able to receive structured electronic invoices from suppliers.

Benefits of Peppol e-invoicing

• More efficient administration: Companies can streamline their administration.
• Faster payments: Electronic invoicing speeds up the payment process.

Choose e-Invoicing Software

Now that you know what UBL invoices and Peppol are, it's time to choose the right tools. Good e-invoicing software makes the difference. But what should you pay attention to?

The benefits of e-invoicing software

• Automation: Good e-invoicing software takes work off your hands.
• UBL and Peppol: Whether you want to create a UBL invoice or need to send an e-invoice via the Peppol network, the software will take care of it for you.
• Integrations: TimeChimp provides links to accounting systems that are connected to the Peppol network.
• Efficiency: Invoices are processed and shared automatically in accordance with the latest standards.

Which software is right for you?

Choosing the right e-invoicing software can be challenging, but finding a solution that meets your company's needs is essential. Here, functionality, ease of use and industry-specific support are important issues.

Important factors when choosing e-invoicing software

1. Functionality: Choose software that meets your needs, no matter the size of your business.
2. Ease of use: Make sure the software is easy to use.

Peppol e-invoicing support

• Choose software that supports Peppol e-invoicing.
• Make sure that the software UBL invoices can create, which is essential for structured electronic invoices.

Industry-specific solutions

• There are e-invoicing tools designed specifically for different sectors:
  • Care: For administration in hospitals and healthcare institutions.
  • Retail: For efficient inventory management and billing.
  • Logistics: For automated processing of transport and delivery invoices.

By choosing a solution that is tailored to your industry, you get the most out of e-invoicing software.

Using UBL invoices in TimeChimp

In TimeChimp, you can easily create a UBL invoice create. After you have created the invoice in TimeChimp, you can send it immediately. During the shipping process, select that you also want to add a UBL invoice. In addition to the invoice in PDF form, the system then generates an XML file that is attached to the e-mail. This file is sent securely and is sent directly to the customer.

Start your free trial

Want to learn how UBL billing works within TimeChimp? Try it for yourself and see how easy it is to convert your time entries into UBL invoices. Start your free trial today and discover the benefits of e-invoicing in your workflow.

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