UBL XML Invoicing: Never Enter Data Manually Again
Eliminate time-consuming invoice processing with standardized UBL XML. 100% text recognition, direct ERP integration and full GDPR compliance.
Start with UBL XML automation
Why UBL XML is the future of Dutch invoice processing
UBL XML (Universal Business Language) is the international standard for electronic invoicing that completely eliminates manual work. Dutch organizations process millions of invoices per year – UBL XML automates this process with 100% accuracy.
EasyData’s UBL XML expertise combines 25+ years of Dutch experience with modern document automation. Since 1999, we have been involved in e-invoicing development, providing Dutch companies with enormous time savings in their daily operations.
From PDF conversion to direct ERP integration, from invoice line recognition to complete accounting software integration. UBL XML makes invoice processing much simpler and more efficient for Dutch organizations.
UBL XML impact in Dutch organizations
How does the UBL XML process work?
UBL stands for Universal Business Language, the international standard for electronic invoicing. XML (Extensible Markup Language) is the technical container in which all invoice data is stored in a structured manner according to established UBL protocols.
The complete UBL XML conversion process
1. Invoice creation at supplier
The supplier creates an invoice in invoicing software or with PDFCommunicator. This invoice supports the UBL standard where all invoice data is stored in a structured XML format.
2. PDF + XML combination
The invoice gets both a readable PDF and an XML file with structured data according to the UBL open standard. Each piece of data gets a fixed position and specific naming.
3. Sending and receiving
The UBL XML invoice is sent via accounting software or PDFCommunicator. On the receiving end, the invoice is automatically read and processed in the accounting package.
4. Automatic processing
The software reads the UBL invoice and automatically fills in all data. This prevents errors, saves time and ensures consistent invoice processing with faster approval and payment.
Understand UBL XML in 3 minutes
This animation clearly illustrates the history and workings of UBL XML, so you immediately understand why this standard is so important for modern invoice processing.
EasyData’s UBL XML automation capabilities
📄 PDF to UBL Conversion
Automatic conversion of existing PDF invoices to standardized UBL XML with 100% text recognition from digitally created documents.
🔗 ERP Integration
Seamless integration with all common Dutch accounting systems and ERP platforms for direct invoice processing without manual intervention.
✅ Validation & Control
Automatic validation of UBL XML structure and content according to international standards, with error messages and correction suggestions.
📊 Invoice Line Recognition
Advanced line recognition that identifies all invoice components and correctly assigns them in the UBL XML structure.
🔒 GDPR Compliant
Full GDPR compliance with Dutch data processing, encryption and registered with the Dutch Data Protection Authority (FG001914).
⚡ PDFCommunicator
User-friendly tool to generate and send PDFs with UBL XML, without technical knowledge. Fully automatic.
UBL XML applications per sector
Accounting Firms: Scalable Invoice Processing
EasyData’s UBL XML solutions help Dutch accounting firms process thousands of invoices per month without manual work. Automatic import into all common accounting packages with complete audit trail.
- Process 500+ invoices per day per employee instead of 50
- Eliminate input errors and typos in invoice amounts
- Direct integration with all Dutch accounting packages
- Full traceability for auditor reviews
Retail & E-commerce: Automated Supplier Administration
For Dutch retailers with hundreds of suppliers, UBL XML offers standardized invoice receipt and processing. EasyData integrates with ERP systems for automatic inventory and financial bookings.
- Process supplier invoices within 24 hours instead of 5 days
- Automatic matching of invoices to purchase orders
- Real-time insight into outstanding obligations
- Integration with warehouse systems for inventory changes
Government Institutions: Compliant and Transparent Invoicing
Dutch government institutions increasingly require UBL XML for invoice receipt. EasyData ensures full compliance with Digipoort, e-recognition and all relevant government standards.
- Full compliance with Digipoort requirements and EU directives
- Audit-proof archiving for 7 years
- Transparent processing for political accountability
- Integration with municipal financial systems
Medium-sized Businesses: Efficiency and Cost Savings
Dutch SMEs achieve 70-85% time savings through UBL XML automation. EasyData helps with the transition from paper or PDF invoices to fully automated processing.
- ROI within 6-12 months through reduced personnel costs
- Faster payments through more efficient approval processes
- Better cash flow through real-time financial insight
- Scalability without additional administrative staff
Why UBL XML is technically superior
🌐 Open standard without costs
UBL XML is a completely open standard without license costs. You don’t have to pay rights for use, which increases accessibility for all Dutch companies.
💻 Universal compatibility
Because all parties use the same UBL standard, invoices automatically fit into each other’s accounting systems. This eliminates incompatibility and manual adjustments.
🎯 Structured data
In UBL XML, each invoice data (number, date, amount) gets a fixed position and specific naming. Computers can therefore perfectly interpret invoice data without human intervention.
🔍 Traceable and verifiable
Complete audit trail from invoice creation to payment. Every step in the process is documented and verifiable for accountants and tax authorities.
Seamless integration with your Dutch systems
EasyData’s UBL XML solutions integrate with all common Dutch accounting systems and ERP platforms. From AFAS and Exact to SAP and Microsoft Dynamics – we ensure flawless data exchange.
Supported integrations
AFAS Software
Direct integration with AFAS Profit for automatic invoice import and processing
Exact Online
Real-time synchronization with Exact for Dutch SME administration
Microsoft Dynamics
Enterprise-level integration with Dynamics 365 Finance & Operations
SAP Business One
Automated invoice flows for SAP users
Yuki
Cloud-based invoice processing with Yuki integration
Custom ERP
Custom integrations with your specific systems via APIs
Related EasyData invoice automation solutions
UBL XML is part of our complete portfolio of intelligent invoice processing. Also discover our invoice line recognition for detailed line-item extraction, or learn more about PDFCommunicator for easy UBL XML creation.
For specific implementation challenges, you can view our success stories to see how other Dutch organizations have implemented UBL XML for measurable time savings and cost reductions.
Frequently asked questions about UBL XML
What exactly is the difference between a normal PDF invoice and a UBL XML invoice?
A normal PDF invoice is designed for humans to read – it is essentially a digital image of a paper document. A UBL XML invoice contains the same information, but structured in a format that computers can process directly. Think of it as the difference between a photo of a form and a fillable digital form. With UBL XML, software can automatically read invoice numbers, amounts and other data and place them directly in your accounting system without manual entry.
Do I have to pay license fees to use UBL XML?
No, UBL XML is a completely open standard without license costs. This is an important advantage of the UBL standard – everyone can use it for free. You only pay for the software or services that generate or process UBL XML for you, but not for using the standard itself. This makes UBL accessible to all Dutch companies, from SMEs to large enterprises.
How long does it take to implement UBL XML invoice processing?
For Dutch organizations with standard accounting software (such as AFAS, Exact, Yuki), implementation typically takes 2-4 weeks. This includes the technical integration, testing and training of your team. For more complex ERP systems or custom situations, implementation can take 6-8 weeks. EasyData guides you through the entire process with a dedicated project manager who ensures a smooth transition without disrupting your daily operations.
What happens to my existing PDF invoices? Do I have to continue processing them manually?
No, you can have existing PDF invoices automatically converted to UBL XML by EasyData’s conversion engine. For digitally created PDFs, we extract the text with 100% accuracy and convert it to structured UBL XML. For scanned invoices, we use advanced OCR technology with machine learning to achieve the same conversion. This means you can process all incoming invoices – regardless of format – in an automated way.
Is UBL XML safe and GDPR compliant for Dutch organizations?
Yes, UBL XML processing at EasyData is fully GDPR compliant. We are registered with the Dutch Data Protection Authority (number FG001914) and all our data processing takes place in Dutch data centers. UBL XML files are stored and sent encrypted. We maintain strict access controls and logging for full traceability. In addition, we comply with all Dutch archiving requirements for financial documents (7-year retention requirement).
How much time savings can I realistically expect with UBL XML?
Dutch organizations achieve an average of 70-85% time savings on invoice processing. An employee who previously could manually enter 50 invoices per day can process 500+ invoices per day with UBL XML automation – mainly control and approval. For an organization with 1000 invoices per month, this means a savings of 15-20 hours of administrative time per month. The exact savings depend on your current process, invoice volume and complexity of your administration.
Ready to automate invoice processing with UBL XML?
EasyData’s UBL XML solutions deliver proven 100% text recognition, 70-85% time savings and completely eliminate input errors. Join 400+ Dutch organizations that have automated their invoice processing with our 25+ years of experience in electronic invoicing.
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