e-invoicing

What is an e-invoice?

Sending an email with a digital invoice as an attachment is not e-invoicing. So what is the difference from an e-invoice? An electronic invoice can be processed automatically in other software programs, in the form of a so-called XML file, drawn up according to the UBL standard (Universal Business Language). Both terms, UBL and XML, are sometimes used interchangeably in e-invoicing. Put simply, a UBL file is the invoice in XML format. People sometimes also speak of a ‘UBL invoice’. This makes the invoice readable for the computer. Thanks to the fixed structure of an e-invoice, it can then be imported and processed without manual intervention in, for example, accounting software.

The advantages of e-invoicing

The most obvious reason for using e-invoices is avoiding copying and data entry. You no longer have to pick orders apart: the software automatically fills the right fields (e.g. supplier account number) with the right value (e.g. the actual IBAN number).

• The e-invoice is automatically imported and processed in your software on receipt. No risk of errors!
• No hassle with copies because it is always available electronically.
• On the other side too – at the customer or their accountant – processing can be automatic and faster.

Electronic invoicing and accounting

To work with electronic invoicing, you need accounting or invoicing software that can handle UBL documents. Common software packages can handle UBL, and onFact is an excellent choice.

If you work with an external accountant, there is a good chance that their accounting software can currently process UBL files. If your invoicing program is not directly linked to your accountant’s program, you can simply send them your e-invoices. These can be imported and processed in the accounting software. This saves time and costs for both you and the accountant.

The electronic invoice or e-invoice lets you automate your entire invoicing process. If you use invoicing software, in principle you need no technical knowledge to automate your administration with electronic invoices.

E-invoicing: the norm for the Flemish government

Since January 2017 the Belgian government has asked for invoices to its services to be delivered electronically. Among other things, it uses the European PEPPOL network. PEPPOL is comparable to an email system: every company receives its own PEPPOL address for sending e-invoices. These then end up in the recipient’s inbox.

E-invoices via PEPPOL have advantages for sender and recipient:

• the UBL invoices can be processed automatically;
• you receive conclusive confirmation that the invoice was delivered.

If you work with onFact, you can easily send invoices to the government via PEPPOL.