With our 'PDF to UBL' conversion module, you can now convert PDF invoices (created in Word or Excel, for example) into e-invoices (UBL/XML) and send them via Peppol. This allows us to meet the strong demand from entrepreneurs to maintain their traditional invoicing practices, even in the era of e-invoicing.
Who is this extremely useful for?
- You currently work in Word or Excel and save and send your invoices as PDFs.
- You currently have your own invoicing software and want to continue using it. However, your software isn't capable of delivering invoices to the Peppol network. It only generates PDF invoices.
Important: If your invoicing package can generate UBL invoices in the Peppol BIS 3 format (required for sending e-invoices via Peppol) but can't deliver them to the Peppol network, you can upload your UBL/XML files to OkiOki, and it will send them for you. This is always a better option than converting a PDF to an e-invoice because the data is already digital at the source.
How does it work?
Upload your PDF invoice to OkiOki
Once your invoice is uploaded, you'll find it in your "All documents" list. If your list is sorted by "Date added," the invoice will appear at the top.
In the document's action menu, click on the 'Send as e-invoice' action.
Check your invoice data
To convert your PDF to a UBL/XML invoice, OkiOki will recognize and digitize the data in your invoice. This is done using OCR technology, just as it recognizes the data in your other documents. However, this technology isn't always flawless. That's why you need to check your invoice data.
OkiOki is reminding you to check the data. Understood? You can simply ignore this pop-up next time by checking "Don't show again."
Your will check your data using the same steps as when creating an invoice in OkiOki.
- Document type, invoice date, document number, etc.
- Your counterparty
- Your invoice lines
- Your payment information
- And next you send your e-invoice
At each step, we show you the digital data on the left and the PDF version of your invoice on the right, so you can easily check and correct the information if necessary.
Document type, invoice date, document number, etc.
Is your document an invoice or credit note? Is the document date correct? Is the document number correct?
Your counterparty
OkiOki shows you all the information it finds about the other party on your invoice. You can check and correct this information, and add additional contact information if necessary.
OkiOki will also check whether your counterparty is actually registered on the Peppol network. If not, OkiOki will let you know. You won't be able to send via Peppol, but you can send the invoice as an e-invoice via email. This way, you'll comply with the mandatory e-invoicing requirements.
If you don't want to convert the invoice to an e-invoice and return to your original PDF invoice, you can always select "Convert back" here.
Your invoice lines
If you proceed, you can check the individual invoice lines. For each invoice line, you can check, correct, or add the product code, description, delivery date, quantity, unit price, unit, and VAT percentage.
Your payment information
Has the invoice been paid yet? Is the payment term correct?
Send your e-invoice
Have you checked all the information? Then you can now send your e-invoice.
Your customer is registered on the Peppol network, so you can send via Peppol. You can also always send via email.
If your customer is not registered on Peppol, you can only send via email at this stage. We will then send an e-invoice (UBL/XML) via email anyway.
By the way, if you click "Send," we'll ask you if you're absolutely sure you've checked your data correctly. You never know. 😉
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