Before importing a UBL file into your accounting package or forwarding it to a client, it is wise to check whether the file is valid. This practical checklist applies both to files you receive and to files created by SnelUBL.
Quick visual check
Open the UBL file in a text editor. It is XML, so it is readable as text. Check at least that invoice number, invoice date, supplier and customer details, VAT specification per rate and invoice lines with description, quantity and amount are present.
With an online validator
If you want to be sure that a file follows the UBL standard, use an independent UBL validator, for example through Peppol.org, to check structural errors. This is especially useful when you receive a UBL file from an external party and are unsure whether it is built correctly.
A visual check shows whether the main data is present, but it does not replace technical validation. A validator also checks whether XML structure, required fields and namespaces match the UBL standard expected by your accounting package.
Common problems
- Missing VAT specification - some invoices do not provide a separate VAT amount per line or rate, so the recipient must derive it or automatic conversion may encode it as 0%.
- Wrong or missing identifiers - a missing KVK or VAT number can prevent accounting software from matching the invoice to the right supplier.
- Incomplete invoice lines on long invoices - when invoices have many lines across multiple pages, lines may be missing if the source did not include all pages.
For a SnelUBL UBL file
Always use the result viewer first to compare recognized data with the original before using the file. This is the fastest way to detect the issues above early.
Official sources
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