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SnelUBL Documentation

Welcome to the SnelUBL documentation! This guide will help you make the most of our invoice-to-UBL conversion service.

Table of Contents

  1. Introduction & Getting Started
  2. Registration
  3. First Login & Onboarding
  4. Organizations
  5. Quick Mode
  6. Workflows
  7. Advanced Topics
  8. Troubleshooting

Introduction & Getting Started

What is SnelUBL?

SnelUBL is an advanced service for automatically converting invoices to UBL format (Universal Business Language). UBL is an international standard for electronic business documents used by accounting software and administration systems.

What is UBL Format and Why Does It Matter?

UBL (Universal Business Language) is an XML-based format used worldwide for electronic invoicing. By converting your invoices to UBL:

  • Automatic Processing: Your accounting software can import invoices directly without manual entry
  • Fewer Errors: Automated conversion prevents typos and incorrect data
  • Legal Compliance: Meets digital invoicing requirements in many countries
  • Faster Payments: Streamlined B2B transactions improve payment processing

Overview of Key Features

SnelUBL offers two main methods for invoice conversion:

  1. Quick Mode: Manual conversion of individual invoices via drag & drop
  2. Workflows: Automated processing of invoices received via email

Both methods support multiple file formats and offer flexible output options.

Registration

How Do I Create an Account?

Creating a SnelUBL account is simple and takes just a few minutes:

  1. Go to the SnelUBL website
  2. Click the "Register" button in the top right corner
  3. You will be redirected to the Auth0 registration screen
  4. Register with your email address and password

Registration Process via Auth0

SnelUBL uses Auth0 for secure authentication. This means:

  • Your password is securely stored and encrypted
  • Two-factor authentication is available for extra security
  • Your account data is secured according to international standards

What Information Do I Need?

For registration, you only need:

  • A valid email address (for account verification and communication)
  • A password

Account Verification

After registration, you will receive a verification email at the provided address. Click the link in the email to activate your account. If you don't receive the email, check your spam folder.

First Login & Onboarding

What Happens After Registration?

After your first successful login, you will be automatically guided through an onboarding process. This process ensures you have everything set up correctly before you start converting invoices.

Why Is Setup Required?

SnelUBL requires some basic settings to function optimally:

  • Organization: You must add at least one organization to process invoices
  • Payment Information: Payment details are needed for billing and service usage

Without these settings, you cannot use Quick Mode or Workflows.

Step-by-Step Guide Through Onboarding

The onboarding process consists of three steps:

Step 1: Welcome Screen

The welcome screen appears automatically within 2-3 seconds after your first login. It explains:

  • What SnelUBL does
  • Why organizations are needed
  • How workflows work
  • What to expect during setup

Click "Get Started" to proceed to the next step.

Important: This screen cannot be closed until you complete the setup. This ensures you enter all required information.

Step 2: Create Organization

In this step, you add your first organization:

  1. Organization Name: Enter the name of your company or organization

    • Example: "My Company Ltd"
    • This field is required

  2. KVK Number: Enter your 8-digit Chamber of Commerce number

    • Example: 12345678
    • Must contain exactly 8 digits
    • This field is required

  3. Parent Organization (optional): If your organization is part of a larger group, you can select the parent organization here

Click "Save & Continue" to save the organization. The system validates your input before proceeding.

Step 3: Payment Information

In this final step, you enter your payment information:

Required Fields:

  • Company Name: The name as it should appear on invoices
  • Address: Street name and house number
  • Postal Code: Postal code (e.g., 1234AB)
  • City: City or town
  • Country: Select from the list
  • Billing Email: Email address for invoices and communication

Optional Fields:

  • VAT Number: Your VAT number (e.g., NL123456789B01)
  • Phone Number: Contact phone number

Important: When saving payment information, a test payment of €0.01 will be processed to verify the payment details.

Click "Save Payment Information" to complete the setup.

What Happens If I Skip Steps?

You cannot skip the onboarding process. Without an organization and payment information, you cannot use:

  • Quick Mode for manual conversions
  • Workflows for automated processing
  • Other SnelUBL features

The system will continue to guide you through the process until all required information is entered.

After Completing Onboarding

Once you complete all steps:

  • You get full access to all SnelUBL features
  • You can immediately start converting invoices
  • You can create workflows for automated processing
  • You receive confirmation that setup is complete

Organizations

What Are Organizations?

An organization in SnelUBL represents a company or entity for which you want to process invoices. Each organization has:

  • A unique name
  • A Chamber of Commerce (KVK) number (for Dutch organizations)
  • Its own workflows and settings
  • Its own payment information

Why Do I Need Organizations?

Organizations are needed because:

  • Data Separation: Different companies have different invoices and workflows
  • Compliance: KVK numbers are required for Dutch companies
  • Organization: You can manage multiple companies from one account
  • Workflows: Each organization can have multiple workflows for different purposes

How Do I Add an Organization?

Via Onboarding (First Organization)

During the onboarding process, you are automatically asked to add your first organization. Follow the steps in the onboarding process.

Via Organization Dropdown (Additional Organizations)

To add additional organizations later:

  1. Click the organization dropdown in the header (top left)
  2. Click "Add Organization" in the dropdown menu
  3. Fill in the form with the organization details

You can do this from any page in SnelUBL - you don't need to go to the Settings page.

Validation Rules

The system checks:

  • Name: Cannot be empty
  • KVK Number: Must contain exactly 8 digits (numbers only)
  • Uniqueness: Each KVK number can only be used once

If validation fails, you will receive an error message explaining what needs to be corrected.

Organization Hierarchy (Parent Organizations)

If your organization is part of a larger group, you can set a parent organization:

  • Parent Organization: The main organization under which your organization falls
  • Child Organization: Your organization that falls under the parent organization

This is useful for:

  • Centralized billing (optional)
  • Overview of multiple companies
  • Combined reporting

Managing Multiple Organizations

You can add unlimited organizations to your account. Each organization has:

  • Its own workflows
  • Its own settings
  • Its own conversions
  • Its own invoices, unless delegated to another organization

Switching Between Organizations

To switch between organizations:

  1. Click the organization dropdown in the header (top left)
  2. Select the desired organization from the list
  3. The page automatically updates with the selected organization's data

Organization Settings

For each organization, you can configure:

  • Payment Information: Billing address and contact details (or delegate invoices to another organization with payment information)
  • Workflows: Automated processing rules
  • Integrations: Connections with accounting software

Important: When adding or modifying payment information for an organization, a test payment of €0.01 will be processed to verify the payment details.

Go to Settings to manage these options.

Quick Mode

What is Quick Mode?

Quick Mode is the manual method to convert invoices to UBL format. It's ideal for:

  • Occasional conversions
  • Testing the service
  • Small batches of invoices
  • Situations where you want direct control

When Do I Use Quick Mode vs Workflows?

Use Quick Mode when:

  • You occasionally need to convert invoices
  • You want to manually control the conversion
  • You want to test invoices before setting up workflows
  • You need one-time conversions

Use Workflows when:

  • You regularly receive many invoices
  • You want automated processing
  • Invoices automatically arrive via email
  • You need multiple destinations (email, FTP, cloud)

How Do I Use Quick Mode?

Accessing Quick Mode

  1. Log in to your SnelUBL account
  2. Make sure you have at least one organization set up
  3. Go to the Quick Mode page (via menu or direct link)
  4. You will see the upload area with the text "Drag your invoices here"

Supported File Formats

Quick Mode supports the following file types:

  • PDF (application/pdf) - Recommended format
  • DOCX (application/vnd.openxmlformats-officedocument.wordprocessingml.document) - Microsoft Word documents
  • PNG (image/png) - Images
  • JPEG (image/jpeg) - Photos
  • HEIF/HEIC (image/heif, image/heic) - Modern iPhone photos
  • WebP (image/webp) - Web images

File Size Limits

  • Maximum for processing: 3 MB per file
  • Files larger than 3 MB will be rejected with a clear error message

Uploading Files

You have two options to upload files:

Option 1: Drag & Drop

  1. Drag files from your file explorer to the upload area
  2. Release the files when you see a blue highlight
  3. The files are automatically added to the queue

Option 2: Browse Files

  1. Click the "Browse Files" button
  2. Select one or more files from the dialog
  3. Click "Open"
  4. The files are added to the queue

Processing Status

Once files are uploaded, you will see:

  • File Table: Each row shows:

    • Filename
    • Processed at (timestamp)
    • Status (Processing, Completed, Error)
    • UBL version
    • Actions (view, download, delete)

  • Status Indicators:

    • 🔄 Processing: File is currently being converted
    • ✅ Completed: Conversion successfully completed
    • ❌ Error: A problem occurred

Conversion Process

The conversion process works as follows:

  1. Upload: File is uploaded to the server
  2. Validation: System checks format and size
  3. Processing: AI technology extracts invoice data
  4. Conversion: Data is converted to UBL XML
  5. Completion: You receive a notification when conversion is ready

Processing Time: Usually 30-120 seconds per invoice, depending on complexity.

Preview of Conversion Results

After a successful conversion, you can preview the result:

  1. Click the preview button (👁️) next to the converted file
  2. A viewer opens showing:
    • The original invoice (PDF/image)
    • The extracted data in structured form
    • A visual representation of how the data has been interpreted
  3. Use the preview to verify that all data has been extracted correctly before downloading the file

The preview is available for all successfully converted invoices, both in Quick Mode and on the Conversions page.

Downloading Converted Files

Once a conversion is completed:

  1. Click the download button (⬇️) next to the file
  2. The UBL XML file is downloaded
  3. Filename remains the same, but extension becomes .xml

Batch Operations

You can manage multiple files at once:

Download All UBLs as ZIP:

  1. Select files with checkboxes
  2. Click "Download UBLs as ZIP"
  3. All selected UBL files are downloaded in one ZIP file

Download with Originals:

  1. Select files
  2. Click "Download UBLs and Originals as ZIP"
  3. You receive both UBL files and original PDFs/images

Delete Selected:

  1. Select files you want to delete
  2. Click "Delete Selected"
  3. Confirm deletion

Understanding Conversion Results

After conversion, each UBL file contains:

  • Invoice Data: Invoice number, date, amounts
  • Supplier: Contact details of the supplier
  • Customer: Your company details
  • Lines: Item lines with description, quantity, price, VAT
  • Totals: Subtotal, VAT amounts, total amount

The UBL file can be directly imported into accounting software that supports UBL.

Troubleshooting Common Issues

File Won't Upload:

  • Check if the file is smaller than 3 MB
  • Check if the format is supported (PDF, DOCX, PNG, JPEG, HEIF, WebP)
  • Try uploading the file again

Conversion Fails:

  • Check if the file is an invoice (not other documents)
  • Check if the file is readable and not corrupted
  • Try a different version of the file
  • Check if the file is not too complex (too many pages, poor quality)
  • Wait a few minutes and try again

No Result After Long Wait:

  • Conversion can take up to 2 minutes for complex invoices
  • Check your internet connection
  • Refresh the page if status doesn't change

Download Doesn't Work:

  • Check if conversion is successfully completed
  • Try a different browser
  • Check if pop-up blockers are disabled

Workflows

What Are Workflows?

Workflows are automated rules that automatically process invoices when they are received via email. A workflow consists of:

  • Trigger: Email address that receives invoices
  • Conversion Settings: How invoices are converted
  • Destinations: Where converted files go

When Do I Use Workflows vs Quick Mode?

Use workflows when:

  • You regularly receive many invoices
  • You want automated processing without manual intervention
  • Suppliers can automatically send invoices to an email address
  • You need multiple destinations (email, FTP, Dropbox, etc.)

Use Quick Mode when:

  • You need occasional conversions
  • You want manual control
  • You want to test invoices

Workflow Concepts

Email Triggers

Each workflow has a unique email address that is automatically generated. This address has the format:

workflow-id@snelubl.nl

Example: workflow-abc123def456@snelubl.nl

Suppliers can send invoices to this address, and they will be automatically processed. The sender's email address must be added as an 'Allowed Sender' in the workflow settings.

Conversion Settings

You determine how invoices are converted:

  • UBL Version: Choose between UBL 2.1 or UBL 2.3
  • Output Format: XML or other formats

Destinations

Converted files can be sent to multiple locations:

  • Email: To your email address or other addresses
  • FTP Server: Direct upload to your FTP server
  • Cloud Storage: Dropbox, Google Drive, OneDrive
  • Accounting Software: Direct integration with various accounting packages, such as SnelStart

Automatic Processing

With automatic processing enabled:

  • Invoices are processed immediately upon receipt
  • You receive a notification when processing is complete
  • No manual intervention needed

Creating Your First Workflow

Via Onboarding

During the onboarding process, you can immediately create your first workflow after adding an organization.

Via Workflows Page

  1. Go to the Workflows page (via menu)
  2. Click "New Workflow" or "Add Workflow"
  3. Fill in the form:

Basic Information:

  • Workflow Name: e.g., "Incoming Invoices"
  • Description: Optional description of the purpose

Trigger Settings:

  • Type: Email (default)
  • Automatic Processing: On/off
  • Allowed Senders: Which email addresses may send invoices

Conversion Settings:

  • UBL Version: Select 2.1 or 2.3
  • Output Format: XML (default)

Destinations:

  • Click "Add Destination"
  • Select type (Email, FTP, Cloud, etc.)
  • Fill in required information
  • Repeat for multiple destinations
  1. Click "Create Workflow"

The system automatically generates a unique email address for this workflow.

Managing Workflows

Viewing All Workflows

On the workflows page, you will see:

  • List of All Workflows: Each workflow is shown in a collapsible panel
  • Status: Active or Inactive
  • Email Address: The unique address for this workflow
  • Last Activity: When the workflow was last used

Editing a Workflow

  1. Click on the workflow you want to edit
  2. Click "Edit" or the pencil icon
  3. Change desired settings
  4. Click "Save"

You can edit:

  • Workflow name and description
  • Conversion settings
  • Destinations
  • Allowed senders

Note: The email address cannot be changed after creation. Create a new workflow if you need a different address.

Activating/Deactivating a Workflow

To temporarily disable a workflow without deleting it:

  1. Go to the workflows page
  2. Click on the workflow
  3. Click "Deactivate" (or "Activate" to re-enable)
  4. Confirm the action

Deactivated Workflows:

  • Still receive emails
  • Do not process invoices automatically
  • Can be quickly reactivated

Deleting a Workflow

  1. Go to the workflows page
  2. Click on the workflow you want to delete
  3. Click "Delete" or the trash icon
  4. Confirm deletion

Warning: Deleted workflows cannot be restored. The associated email address is released and can be used by others.

Workflow Settings Explained

Trigger Settings

Email Trigger:

  • Email Address: Automatically generated, unique per workflow
  • Allowed Senders: List of email addresses that may send invoices
    • Add senders via "Add Sender"
    • Remove senders by clicking the X icon
    • Empty = all senders allowed (not recommended for security)

Automatic Processing:

  • On: Invoices are processed immediately upon receipt
  • Off: Invoices are saved but not processed until you do so manually

Conversion Settings

UBL Version:

  • UBL 2.1: Standard version, widely supported
  • UBL 2.3: Newer version with additional features

Output Format:

  • XML: Standard UBL XML format
  • Other formats may be available depending on your subscription

Destination Settings

Email Destination:

  • Email Address: Where converted files should go
  • Subject: Custom email subject (optional)
  • Message: Custom message in email (optional)

FTP Destination:

  • Server: FTP server address
  • Port: Usually 21
  • Username: FTP username
  • Password: FTP password (securely stored)
  • Path: Folder on server where files should be placed

Cloud Storage (Dropbox, Google Drive, OneDrive):

  • Account: Link your cloud account
  • Folder: Select the folder where files should be stored
  • Filename: Pattern for filenames (optional)

Accounting Software Integration:

  • Software: Select from available options (Exact Online, Cash Software, etc.)
  • Account: Link your accounting software account
  • Settings: Configure specific import settings

Best Practices for Workflows

Security:

  • Always add allowed senders to prevent unwanted emails
  • Use unique workflows for different suppliers
  • Regularly check activity of your workflows

Organization:

  • Give workflows clear, descriptive names
  • Use descriptions to document the purpose of each workflow
  • Group workflows by organization or purpose

Optimization:

  • Use automatic processing for regular invoices
  • Disable automatic processing for test workflows
  • Monitor processing times and adjust settings if needed

Backup:

  • Ensure important destinations have backups
  • Consider multiple destinations for critical workflows
  • Test workflows regularly to ensure they work correctly

Advanced Topics

Multiple Workflows Per Organization

You can create unlimited workflows per organization. This is useful for:

  • Different Suppliers: Each supplier gets its own email address
  • Different Processes: Separate workflows for purchase invoices, sales invoices, etc.
  • Different Destinations: Different workflows for different departments
  • Test Environments: Separate workflows for testing without affecting production

Workflow Email Addresses

Each workflow email address is:

  • Unique: Globally unique, cannot be duplicated
  • Permanent: Remains the same as long as the workflow exists
  • Not Changeable: Cannot be changed after creation
  • Reusable: After deleting a workflow, the address can be used by others

Important: Only share workflow email addresses with trusted suppliers.

Integration with Accounting Software

SnelUBL supports integration with popular accounting software:

  • Exact Online: Direct import of UBL files
  • Cash Software: Automatic processing
  • eBoekhouden: Seamless integration
  • Kleisteen: Direct connection
  • Minox: Automatic import
  • MUIS Software: UBL support
  • SnelStart: Integrated processing
  • Visma (AccountView): Direct import
  • Yuki: Automatic processing

Configure integrations via the Integrations page in the menu.

File Processing Locations and Privacy

SnelUBL processes invoices at various locations:

  • Within Netherlands: For Dutch organizations that require this
  • Within EU: For EU compliance
  • Worldwide: For maximum speed

You can set the processing location per organization in settings.

Privacy:

  • All data is encrypted during transmission and storage
  • Invoices are only used for conversion
  • Data is not shared with third parties
  • You can request or delete data at any time

Processing Times and SLA

Standard Processing:

  • Automatically Recognized Documents: A few minutes
  • Standard Invoices: Approximately 1 hour
  • Invoices with Line Recognition: Average 1 hour, maximum 72 hours

Factors Affecting Processing Time:

  • Complexity of the invoice
  • Quality of the source file
  • Current server load
  • Required accuracy guarantee

Outside Business Hours:

  • Documents with increased accuracy guarantee may take longer
  • Standard processing remains available

Troubleshooting

Common Issues and Solutions

I Cannot Log In

Problem: Login button doesn't work or I'm redirected to an error page.

Solutions:

  • Check your internet connection
  • Try a different browser
  • Clear browser cache and cookies
  • Check if JavaScript is enabled
  • Contact support if the problem persists

Onboarding Doesn't Appear

Problem: After first login, the onboarding process doesn't appear.

Solutions:

  • Wait 2-3 seconds (onboarding starts automatically)
  • Check if you see JavaScript errors in the browser console
  • Refresh the page
  • Log out and log back in
  • Check if you already have organizations (onboarding only appears on first login)

Organization Cannot Be Added

Problem: Error message when adding an organization.

Solutions:

  • Check if the KVK number contains exactly 8 digits
  • Check if the organization name is not empty
  • Check if the KVK number doesn't already exist
  • Check your internet connection
  • Try again after a few seconds

Files Won't Upload in Quick Mode

Problem: Files are not accepted or uploaded.

Solutions:

  • Check file size (maximum 3 MB)
  • Check file format (PDF, DOCX, PNG, JPEG, HEIF, WebP)
  • Check if you are logged in
  • Check if you have selected an organization
  • Check your internet connection
  • Try a different file

Conversion Fails

Problem: Invoice is uploaded but conversion fails.

Solutions:

  • Check if the file is an invoice (not other documents)
  • Check if the file is readable and not corrupted
  • Try a different version of the file
  • Check if the file is not too complex (too many pages, poor quality)
  • Wait a few minutes and try again

Workflow Doesn't Process Invoices

Problem: Invoices are sent to workflow email but not processed.

Solutions:

  • Check if the workflow is active (not deactivated)
  • Check if automatic processing is enabled
  • Check if the sender is added to allowed senders
  • Check if the email was correctly sent to the workflow address
  • Check if the invoice was sent as attachment (not just in email text)
  • Check workflow activity on the workflows page

Converted Files Are Empty or Incorrect

Problem: UBL file contains no data or incorrect data.

Solutions:

  • Check the quality of the original file
  • Ensure the original file is clearly readable
  • Check if it's a valid invoice
  • Try converting the file again
  • Contact support with examples of problematic invoices

Contacting Support

If you experience problems that are not resolved by the above solutions:

  1. Email: snelubl.support@orangepear.com
  2. Describe the Problem:
    • What were you trying to do?
    • What exactly happened?
    • What error messages did you see?
    • Which browser and version are you using?
  3. Attach Files: Screenshots, error messages, or sample files

We aim to respond within 24 hours.

Error Messages Explained

"Setup Required"

  • You must first add an organization and payment information before you can use this feature.

"File Too Large"

  • The file is larger than 3 MB. Compress the file or use a smaller file.

"File Format Not Supported"

  • The file type is not supported. Use PDF, PNG, JPEG, HEIF, or WebP.

"Invalid KVK Number"

  • The KVK number must contain exactly 8 digits (numbers only, no letters or spaces).

"Workflow Not Found"

  • The workflow doesn't exist or has been deleted. Check if you selected the correct workflow.

"No Access"

  • You don't have access to this feature. Check if you are logged in and have selected the correct organization.

Conclusion

With this documentation, you have all the information you need to make optimal use of SnelUBL. From registration to advanced workflows, you are now ready to efficiently convert your invoices to UBL format.

If you have questions or need help, don't hesitate to contact us at snelubl.support@orangepear.com.

Good luck with SnelUBL!